HR launches new management system

ver the next several months, the University will be making final preparations for the launch of a new Human Resources Management System (HRMS), the core system managing information about the University's thousands of employees. The new system will be based on the most up-to-date version of PeopleSoft human resource management software.

The move to a new system is long overdue, HRMS manager Tim Eldred notes, largely because the existing system can no longer be kept current nor is it supported by the software manufacturer. The new system is being implemented following considerable discussion across all divisions.

The implementation is being overseen by a steering committee that includes Ronald Paprocki, University senior vice president for administration and finance and CFO; Peter Robinson, vice president and chief operating officer, Medical Center and Strong Health; Michael Goonan, vice president and chief financial officer, Medical Center and Strong Health; Doug Wylie, University controller; Mely Tynan, vice provost and chief information officer, and Joanna Olmsted, College dean of faculty development.

In conjunction with this implementation, business process review committees have been reviewing policies and procedures that determine the University's requirements for payroll, staff management, vacation accrual, benefits and, therefore, for all of the information and actions that the new system must accommodate. This comprehensive review is expected to lead to a reduction and simplification in forms, among other outcomes.

Committee team leaders include Tim Eldred; Doug Wylie; Doris Ludek, methods and procedures analyst, Human Resources; Kelly Bruno, software specialist, Human Resources; Holly Crawford, University budget director; Marcia Furey, manager of education/organizational development, Human Resources; Bernie Jurczak, senior software specialist, Human Resources; Denise Valone, senior software specialist, Human Resources; Lorraine Ballesty, analyst/programmer, ITS/ ACS; and Chris Colaluca, senior information analyst, Human Resouces. (For a complete list of committee members, visit www.rochester.edu/hrms and click on "Business Process Review (BPR) Committees.")

In a recent interview, Eldred offered more details on the transition to HRMS and the expected benefits for the University community.

Basically, what will be new about this system?

It is not an adaptation of the old, existing system. It's an entirely new, Web-based system that individual employees and administrators can gain access to and work with from any desktop with access to the Internet (at work, home, library, etc.). HRMS will be able to track payroll information in a more sophisticated way, which is especially important in maintaining correct information about faculty and staff whose funding comes from different grant or departmental sources. Further, the system will ensure that the University meets government regulatory reporting requirements.

Will this be the new system for all parts of the University as well as Strong Health affiliates?

Initially this will not be used for Highland Hospital, Visiting Nurse Service, or other Strong Health affiliates.

How will it affect individual staff and faculty?

Unless they are using the Kronos time-keeping system, all employees, both exempt and non-exempt, will now use their own computers to enter information about working hours versus "exception time"--for instance, sick days or, for staff, vacation--for approval by the authorized departmental administrator. Employees also will be able to view their personal benefits and payroll information in the HR system. Ultimately they will have the capability to make corrections or changes to such information as addresses, marital status, dependents, direct deposit options, and benefits choices. Training will be offered to all employees; details will be announced later.

Will individuals need new software for their computers in order to have access to their own personal information or, for administrators, to execute personnel actions?

No software will be needed on one's own machine other than a Web browser. It should be noted that a system of passwords and authentication technology will be used to ensure the confidentiality of the data.

What if I don't have access to a computer?

Kiosks will be installed at various locations to accommodate those who do not have access to a computer.

How will HRMS change procedures for departmental administrators?

The new system will give authorized departmental administrators new capability to make entries directly and to receive reports without having to rely on other departments.

While the new HRMS will change the way administrators handle payroll and HR procedures, it is not expected to shift additional duties to them; the business process review should lead to easier and more efficient procedures.

How will it affect job applicants?

Internal and external job candidates will be able to apply electronically for positions, and, if hired, will not have to resubmit the same vital statistics as in their applications because such data will already be in the system.

What's the time frame for implementation?

The plan is to have the system turned on as of July 2004. Not all features will be implemented as of that date; some functions will be implemented later in stages. Policy changes will be announced before July 1.

Whom can I contact if I have specific questions about this project?

If you can't find your answer on the HRMS Web page at www.rochester.edu/hrms, send an email to hr.project@rochester.edu.

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