Mosaic Project Human Resources Team Open House · •PeopleSoft - Human Resources •Fit-gap workshops update •Next steps HR Open House - Feb 21, 2013 2. The Mosaic Project An Overview

Mosaic Project Human Resources Team Open House

February 21, 2013

Agenda

• Introductions

• Mosaic Project overview

• PeopleSoft - Human Resources

• Fit-gap workshops update

• Next steps

HR Open House - Feb 21, 2013 2

The Mosaic Project

An Overview of:


What is Mosaic

Mosaic has two intertwined, yet distinct objectives:

1. Improve the way the university operates (modernize business processes).

2. Replace the computer systems that are used to operate much of the university with an enterprise resource planning (ERP) system.


Mission

Implement an integrated enterprise solution to provide core systems functionality that reduces risks, improves efficiency and effectiveness, implements effective internal controls, enables better management of the University and improves the stakeholder experience.


Goals

• Implement an integrated solution for: – student administration

– finance administration

– research administration

– human resources

• Implement comprehensive reporting capabilities (business intelligence).

• Integrate and consolidate data.

• Implement flexible workflow capabilities.

• Implement a solution that meets audit requirements.

• Move onto a current technology architecture.


Principles

• Do not custom develop a solution.

• Minimal customizations will be made to the solution implemented.

• Processes will be modified to become simpler and more consistent across the University.

• Project risk must be minimized and managed.

• Strong scope and expectations management.

• University stakeholders will actively participate in all phases of the solution implementation.

• Organizational Change Management will be proactively implemented throughout the life of the project.


People Principles

• We will communicate information about the Mosaic project to increase your understanding of it.

• We will invite and consider your input and tell you what we’ve done with it.

• We will provide learning opportunities for you to build the skills and knowledge necessary to prepare for, implement and sustain this change.

• We will recognize your efforts and accomplishments.

8 HR Open House - Feb 21, 2013

People Principles (cont.)

• We will foster increased collaboration and understanding of how our work impacts others.

• We will help leaders of the organization to embrace, lead and enable change.

• We will encourage greater innovation and flexibility in order to create value-added services


Project Governance Structure


Executive Team Name Title

David Wilkinson Provost and Vice President, Academic

John Kelton Dean and Vice President, Faculty of Health Sciences

Mo Elbestawi Vice President, Research and International Affairs

Roger Couldrey Vice President, Administration

Fred Hall Chair, Mosaic Steering Committee

John Kearney CIO, University Technology Services


Steering Committee Name Title

Fred Hall Chair, Mosaic Steering Committee

Linda Elliott Program Director, Mosaic

Deidre Henne Assistant Vice President (Administration) & CFO

John Kearney CIO, University Technology Services

Debbie Martin Assistant Vice President/Chief Administrative Officer (CAO),

Faculty of Health Sciences

Barb McKenna Director, Research Finance

Wanda McKenna Director, Human Resources

Melissa Pool University Registrar

Peter M. Smith Associate Vice President (Academic) and Acting Associate Vice

President, Institutional Research and Analysis


HR Functional Advisory Committee


Committee Members

Wanda McKenna (Chair) Elizabeth Zelek Melanie Garaffa

Linda Jacobson Geoff Tierney Michele Leroux

Dave Hall Jeff Chuchman Nancy Vukelich

Brooke Gordon Jessica Weyman Peter Smith

Carrie Allen Jill Axisa Raquel Gavey

Cathie Berry Joanne Speziale Rose Mason

Chris Sylvester Karen Arnott Stefanie Ellul

Connie Thibideau Kerri Hastings Susan Mitchell

Dawn Boardman Lorrie Reurink Tammy Troy-Hempey

Dina LoPresti Lynn Holland Tracey Butler

Dylan Bailey Mara Giannotti

HR Project Team

McMaster Member Role Deloitte Member Role

Linda Jacobson HR Lead Laura Davis – Taylor HR Lead

Dave Hall Assistant HR Lead Samantha Jablonska Business Analyst

Amanda McKay Benefits Anu Oberoi Benefits and HR

Ita Mariasin Benefits & HR Onah Osemeke Business Analyst

Amy Pudjunas Human Resources TBD Human Resources

Nishaan Parbhoo Time & Labour Praveen Abraham Time & Labour

Cathie Berry Time & Labour

Sarah Hill Payroll Masha Gorman Payroll

Wendy Xu Payroll


Activities To-Date

• Summer 2011 – defined functional requirements

• Fall 2011/Winter 2012 – RFP issued and providers evaluated

• Spring 2012 – Selected PeopleSoft

• Summer 2012 – RFP issued and Deloitte selected as Systems Integrator Consultant

• Fall 2012 – Project Kick-off

• Fall 2012/Winter 2013 – Phase 1 – Fit/Gap Assessment


McMaster Community Involvement To-Date

• More than 100 participate on Functional Advisory Committees

• More than 250 participated in process to identify functional requirements and select PeopleSoft

• More than 170 Fit-Gap workshops for Subject Matter Experts

• For HR – 45 Fit-Gap sessions with a total of 671 attending


PeopleSoft – Human Resources

An Introduction To:


PeopleSoft Human Resources 9.1

RBC CIBC Melon Desjardins

AIM Binatek

Equitable Life

Services Canada

McMaster Unions

ATS CRA

T4/T4A

Blue Cross

PeopleSoft CS

PeopleSoft FS

Mass Hire (Grad)

