NWU Restructuring Impact on Systems November Restructuring Phase

NWU Restructuring – Impact on Systems November Restructuring Phase 1 Project Team

Agenda • • • IM decision with regard to system deployment 2017 In and out of scope changes Consequences of changes Role of Change Agents FAQ and Help Sheets Project Schedule 2

System deployment 2017 • Phase 1 restructuring to accommodate the structure changes of the HR and Finance Business Systems of the NWU. VSS stay AS-IS. • The system changes will address the executive level and up to two levels below the executive level (four levels in total). VC I Registrar DVC Campus Student Life DVC T & L DVC RIT 5 Deans 3 Deans Deputy Deans 3 P M V Rector

Changes: In Scope • Create organisations and the appropriate positions, appoint people in new positions, update OE heads and parent OEs (HR) • Create Chart of Accounts for the new OEs with Fiscal officers etc. Rest STAY AS-IS!! • Amend the new approval hierarchy for new org levels In Scope Out of Scope • Change securities where applicable - VSS, HR, FIN • System changes, enhancement to accommodate “flags” and change management and “Help sheets” 4

Changes: Out of scope • Implementation of organisation levels 5 and below - Existing faculty structures stay as-is on existing structure for 2017 • System changes to accommodate reporting • No “yellow lines”; some brown lines In Scope Out of Scope • • No central alignment of costing structure (overheads) No downstream system changes No ad hoc structure movement requests in HR system No phased COA structure changes in new ORG structure 5

Overview for 2017 6

Consequences of change • Difficult reporting – Reporting will not be transparent - more than one report to get to the final result and – Operational and capital costs and detail will be across various reports 1 2 4 3 5 6 7 – Staff budget only on executive (highest) level – Lower detail information scattered across “old” structure which needs to be managed by the use of ”help sheets” and “system flags” 7

Change Agents • NO training task!! • Information sharing • First point of enquiry/comment Project Team Immediate colleagues Change • Contact details will be on intranet Agents of Change Agents End users 8

Role of Change Agents • Receive, study and understand your Help Sheet and FAQs – stay informed • The OE Head to lead and communicate - cascade this information to the lowest possible level • Communicate facts in clear and simple terms, share information • Stay within Scope, know what is IN SCOPE • Manage expectations • When in doubt, ASK the Change Management team members, report problems, escalate • Help create the Frequently Asked Questions list • Know the time-lines, implementation dates, accountable/responsible person(s) and signing off 9

HELP SHEETS A help sheet is a mapping table that will assist managers/users to identify all the organisations/ positions that should be included when reporting is done 10

Help Sheet assisting with • Reporting In order to report according to the new structure the help sheets can be used to ensure that all relevant organisations are included • Security allocation It may be necessary to establish a new configuration of security access for viewing, data input and authorisation purposes 11

HR Help Sheet 12

HR Reports changed to display interim OE • • Budget extract Position lists Termination report Secondary assignment (contracts) Assignment folder Biographic report Leave status Rest will only be changed for 2018 13

Example: HR Report – Parameter screen • Assignment folder report 14

Help Sheet assisting with • Approval routing of documents The approval of all amounts greater than R 500 000 are based on the new structure – use the Help sheet to understand the routing of documents "When faced by a challenge, find a way not a way out" ~David L Weatherford' All Help sheets will be available on the intranet – either on the People & Culture webpage or KFS webpage. 15

Illustrated structure for 2017 16

Finance Help Sheet • 2 Sections – Current structure (2016) Consists of relevant pieces (organisations) of the existing hierarchy that will form the new structure – New structure (2017) The new structure is illustrated by adding new organisations to re-arranged old organisations 17

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Current structure 19

New structure 20

Reporting - 2 Options to request the report • Option 1 – Select one by one – Select all the organisations (as displayed on the Help Sheet) one by one to ensure correct reporting – For the "Hierarchy Included" option you must select "No" – otherwise irrelevant organisations may be included – The list of Account Groups will automatically correspond with the selected organisations. 21

Reporting - 2 Options to request the report • Option 2 – Include hierarchy – Select all the parent organisations (as displayed on the Help Sheet) – For the "Hierarchy Included" option you must select "YES" – otherwise child organisations will not be included. (For 2017 the hierarchy will reflect the old structure) – The list of Account Groups will now consists of all Account Groups in the selected hierarchy (parents & children). To ensure correct reporting you will have to deselect irrelevant Account Groups 22

Example to illustrate reporting Old structure 23

Convert to 24

Help Sheet structure for 2017 25

2 Options of reporting • One by one • Hierarchy included 26

Account Group selection will ensure correct reporting • Hierarchy included • One by one 27

Hierarchy included - Account Groups selected 28

Two options extended – add one account 29

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Schedule 31

Change Management Project Team • Project team with a Change Management focus – – Erik Marx (Project Manager) Hanlie Venter (Finance) Peet du Toit (People & Culture) Anna-Marie Bell (IT) • Send us information to improve Help sheets and FAQs. 32

Q & A 33

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