Cathy Eberts, Executive Director – Enterprise Applications

Erin Jackson, Chief Human Resources Officer

HR and ITS create a chemical reaction …

Transforming the Delivery of Human Resources Services at the University of Toronto

HR & ITS

Intended Outcomes & Learning Objectives

How to structure a strong IT and business portfolio partnership, which results in tangible benefits for the institution.

Can HR move from an administratively based function to an institutionally recognized strategic partner? How can investments in technology be leveraged to meet this new goal?

The importance of a new integrated HR Technology Plan in facilitating evidence-based decision making, focused career development, improved talent acquisition, and increased visibility into institutional talent pools.

2

About U of T

HR: Quick Facts

10,000+ appointed faculty and staff

8,000 -10,000 casuals/month

328,000+ pay statements/year

48,000+ T4s

90,000+ total student enrolment

3

Added Complexity

4

Deloitte Study (2016)

115,941Vacation requests

processed annually

240,000Timesheets input

annually

10,745Enrolment forms

re-entered annually

40,000+Support inquiries

processed annually

80Different forms

available online

Process inefficiencies created by:

Poorly integrated technology

Excessive manual entry Inconsistent client experiences

Limited employee self-service

Only 8% of HR employees are focused on strategic planning

44% are focused on manual administrative activities

5

Human Capital/HR Trends

Analytics & Cognition Digital Transformation

Employee Experience Social Impact

Talent Mobility

Workplace Culture

6

Evolution of HR

7

HR 2025: Areas of Focus

HR2025

HR Transformation

Talent Management

Engaged & Empowered Workforce

Integrated Health,

Safety & Wellness

Learning & Leadership

Development

Enablers:

▪ Change Management

▪ Communication

▪ Regulatory Compliance/Risk

Management

▪ Diversity & Inclusion

▪ Culture

▪ HR Technology

▪ Flexibility & Workforce Agility

▪ Enhancing & Expanding

Strategic Partnerships

8

Providing high quality HR support through:

Towards a cohesive digital workplace and streamlined HR systems

This program is projected to save $1.5 million annually.

HR Technology Roadmap

• Insightful data reporting

• Efficient service delivery

• Improved team collaboration

• Lower administrative costs

9

IT was keeping the lights on…

4%

39%

57%

Number of Projects

Innovation

High Impact

System of Record

50+ projects identified

(excluding websites,

doc. mgt etc.)

2017 Analysis

10

Complicated System Landscape

SAP - HRIS

1998

Student System

Homegrown

1998 SAP

Research

Administration

1996

UofT - Administrative Management SystemsComplicated System Landscape

SAP

Finance System

1995

Taleo

Recruitment

F&H

Employee

Recognition

Halogen

Performance

& Goals

Kronos

Time Mgt

Cority

Safety

Incidents

11

Challenges – User ExperienceChallenges – User Experience

12

Reboot

13

HR Technology Roadmap

Evolving to create a modern, intuitive and engaging employee experience

global

integrated

mobile

user friendly

empower

accessible

dashboard

reportsdynamic

metrics

alerts

quick

timely

easy

online tools

align

efficient

Improved decision making

Seamless collaboration

Drive process improvement

Enable performance support

Modernize employee and

administrator experience

14

INNOVATION

IMPACTFUL

CORE

• Shared Service Desk software

• Unify the user experience

• HR Business Intelligence

Centre of Excellence

• Modernize staff LME (SuccessFactors)

• Workshops on emerging technologies

• Incentive program for Quality HR

✓ Shared Services

✓ Engaging user experience

✓ Skilled Staff

✓ Insightful analytics

✓ Digital workplace

• Self Service:

- staff leave requests

- faculty research leave requests

- benefits enrolment

• Academic information/processes

• Shared sites for document mgt.

• Electronic timesheets for hourly paid

• Incident and WSIB management

• Recognition programs

• Job standardization software

• Rehire eligibility

• Re-deployment pool

• Off-boarding - email

• Contract implementations

• Single Sign-on

• System upgrades

✓ Self Service

✓ Process efficiencies

✓ Paperless office

✓ Compliance with policy

✓ Operational efficiencies

✓ System upgrades

• 3rd gender implementation

• Payroll Help Desk Inquiry

• Divisional payroll reports

• On-boarding fast entry

• Automated step increases

• Web modernization

Tactics … Create a project risk matrix

Gove

rnan

ce/S

trat

egy

Cal

ibra

te r

eso

urc

es

and p

riori

tise

Foundation: resource skills, agility, system stability, testing tools, etc.

15

Kronos Workforce Mgt.

• Service desk software

• Document management

• Collaboration tools

• Business Intelligence

Modernize the HR Enterprise Systems

Target improvements within both

the enterprise systems and desktop

technology domains, allowing for

more seamless collaboration

between teams and new

workplace efficiencies

Launch a Digital Workplace

SAP SuccessFactorsHR Core System

Process Efficiencies

Tactics … Use a holistic approach

16

ITS - Enterprise

Applications

Human Resources

& Equity

Sharepoint

Service Desk

Business

Intelligence

Tactics … Co-locate teams & partnerships

17

University of Toronto HR Technology Plan

Future - Enterprise SAP Systems

University of Toronto HR Technology Plan

ServiceNow (the employee gateway)

KNOWLEDGE

BASEFORMS

HR SUPPORT INQUIRIES

EMPLOYEE SELF SERVICE

LEARNING RECRUITMENT

MANAGER SELF

SERVICE

PERFORMANCE GOALS

ServiceNow

Employees

Access the

HRE Website

LEVERAGE NEW TEAM COLLABORATION TOOLS:

Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)

SAP SuccessFactors

• Initial point of contact

• Advertisement

• Promotion

Building a new Employee Experience …..

