FY 2006 Development - Completed

Items listed below are the HRIS development that has completed in FY2006, or being worked on for completion in FY2007. Included under each item is a description of the task and the impact it will have on services.

Development	Description	Impact
Cobra/Benefit Billing	Assist the HR benefit Staff billing employee on leave, retirement and eligible for Cobra participation.	§ Eliminated 2 Access databases and brought all data into HRIS. § Compliance with federal law § Notification to terminated employees more timely § Accuracy in billing
NET ID Automation	Provide automated system to issue NETID and email addresses to new hires when they are entered into HRIS.	§ New staff and faculty can get email and NETIDs 30 days before hire date § No manual intervention by department requesting NETIDs early § No traveling around campus to active email and NETIDs
Interface to Parking System	HRIS provides more information on the staff and faculty to expedite the issuing of parking permits	§ The Parking office has more information on employees’ status, part time, on leave, terminated. § Established reconciliation process with HRIS
Removal of Social Security Numbers in Interfaces	Removed SSN from all interfaces to almost all of the Enterprise or University Wide System.	§ Less potential to exposing SSN at the University § SSN Policy assists with standards through the enterprise and Local Management Information Systems § Compliance with the State of Illinois – compliance
eRecruit Implementation	Live in summer of 2005, puts on line the application for job, circulation of resumes, and all recordkeeping for recruiting and employment.	§ Allows hiring managers to see applicant information, resumes and cover letters on their desktops. § Allows applicants to apply online, view all open jobs in the University, and upload their resume and cover letter into the system. § No Paper – resumes, requisitions, job descriptions § Electronic Approvals of Requisitions
ETES Rollout Completed	In fall of 2005, completed the rollout of ETES – The Electronic Time Entry System. All biweekly staff and temporaries are now using ETES.	§ All Biweekly regular and temps are on ETES § No Paper timesheets § Elimination of 1 position in Timekeeping § Employees can do time reporting on line, see leave accruals § Electronic Approval Process
SNUPUR Interface	Extract data from HRIS for the Research Staff and Faculty.	§ Running interfaces on a daily basis to capture changes.
Maximus System Interface	We have now completed building interfaces to Maximus for their implementation which is scheduled for the 2^nd quarter of the FY2006. HRIS will continue to support the current Effort System in HRIS until such time that all effort reporting has been certified.
Upgrade to VISTA – Report Repository	All HRIS reports for users are currently stored in this product. We upgrade the product to a web based product and users now can access the reports from the web.	§ Now a Web product § No installations of software
Employment Panel – Self	Departments have requested that a panel to include all information on a faculty or staff member, instead of having to navigate to other parts of HRIS to view data, including salary, job, visa, tenure, funding, and service and vacation information on this panel.	§ Department Managers can see all jobs and funding of an employee on one panel
Interface to Parking for Evanston Taxes	Create a file for Parking to identify who has paid parking deductions on a monthly basis so the University can pay monthly versus pre pay annually.	§ Savings to the university from a pre pay annual basis to a current monthly payment

FY/2007 Development Completed

Items listed below are HRIS development that have been completed in FY2006/2007. Included under each item is a description of the task and the impact it will have on services.

Development	Description	Impact
Upgrade to Release 8.9	The new release provides enhanced tools to allow us to move to a more Service Oriented Architecture (SOA), doing real time updates to other systems and eliminating the overnight interfaces. Oracle has also make significant changes to the eRecruit Module.	§ Enhanced eRecruit Module § Add individuals without having job – People of Interest § Continued Maintenance on System § Tools upgrade for enhanced service between systems § self service features, § Service Oriented Architecture § enhancements to Workflow
Benefit Administration/eBenefits Open Enrollment	By Benefit Open Enrollment in the fall of 2006 we should have Benefit Administration and eBenefits implemented. Benefit Administration will allow employees to be notified when change of job or life events impact their benefits. It will allow new hire employee to enroll online for their benefits and also Open Enrollment in the fall will be done online instead of using paper.	§ Benefit Enrollment and Open Enrollment will be online § No Paper § Can link benefits enrollment to vendor sites and handbook information § Less data entry in Benefits, automation based on job changes § More accurate data § Automatic notifications to Benefit Administrator
*Conversion for NMFF for benefit Deductions	We are collaborating with the Northwestern Medical Faculty Foundation to streamline their processing of reconciling the NMFF common paymaster payroll produced by NU.	§ Move all deductions to benefits § Combine limits for 403B § Allow self service for the NMFF clinical faculty for eBenefits § NMFF on the same platform and same benefit design for clinical faculty § Eliminate dual processing in NMFF