CIBC CMO

Stats Can

Sunlife

CHUBB

Bio / Demo, Deductions/Contributions

Deductions/ContributionsFaculty Bio / Demo

Deductions/Contributions

Student Bio / Demo

Individual Tax Slip


Direct Deposit Payments

Employment Details


Deductions/ContributionsDeductions/Contributions


Record of Employment

Employee Bio / Demo

Cheque Data

Student Bio / Demo & Configuration

Payroll Accounting, Salary Commitment & Configuration

Tax Information

HRSmart (MacTrack) Bio / Demo

faculty fileGL accounts

Benefit AccountsJob positions

University Person

Employee Bio / Demo

Draft “To-Be” – Application Inventory Map


Core HR

• Personal Data

– Name, Address, Phone Number, Email Address, Birthday

• Job

– Department, Job Code, Location, Job Title, FT\PT

• Salary

– Salary Plan, Grade, Step, Rates

• Union and Bargaining Unit

• Employment

– Service Date, Seniority Date, Start Date


Core HR


Core HR


Benefits

• Medical

• Dental

• Life

• Vacation

• Pension

• Group RRSP

• Dependents and Beneficiaries


Benefits


Payroll

• Earnings

• Deductions

• Taxes

• Direct Deposit

• Contract Pay

• Payroll Processing

• Payroll and Tax Reporting


Payroll


Time and Labour

• Report Time

• Schedules

• Approve Time

• Compensatory Time Off

• Manage Reported Time

• Manage Exceptions

• Payable Time

• Rules for Processing Time

• Distribute Labor Costs HR Open House - Feb 21, 2013 26

Time and Labour


Recruitment

• Apply for Job Openings

• Manage Job Openings

• Manage Applicant Information

• Manage Job Postings

• Search for Job Openings

• Route Applicants

• Manage Applicant Interviews

• Manage Offers

• Prepare Applicants for Hire HR Open House - Feb 21, 2013 28

Recruitment


Manager Self Service

• Direct Reports

• Employee Leave Summary

• Upcoming Training

• Open Positions

• Time Management Alerts

• Direct Reports Phones

• My Applicants


Manager Self Service


Employee Self Service

• View Paycheque

• View Address and Phone Number

• View Benefits

• View Deductions

• Job History






Fit-Gap Workshops

An update on:


Fit or Gap Determination Process

36

• Reviewed business requirements confirmed during workshops

• Assessed PeopleSoft functionality - fit or gap

• If gap, determine the type of customization:

– Report

– Interface

– Conversion

– Enhancement

– Workflow

– Process Change

HR Open House - Feb 21, 2013

HR Fit/Gap Stats


Functionality TOTAL* %FIT FIT GAP

HR 82 87.80% 72 10

Payroll 58 75.86% 44 14

eComp 17 76.47% 13 4

Career & Succession Planning 25 96.00% 24 1

ePerformance 50 94.00% 47 3

Recruitment 96 69.79% 67 29

Time & Labour 114 77.19% 88 26

Salary Admin 113 53.10% 60 53

Health & Safety 10 60.00% 6 4

Training Admin 17 88.24% 15 2

Ben Admin 54 38.89% 21 33

Faculty Tracking 29 48.28% 14 15

Profile Management 17 100.00% 17 0

Contract Admin 5 100.00% 5 0

TOTALS 687 71.76% 493 194

HR Gap Stats

38

Note: Reports* have been moved to a separate, Master Report FG Inventory


GAPS TOTAL Reports* Interfaces Conversion Enhancements Workflow Process Change

HR 10 0 4 0 2 3 1

Payroll 14 0 4 0 9 0 1

eComp 4 0 0 0 1 3 0

Career & Succession Planning 1 0 0 0 1 0 0

ePerformance 3 0 0 0 1 1 1

Recruitment 29 0 2 0 7 11 9

Time & Labour 26 0 3 0 20 0 3

Salary Admin 51 0 0 0 46 2 3

Health & Safety 5 0 1 0 3 0 1

Training Admin 3 0 3 0 0 0 0

Ben Admin 33 0 9 0 16 0 8

Faculty Tracking 15 0 1 0 10 0 4

Profile Management 0 0 0 0 0 0 0

Contract Admin 0 0 0 0 0 0 0

TOTALS 194 0 27 0 116 20 31

Some Examples of Gaps Identified

39

• Leave accrual (vacation, sick banks, personal days) – Enhancement

• Salary planning (modeling merit increases) – Enhancement

• Salary and benefit cost distribution across multiple GL accounts – Enhancement

• Time and Labour – integration from time capture devices – Enhancement

• Recruitment approvals and posting processes – Workflow


Cross Functional Issues

• Issues which span HR, student, finance or research

• Identified during fit gap sessions

• Process steps:

– Research the issue

– Meet with other functional areas to brainstorm and solution

– Engage key subject matter experts

– Assign functional ownership

• Examples:

– Person ID

– Tuition assistance and bursary

– School of Graduate Studies


Next Steps

Information about:


Draft – HR Project Timeline


What’s Next

• Design

• Configuration

• Conversion

• Testing

• Training

• Live


Break Out

• Stations:

– Human Resources & Benefits

– Payroll

– Time & Labour

– Other - Recruitment – Succession Planning – Performance

• Evaluation and Feedback forms

– Please provide your contact details

– Don’t forget to enter the draw!!!


Wrap-Up

• Questions or comments?

• More information:

– Website: http://www.mcmaster.ca/mosaic/

– Email: [email protected]


http://www.mcmaster.ca/mosaic/



mailto:[email protected]

Documents

Mosaic Project Human Resources Team Open House · •PeopleSoft - Human Resources •Fit-gap workshops update •Next steps HR Open House - Feb 21, 2013 2. The Mosaic Project An Overview