19

40,000+ service

requests annually

(and rising)

Provides insights to

optimize our services

Streamlines the

employee experience

ServiceNow (HR)

20

Scope:

- Payroll

- Pensions

- Benefits

Main Features:

- Knowledge base

- On-line forms

- In-box centralization

Phase 1:

Q3/4 2019

21

ServiceNow (the employee gateway)

KNOWLEDGE

BASEFORMS

HR SUPPORT INQUIRIES

EMPLOYEE SELF SERVICE

LEARNING RECRUITMENT

MANAGER SELF

SERVICE

PERFORMANCE GOALS

ServiceNow

Employees

Access the

HRE Website

LEVERAGE NEW TEAM COLLABORATION TOOLS:

Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)

SAP SuccessFactors

• Initial point of contact

• Advertisement

• Promotion

Building a new Employee Experience …..

22

Technology solutions and SAP upgrade path

HANA Database

HR Transformation

S/4 HANA Upgrade

Upgrade all systems at the U of T, including HRIS Core and the Research System to the new HANA database

to allow for

✓ improved system performance e.g. faster reporting

✓ access to the new web interface design tools to allow for better user experience

Upgrade the U of T Finance System to SAP S/4 Finance

✓ Upgrade entire Finance System to HANA database

Expand and/or replace all Talent Management products at the University of Toronto including:

✓ Staff Learning Management Module (new)

✓ Performance and Goals (replaces current vendor)

✓ Recruitment (replaces current vendor)

✓ On-boarding (new)

✓ Succession Planning (new)

✓ Employee Central (replaces components of HRIS – employee profile and org structure)

23

What is SuccessFactors?

SuccessFactors is an HRIS integrated HR and Talent Management Suite of products

24

Recruitment On-boarding

Performance

& Goals

Learning

Management

Human Resources System

New Core Finance

System(S4)Research Information

SystemSuccession

Planning

Employee Profile & Employee Centralupgraded user experience

upgraded infrastructure (Azure & 24/7 support)

Reduced complexity/

improved performance

Employee Profile & Employee Central

UofT - Administrative Management SystemsNew System Landscape

2022

2021

2020

2019

2019

Projected Timelines

Employee Platform

Learning Management

Performance & Goals

Recruitment

Employee Central

Succession Planning

25

SuccessFactors

UofT News

26

Beyond BasicLearning

25% of the University's Senior Management have either passed or will pass their normal retirement date within 5 years.

Between 2015 and 2017 Millennials went from being the least represented generation, to the most represented in the University’s Faculty of Kinesiology & Physical Education.

A 2018 survey of the University’s Chief Administrative Officers identified Talent Acquisition, Learning & Development, & Talent Management as their top three priorities.

27

28

29

30

31

32

33

ServiceNow (the employee gateway)

KNOWLEDGE

BASEFORMS

HR SUPPORT INQUIRIES

EMPLOYEE SELF SERVICE

LEARNING RECRUITMENT

MANAGER SELF

SERVICE

PERFORMANCE GOALS

ServiceNow

Employees

Access the

HRE Website

LEVERAGE NEW TEAM COLLABORATION TOOLS:

Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)

SAP SuccessFactors

• Initial point of contact

• Advertisement

• Promotion

Building a new Employee Experience …..

34

35

36

Column selection drives a

filter to only display staff

in the relevant category in

the table below

37

Password restricts data

to clients of the relevant

Divisional HR Office

Users view data by date,

action type, department,

& employee group.

Dot size reflects

the count of a

relevant action

& colours can be

driven by

department or

employee group.

38

39

Machine Learning

The Problem

Job evaluation at the University of Toronto:

Is time consuming.

Requires the input of several players:

HR Generalists

Hiring Managers

Central Compensation

Difficult for new HR staff to understand and master.

The Solution

A web-based job evaluation tool leveraging Natural Language Processing (NLP) and machine learning techniques.

Generating job evaluation estimates within seconds.

40

Step 1: Prepare draft job description Step 2: Input text into the JET

41

Step 3: Result is output

42

ServiceNow (the employee gateway)

KNOWLEDGE

BASEFORMS

HR SUPPORT INQUIRIES

EMPLOYEE SELF SERVICE

LEARNING RECRUITMENT

MANAGER SELF

SERVICE

PERFORMANCE GOALS

ServiceNow

Employees

Access the

HRE Website

LEVERAGE NEW TEAM COLLABORATION TOOLS:

Document Management (SharePoint), Office 365, Reporting, Business Intelligence (Tableau)

SAP SuccessFactors

• Initial point of contact

• Advertisement

• Promotion

Building a new Employee Experience …..

43

Employees:

View leave reports

Request a leave

- Vacation

- Sick (no approval)

- Personal

- Training

- Bereavement

Managers

- View leave reports/team calendars

- Approve leaves

- Loaded into HRIS automatically

MSS/ESS Self Service Leave Requests

115,941vacation requests

processed annually

44

Academic Appointments at UofT

45

Wrap Up …

Tech Plan Timelines

Lessons Learned

More Information

46

University of Toronto HR Technology Plan

Future - Enterprise SAP Systems

University of Toronto HR Technology Plan

Lessons Learned

Create a case for action

A strong partnership between IT and HR is essential

Link your vision to recognizable tactics

A multiyear plan takes time, be sure to includeshort term wins

Invest in a strong change management & communication team and associated tools

Consider on-going support and sustainment ….

48

More Information …

Cathy Eberts Cathy.eberts@utoronto.ca

Erin Jackson Erin.Jackson@utoronto.ca

http://about.hrandequity.utoronto.ca/technology/

49