Development	Description	Impact
Employment Panel – Self Service	Allows each employee to see all of their appointments, funding, tenure, visa information, and vacation accruals on line in lieu of calling department representative or the Payroll Office.	§ Faculty and staff can see their current information on themselves without going to a department administrator § Less phone calls to Payroll and department managers for faculty and staff on questions of whether promotions, etc. have been processed.
*Interface to Parking for Evanston Taxes	Create a file for Parking to identify who has paid parking deductions on a monthly basis so the University can pay monthly versus pre pay annually.	§ Savings to the university from a pre pay annual basis to a current monthly payment
*Emergency Contact – Self Service	HRIS Self Service has now added a feature to track emergency contacts.	§ With the Disaster Plans being implement it is important that we collect emergency contacts for employee § No paper to keep
*Salary Planning Enhancements – Merit Increases	Enhance HRIS to accommodate salary adjustments for the Medical School, adding Market adjustment fields for staff, tenure information for faculty, and eliminating spreadsheets from the process.	§ No spreadsheet § No double data entry § Break out Market Adjustments from merit § More information on faculty § Eliminate 1400 manual transactions done by Payroll and medical school
*Direct Charging for 9 month appointments	With the implementation of all funds budgeting, we will charge salaries directly to the grant account	§ Eliminate 98% of forms and dual processing of paper § Money directly charged to Grant § Elimination of released funds – being handled by Jim Elsass
Academic Role and Academic Job	Add two fields in HRIS that will assist in tracking what is the primary role for the individuals and what is the primary job.	§ Better Tracking for Provost Office § Better Query information for faculty information

Development for FY2007 Work in Progress

The following items are being worked on in FY2007 and should be completed in the FY2007 or in first quarter of FY2008.

Development	Description	Impact
Implementation – Benefit Administration/eBenefits	Allow employees to be notified when change of job or life events impact their benefits. It will allow new hire employee to enroll online for their benefits and also Open Enrollment in the fall will be done online instead of using paper.	§ Benefit Enrollment will be online § No Paper § Can link benefits enrollment to vendor sites and handbook information § Less data entry in Benefits, automation based on job changes § More accurate data § Automatic notifications to Benefit Administrator
*Self Service Page for Retirement Elections	Allow employees all year round to change their retirement contribution. Currently we have limited the changes to 2 per year. This will allow for more flexibility	§ Manage your retirement contributions better § No limitation on how many times you change your contributions or vendor percentages
*Create Process to calculate Maximum Retirement amounts for Employees	System will calculate the maximum amount an employee can contributed during the year for Retirement and adjust monthly deductions appropriately	§ No manual monitoring of maximums § Better Customer Service to employees
LDAP Secondary Authentication	Replace PeopleSoft authentication scripts with reliance upon new NUIT Web Access Management system (which uses LDAP).	§ Changing HRIS administrative access authentication to use NetID and password will allow the Identity Management system (SNAP) to automatically suspend or revoke that user's HRIS access rights when the user's status changes (e.g. separation, LOA, LTD, etc.).  § Combining NetID/password with a second authentication factor (hardware key token) will address particular functions where greater security is required.  § HRIS integration into the Web Access Management environment will allow Web single sign-on across HRIS and other Web-based applications.

Development	Description	Impact
*Change Interface to SES for Non Resident – SEVIS reporting	We are changing the interface to SES, to allow Persons of Interests who are Non residents that are coming to the university, get an Employee ID and interface to the SES system to report to the government non resident information on faculty	§ Eliminate Duplicate entry for International Office § Track Non Residents applicants in HRIS
*Reconciliation files for NMFF	HRIS staff have been working with Northwestern Medical Faculty Foundation to eliminate dual entry into their payroll system. We have created files to enhance their process. Eventually they will eliminate their payroll system and use HRIS as the sole source of data for the Clinical Faculty Members	§ Eliminate Dual Data Entry into 2 systems § More accurate data reported to NMFF vendors
Position Management	We currently have Position Management live, but we have never pursued which types of positions to monitor or budget. In FY 2007 we will need to start working on the Business Requirement for HRIS and the interface that will be needed for the new Budget Module.	§ School and Department Managers can see breakage and vacancy money § Budget by position § Reconcile Positions to salary budgets § Elimination of some shadow systems in departments and schools. § Clean up data in HRIS for staff § Next step is faculty. § Use the new Cognos BI tool – which will give the community a more robust tool for information and viewing data in different ways
eRecruit – Enhance Internal Manager Issues	We are working on enhancing some of the features that the hiring managers have asked for in eRecruit. This includes being able to edit Position Descriptions more than once a day, changing some panels so they are more user friendly.	§ Edit Position Descriptions § Changing Pages with additional features § Changing some information to make it much more clear and user friendly

Development	Description	Impact
Training Administration Module	About 6000 training course that are offered yearly through the university and maintained in a system called Aquavite which is not equipped to handle that volume. Which Research Compliance being a very big topic it, it would be good to track all training and sessions in HRIS. The module is already in HRIS, we just have not used its functionality.	§ The Office for Research Integrity has already begun implementing an ongoing “Research Administration Training, Education and Communication Initiative” for faculty and staff. Our current, disintegrated systems (e.g., Aquavite, Microsoft Access database) do not reliably provide all the necessary functions needed. § Project CAFÉ which will require new and ongoing training for hundreds of current and new employees (i.e., approximately 1,500 current users of CUFS). This training will be essential to ensuring the efficient and appropriate use of the new system. § Existing employee-training volume is increasing to levels that are already stressing the current registration system, Aquavite.
Persons of Interest features	With the new release of 8.9, HRIS has a new feature to track members of the community. We are using this feature to track individuals who may not be employees but need a NETID or access to another system using NETID. This would relate to Co-PIs that need access to SNUPER, Interns and Residents, Consultants, and visitors to the University.	§ Track individuals with some type of access to a university system § Understand who is the University community § Get access automatically to these community members § Automate access to NETIDs as well as other system access or tracking.
*PeopleClick – software interface	Create interfaces for Affirmative Action Officer to give her data from HRIS on applicants and staff for reporting from the Affirmative Action System	§ Re