Employee Self-Service

Agenda

• History PeopleSoft at Queen’s• PeopleSoft Upgrade• What is MyHR?• Benefits of Self-Service• Challenges• Questions

History

• 2007 University began project to replace aging administrative information systems.• PeopleSoft selected.• QUASR project began summer 2008. • Target HR launch date fall 2010.• Delays resulted in de-scoping functionality.–Employee Self-Service• Go-Live February 12, 2012

PeopleSoft HR/Payroll Upgrade

• Decision to upgrade all PeopleSoft systems made in 2013.–Queen’s Systems 2 releases behind (9.2

scheduled for 2014 release).–No payroll tax updates after December 2015.• Upgrade schedule.–Finance system upgraded in 2014.–HR and Student upgraded in 2015.• New HR functionality.–Employee self-service.

MyHR – Employee Self-Service

• Employees have the ability to:–Maintain home address.–Maintain emergency contact information.–Maintain salary deposit banking information.• E-mail confirmation sent to University

address.–View purchased benefit enrollments.–View licences and professional certificates.

MyHR – Employee Self-Service

• Privacy Office gave direction that student employees kept their employee identity separate from their student identity. • Over 4,000 student employee/ casual employee

NetID’s and email accounts created.• I.T. Services account claim system modified for

employee use.• 3 emails sent to student employees/ casuals

employees to activate employee NetID and email account.

E-Pay Advice Slips

• All employees automatically enrolled to received e-pay advice slips.• Deadline to opt-out of e-pay advice slips is

December 31, 2015.• No option to opt-out of other self-service

functionality.• E-pay advice slips available the day after pay run.• E-t4 slips available up to 2 weeks before paper slips.• E-t4 slips only available to e-pay subscribers.• CRA requires employee consent to issue electronic

t4.

E-Pay Advice Slips

• E-slips issued to monthly paid employees – 5950• E-slips issued to casual/bi-weekly paid staff - 1720• Who has opted-out of e-pay advice slips?–Academic: 63–Maintenance staff: 149–Staff: 77–Research Staff: 21–Casual: 23 –Student Contract: 14

Benefits of Employee Self-Service

• Data quality improves, employees view and verify information.

• Emergency contacts stored in the main HR system. • No longer a need to submit forms for address or banking

enrolment and changes.• Payroll Services adds 2500 new bank accounts in

September. • Pay advice slips available 2-3 days earlier.• E-tax slips available up to 2 weeks earlier than paper slips.• University save approx. $60,000 a year on printing costs.• Environmental impact of not printing e-slips – save trees.

Challenges

• Over 4000 student employees/ casuals issued employee NetID/ email account.–Many student employees do not see themselves as

employees.• Work study students.• SWEP students.

–Most student employees/casuals ignored emails instructing them to claim employee account.

• Confusion around having 2 NetID’s.• PeopleSoft system stores 1 email address per person

(student), system change required to store employee address.

Questions?