Transition to GC HRMS V.8.9 and Self-Service

1
Transition to GC HRMS V.8.9 and Self-Service

• Presentation to LFCA LMRC
• Presentation 20 September 2007
• DCHRSC(Ont)

2
Implementation Approach Two-Phases

• GC HRMS 8.9 for HR Users
• Members of the HR community, who currently have
  access to civilian data in DND HRMS 7.5, will
  begin using GC HRMS 8.9 on October 31st
• Self-Service
• Staggered deployment of self-service applications
  will start in November 2007 and end in late
  December
• Leave Self-Service for civilian employees and
  military managers of civilian employees
• Personal Information self-service for civilian
  employees
• Requires computer access and a DND network user
  account

3
Implementation Timeline
August
September
October
November
December
October 31st _at_ 0600 EST GC HRMS 8.9 Goes Live
October 26th _at_ 1800 ESTNo access to HRMS v.7.5
4
Implementation Considerations

• Leave Self-Service Pilot Users
• No change to leave functionality
• Will lose access to self-service from October
  24th to October 31st
• Leave Self-Service New Users
• Application will be available to all civilian and
  military managers of civilians who have user
  access to DWAN
• Paper process for leave transactions will remain
  in place for those without DWAN access, and for
  those activities where documentation is required
  (e.g. LWOP)

5
Implementation Considerations

• Personal Information Self-Service Users
• Will become available to all civilian employees
  who have user access to DWAN
• EMAA
• As of October 31st, civilian employees will be
  able to use EMAA only for viewing leave balances
• Updates to leave balance information will be
  delayed by one business day
• EMAA will be available to civilian employees
  until the end of December 2007

6
Self-Service Rollout

• From November through to December, Leave
  Self-Service (LSS) and Personal Information
  applications will be rolled out to the regions
• Until LSS is implemented in their region,
  employees will continue to use the existing
  paper-based leave system.
• Once implemented, all civilians and military
  managers of civilian employees, who have access
  to the DWAN, will be required to use LSS when
  submitting and processing leave with pay
  transactions.
• Employees who do not have desktop access to the
  DWAN will continue to use the existing
  paper-based leave system.
• Until access to LSS is implemented in all
  regions, civilian employees will be able to view
  their leave balances via EMAA. However, updates
  to leave balance information will be delayed by
  one business day.

7
Self-Service Rollout Schedule
Pause, assess, evaluate, then ongoing evaluation
8
Potential Impacts to HR Community

• HR Community
• Increase in short-term workload in Compensation
  for leave and employee tombstone data questions
• Slower processing due to lack of familiarity with
  the system
• Report usage changes
• Integration of User Support Specialists
• Increased integration among HR disciplines and
  with corporate programs

9
Potential Impacts to Self-Service Users

• Self-Service Users
• Managers will receive questions from their staff
  on the use of self-service tools
• Experience a change to HR service delivery
• Devote operational time to training
• Shift to electronic capture of HR information
• Leave Self-Service pilot participants (NCR,
  Esquimalt)
• Wednesday, October 24th at 0600 EST access to the
  LSS application will be lost, temporarily
• Wednesday, October 31st at 0600 EST access to the
  LSS application will be restored

10
Training HR Community

• Strategy
• Implementation training intended for users of
  current HRMS
• Covers the differences between v7.5 and v8.9
• Delivered primarily via instructor-led sessions
  and self-directed learning through the User
  Productivity Kit (UPK), an online learning and
  support tool
• HR specialists
• Includes HR Advisors, HR Officers, Compensation
  Advisors, and Leave Administrators
• Instructor-led sessions currently being provided
  through to the end of October to ensure that are
  fully prepared to use the new system
• Other HR users
• Includes Learning Advisors and Assistants,
  Training Administrators, Organization and
  Establishment Comptrollers, and Official
  Languages
• Alternative training methods to be provided, as
  required (e.g. online learning,
  video-conferencing)

11
Training Self-Service Users

• Delivered primarily via self-directed learning
  through the User Productivity Kit (UPK), an
  online learning and support tool
• Prior to regional implementation of self-service,
  a users guide and additional reference materials
  will be provided
• Where necessary, instructor-led training will be
  provided

12
User Productivity Kit

• Online learning and support tool provides
  step-by-step instructions for completing
  transactions
• Currently available for all system users
  http\\upkprod.desc.mil.ca\upk89\eng
• HR users are strongly urged to complete UPK
  training prior to the implementation of GC HRMS
  8.9 on October 31st
• Self-service users are encouraged to complete UPK
  training prior to self-service implementation in
  their region

