Agenda What is EA One? How will Online Recruitment impact schools? - - PowerPoint PPT Presentation

Agenda

What is EA One? How will the new HR and Payroll system impact schools? Tea Break - Interactive Comments & Networking How will Online Recruitment impact schools? Next Steps & Feedback

What is EA One?

Who is impacted by EA One?

• Approx. 21,000 Teachers
• Approx. 39,000 Non-Teaching staff
• Approx. 3,000 recruitment drives, receiving and

reviewing 26,000 applications annually, taking on average 22 weeks to fill a position.

…runs Together we pay…

…across 1,100+ organisations across the Northern Ireland (NI) Education Sector

What do we have today?

Recruitment HR Service

Finance & Procurement

6 Databases 12 payrolls

EA

Payroll

DE

What problems have you told us about?

It takes too long for me to fill positions I have no way to see information about my team Processes are paper based which creates delays and risks for information sharing We spend too much time looking for the right forms for the right category of staff HR and Payroll is really complicated We need appropriate training for new systems Reporting is disparate

What are we doing about this?

Recruitment HR Service Payroll

Finance & Procurement

What will be new about EA One?

• Digital and online way to view and amend personal details and

view staff members’ HR information

• Replaces paper-based and offline processes for updating or

receiving information from EA HR Services/Payroll or DE Waterside House

• New payroll system, integrating payrolls from historic ELBs
• Replaces ResourceLink for EA roles and spreadsheet-based

system for Teaching staff

• Digital and online system to initiate, track and complete

recruitment process

• Replaces paper-based processes and offline systems for

recruiting EA roles

When is this happening?

Final Phase:

2021 9 January 2020

Regional Phases

starting

2020

Schools will receive a minimum of two to three months’ notice of when their staff will be moved to the new HR/Payroll system.

How are we preparing for EA One?

User Assurance Testing

 EA One User Group  Online Recruitment Steering Group  Transformation Team Principals  Schools Engagement Sessions

Engagement at all Stages

How have schools been involved?

Hearing from the EA One User Group

What will be the benefit of EA One?

What is Online Recruitment?

• Schools complete eRequisitions using job role templates, with

full visibility of recruitment process and applications received

• Candidates build a candidate profile to apply for multiple roles online
• Automated notifications and correspondence can be created using templates
• Information will integrate with HR system, meaning

personal details transfer seamlessly upon appointment

Lessons Learned from Phased Implementation

• Over 400 EA line managers have now attended face-to-face training
• Key lessons learned:
• Increase the variety of job description templates available
• Increase the period where we pause accepting new job

requisitions (six weeks over holiday period – 28 Nov to 8 Jan)

May 2019

9 January 2020

Phased Implementation

Average time from eRequisition to Offer in EA HQ before and after Online Recruitment

22

TO

How does this benefit schools?

Principal - Jane Teacher Ben Secretary Anne ICT Technician Alan

Requisition – Today vs. Online Recruitment

Jane emails requisition form to Recruitment Recruitment advertises on fortnightly schedule Jane waits for applications to be posted to school by Recruitment Board of Governors review applications Anne scans copies of each application for Board of Governors Jane completes requisition online Post advertised as requisition received Jane can open applications on screen or print directly from EA One My school needs a new ICT Technician!

Requisition – Today vs. Online Recruitment

My vacancy is advertised sooner because I’m not constrained by a two week window for advertising. I can track the volume

• f applications coming

in and plan accordingly. I don’t have to stand at a copier for ages making copies

• f the paper

applications.

Updates candidate status, triggering templates for unsuccessful/invite to interview letters After interview, uploads Summary Score Sheet Updates candidate status, issuing correspondence Drafts and sends unsuccessful letters Schedules interviews and drafts/sends invitations After interview, posts documentation to Recruitment Successful candidate completes pre- employment checks Awaits outcome of

• ffer made by

Recruitment to successful candidate

Shortlisting & Interview

The Board of Governors have selected 5 candidates for interview!

I’m spending less time drafting and posting correspondence as the system provides all templates. I don’t have to post interview documents to Recruitment. I have visibility

• f where each

candidate is in the process.

Shortlisting & Interview

Creates candidate profile with standard application questions Gets notified that vacancies arise and completes unique answers for each role Receives automated confirmations and emailed correspondence Receives outcome

Candidate’s View

Download and complete application form Email or post application to Recruitment Request confirmation of receipt Await letters regarding

• utcome

Repeats full process for all applications I am applying for multiple ICT roles in schools!

Candidate’s View

I’m saving time because I don’t have to re-enter the same information for every application. I can see what stage

• f the process my

application is in. I’ll be in post sooner because the online process means each stage is faster. I will never miss a job

• pportunity thanks to

the notifications

What training will I get?

