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PHASE 2 UPDATE
Layers of Security Built In for HR Data
Legally restricted data includes information on such things as benefits, involuntary deductions, and performance evaluations. This information is only available to people in the central Human Resources office with specific responsibilities that require them to view that data.
Limited access data includes such information as an individual's assignment, salary, address, etc. This data can be viewed only by individuals with responsibilities in the HR/Payroll applications - a total of 650 people, all of whom will have signed a confidentiality agreement.
Generally available refers essentially to phone book data, e.g. department, name, title, and address (if individual chooses to publicize home address). This information is not restricted.
"No system is ever 100 percent secure," says Randolph, "but we think we have followed industry best practices in this critical area and have listened to our employees concerns over the past three years while designing the Oracle applications for use at U.Va.
Number Trumps Social Security Number in New System
"Every employee at the University was assigned an employee number when we went live with the Oracle financial applications last July," reports Bill Randolph, ISP director. "Once we go live with the HR/Payroll applications at the end of June, that number should be the consistent numeric identifier for all U.Va. employees. An employee's assignment number (the job they hold) is also their employee number. If they have a second assignment, the number is their employee number dash 2. If you do a search for an employee, you can search by name, employee number, or social security number.
"Right now people don't know their employee number, so are unlikely to use it. Once we go live with Oracle HR/Payroll, it will be more pervasive, showing up on time sheets and in the Oracle Self Service application (social security number is not displayed in either of these), and we expect people will begin to use it."
"Social security number is still required documentation for tax purposes," concludes Randolph, "but Oracle does allow us to minimize its use as the sole numeric identifier of members of the University community."
Self Service to Come
Beginning with the phase 2 implementation, at least that last step will be quick and painless. With Oracle Self Service, through which you can now register for Oracle and other Division of Training classes, you will be able to view and change your address and/or phone number on line. The changes will immediately be reflected in the Oracle database.
Also on view for all employees will be their own employment and training history, in one place with easy access. "Employees will no longer have to make an appointment with Human Resources to view their employment history," says Barbara Henry, Phase 2 functional lead.
And lest you be concerned that the information is also available to everyone else at the University, Henry reports that "any individual information in Self Service can only be seen by the employee him or herself and by the employee's supervisors. Social security numbers are not included on the Self Service screens, so even supervisors cannot view that information through the application."
In 2003, after the upgrade to the next version of the Oracle software, employees will also have the option of entering their time and leave on line through Oracle Self-Service.
paid by the University; therefore I am
The Oracle HR/Payroll implementation is allowing the University to correct this situation.
"The Oracle database allows us to include everyone associated with the University," says Barbara Henry, Phase 2 functional lead. "It's called a 'people' database, rather than 'employee' database, because it is not limited to people who are paid by the University. We have just sent out a spreadsheet to all ISP advisors so they can have the departments in their areas complete information currently housed only in their departmental shadow systems, such as visiting faculty, faculty who have non-paid faculty appointments at U.Va., the joint/secondary faculty appointments that many faculty at U.Va. have in other departments, etc."
Once that information is migrated into Oracle, the departments will be able to manage their personnel information all in one system, and all people associated with the University will be known to exist.
Pay Test Goes Swimmingly
"We have since run a semi-monthly payroll and a biweekly payroll, with UHR staff double keying into the legacy system and Oracle," Henry reports. "The semi-monthly payroll showed 9 errors out of 1000 employees paid. Six of those were within three cents of each other. We will be researching discrepancies. They could be keying errors, but if not, we have to correct whatever is causing them not to reconcile. We have not yet analyzed the biweekly payroll."
One more parallel test each for semi-monthly, monthly, and biweekly payrolls are planned, plus the Conference Room Pilot 3 testing, says Henry. If all issues are not resolved by that point, there is still time for further parallel tests.
"We are very encouraged by the initial results," says Henry. "We fully expect to have any wrinkles straightened out by CRP 3."
"That's very good at this point in time," says John Hill, training administration manager. "It's important that everyone registers as soon as possible. We have enough seats to train all the people assigned responsibilities, if the classes are near capacity. Those who delay in registering run the risk of not receiving training before the implementation."
Over 90 percent of future HR/Payroll users have attended or registered for the HR Essentials class, a prerequisite for Oracle training. Those sessions are scheduled only through April.
"There will be an initial three day flurry, then a breather before all three payroll types biweekly, semi-monthly, and monthly converge in July," says Barbara Henry, Phase 2 functional lead. "That means that after a one week respite, Timekeepers will either be printing, distributing, collecting, or keying in timesheets most days in July."
To allow Timekeepers to distribute the timesheets in advance of go-live for the 6/12-6/25 pay period for wage employees, ISP is creating a one-time generic timesheet that does not include specific employee information. These can be printed, distributed, completed and signed by the employee and the employee's supervisor, and returned to the Timekeeper by the go-live date of 6/26. The Timekeeper will then have three days to key in the time by 5:00 p.m. Friday, 6/28. It is very important that the Timekeepers have a VPN account and have tested the ability to reach the Production logon screen before 6/26 so they are ready to start keying at go-live.
A detailed schedule will be available to Timekeepers prior to go-live so they can anticipate their deadlines and plan accordingly.
Employees in Property Accounting will be the primary users of this application. Their current contacts in the departments will make up the bulk of departmental Fixed Assets Viewers, who will be able to view information entered by the central office.
Property Accounting staff will continue to wander the University with their scanners, noting the number and location of all our computers and desks. ISP is creating a special interface to allow scanned data to go into the Oracle Fixed Assets application. Departmental users will be able to view all of their equipment information on line.
While Oracle Fixed Assets won't involve many users, like Order Entry/Inventory (used only by ChemStores users), it will be an integral part of our integrated system.