13
Key Dates

• Prior to October 31st, certain activities will be
  required to permit the conversion and initial
  synchronization of data between DND HRMS 7.5 and
  GC HRMS 8.9. These measures will have an impact
  on the administration of leave.
• October 24th - 0600 EST
• Leave Self-Service pilot participants (NCR and
  Esquimalt) will temporarily lose access to the
  LSS application
• October 26th - 1800 EST
• HRMS v7.5 will be unavailable to all civilian and
  military users

14
October 31st

• At 0600 hrs GC HRMS 8.9. goes live on the DND
  Intranet
• All functionality that previously existed for
  civilian actions in v.7.5 will be made available
  in 8.9
• New functionality becomes available (e.g.
  grievance tracking)
• All current end-users maintain their HRMS
  passwords and begin using V.8.9
• V.7.5 is available for military data and
  transactions. However, the system will no longer
  be available for performing civilian employee
  transactions
• Leave Self-Service participants regain access to
  the LSS application
• EMAA is available to civilian employees only for
  viewing leave balances

15
Support

• GC HRMS 8.9 Service Desk (Help Desk)
• Single point of contact for all GC HRMS 8.9
  issues and self-service assistance
• Web sitehttp//img.mil.ca/projects/corpor/dihrs/
  svcdesk/svcdesk_e.asp
• Telephone [phone]
• Toll-free 1-888-507-1111
• User Support Specialists (USS)
• Person-to-person support for HR community on the
  use of GC HRMS 8.9 and self-service within the
  regions
• Liaise with the Service Desk to provide advice
  and support on the use of the HRMS, the UPK, and
  appropriate business processes
• Elevate and track system, data and business
  process issues

16
Project Resources

• Civilian Human Resources Business Transformation
  Office (HRBTO) Web site
• http//hr.ottawa-hull.mil.ca/hrciv/cos/hrbto/en/ho
  me_e.asp
• Defence Integrated Human Resources System (DIHRS)
  Web site
• http//img.mil.ca/projects/corpor/dihrs/dihrs_e.as
  p
• User Productivity Kit (UPK) online learning and
  support
• http\\upkprod.desc.mil.ca\upk89\eng

17
FAQs

• Q If my OE clerk changes one section in Base CE
  to another or the HRO establishes a new position
  in 8.9, how will they be reconciled?
• A The organization and establishment will be
  created and managed in 7.5. Departments and
  sections will be created in 7.5. Military
  positions will be managed in 7.5. Only civilian
  positions will be created and managed in 8.9. A
  scheduled process will synchronize the two
  systems. OE information and skeletal military
  position data will be contained but not
  manipulated in 8.9. Using the same batch process,
  civilian positions will be synchronized back into
  7.5.
• Q What PeopleSoft version - 8.9 civilian or 7.5
  military - will be the system of record?
• A There will be no double data entry. There are
  two systems of record where each piece of data
  has its rightful place.
• Q How will the military chain of command control
  their civilian establishments?
• A The same way as before. However, clerks will
  now have two systems to work with.

18
FAQs

• Q How can I differentiate between a DepartmentID
  that represents a Section versus a true
  Department?
• A DND DepartmentIDs have no more than 4
  significant digits (000000100, CFB Halifax or
  0000003078, MARLANT HQ). Sections always have 6
  significant digits (0000115080, MARIME COMMAND
  MUSEUM).
• Q Why does my password appear as asterisks when
  I sign into GC HRMS?
• A Characters that you enter in a
  security-protected field such as Password will
  always appear as asterisks () to hide
  your password from casual onlookers.
• Q What is Self-Service?
• A Self-service allows you to view your personal
  information from the corporate HR system GC HRMS
  8.9. The information is recorded and updated by a
  number of Human Resources areas. Self-Service
  allows you to modify some of your own data. Your
  can request leave, and enter and change your
  personal information such as home address, phone
  number and marital status. Some transactions
  require may require supporting documentation.

19
FAQs

• Q What happens after I submit a leave request in
  Leave Self Service?
• A The transaction is routed to your Manager for
  approval. It appears on your Managers Worklist,
  and your Manager receives an e-mail notification.
  Your Manager will be able to view your leave
  balances prior to approving or denying the
  request.
• Q Can I request leave in the current year for
  the following fiscal year or do I have to wait
  until leave year end has been run?
• A You can submit a request for leave for the
  following fiscal year before leave year-end is
  run however, your balances will not be updated
  until the leave year end process is complete.