We are developing a blended learning training approach which will:

• Support and enable you to truly

embed the new system and processes into your ways of working

• Support you to be ready to use

EA One as part of your role

Training will be delivered and made accessible ‘just in time’ or ‘just when you need it’ Training will be specific and relevant to you based on your role & responsibilities Training will use the most efficient and effective methods and channels for delivery Training will be developed with sustainability, creating materials you can implement for future employees Training will be as interactive as possible enabling you to provide feedback to enhance your learning

What training will I get?

Face-to-face Training

Full day training session Maximum of 20 people per session Variety of training dates available Regional training locations Two nominees per school with responsibilities as Hiring Manager and Hiring Manager’s Assistant

User Guides Demo Videos

 Grab a tea/coffee  Grab a post it and let us know your thoughts  Speak with our EA Directorate and EA One Project representatives

What will be the benefits of EA One?

Complete HR/Payroll tasks such as:

• Update personal information
• Update bank details
• View employment history (own and team’s)
• Request and Approve Annual Leave (non-teaching staff)
• Complete and Approve Medical Self-Certification

What is Self Service?

How does this benefit schools?

Principal - Jane Teacher Ben Secretary Anne ICT Technician Alan

Updating Personal Details – Today vs. Self-Service

I have moved home so I have changed banks and address. Ben receives a change

• f details form with

his payslip Completes the paper form Posts form to DE Ben’s details are updated and his pay goes into his new bank! Ben updates his details on EA One Self-Service, which automatically checks validity of sort code and address DE reviews sort code and post code DE contacts Ben to correct any errors

Updating Personal Details – Today vs. Self-Service

Post might have caused a delay where I miss the payroll deadline, but now I know my pay will go into the right bank this month. I know DE have the correct details because the system automatically validated my sort code.

Medical Self-Certification – Today vs. Self-Service

I cannot work for two days due to an injury! Anne advises her line manager, Jane,

• f her injury

Jane provides Anne with a self- certification form upon return Anne completes the form Anne receives the correct sick pay Completes self- certification on EA One Self-Service Anne or Jane posts the form to Payroll Jane signs form Advises Jane

• f her absence

Jane approves on EA One Manager Self-Service

Medical Self-Certification – Today vs. Self-Service

The system sent everything to Jane so I don’t have to find her to get her signature.

I know Payroll have my self-certification info today as I don’t have to rely on post getting to them in time.

I didn’t have to search for the right form for non- Teaching staff – it’s all in the system.

What is the new Payroll system?

Digital Timecard & Payroll system, linked with HR Self-Service

• Timecards pre-populated according to employee’s normal

working hours recorded in HR system

• Built in digital approvals for budget holder
• Eliminates regional payrolls, allowing for better EA wide

reporting on absence, sickness, etc.

Timekeeping – Today vs. Digital Timecards

I’m responsible for timesheets at my school.

Teacher Ben ICT Technician Alan

Anne needs to ensure Ben and Alan receive the right pay.

Secretary Anne

Timekeeping – Today vs. Digital Timecards

Anne amends Alan’s hours in ResourceLink Anne prints timesheet before submission Jane signs printed timesheet Alan and Ben receive the correct pay! Anne amends Alan’s and Ben’s pre-populated timecards Anne submits on the payroll system and files the printed timesheet Jane approves and submits timecards

• n EA One

Anne completes spreadsheet with Ben’s absence details Jane emails spreadsheet to DE

Timekeeping – Today vs. Digital Timecards

Now I have

• ne process for

all staff! I don’t have to manage files of paper timesheets! It’s easier for me to monitor staff time and oversee my budget.

What training will I get?

User Guides Demo Videos

How to Update Bank Details How to Request Annual Leave How to Update Personal Details Intro to Self-Service Navigation

What training will I get?

Face-to-face Training

Half day training session Maximum of 15 people per session Variety of training dates available in 4 weeks leading to implementation Training locations will reflect the locations of the implementations Two nominees per school with responsibilities as Timecard Inputter and Submitter

User Guides Demo Videos

Overview of the End-to-End process Hands on experience in the system Supporting colleagues with Self-Service Introduction to Online Timecards Introduction to EA One Navigation

What training will I get?

Understand

Instructor will provide you with knowledge and theory of each process.

See

Instructor will provide system demos relating to each process.

Do

You will complete multiple system activities based on real life scenarios to consolidate learning, including activities

• n how to fix errors.

1 2 3

How do I learn more?

Reach out to us by email Join the EA One User Group Check for updates on our website

Get Involved!

eaone@eani.org.uk www.eani.org.uk/EAone

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Share your knowledge!