UCL HR Division Update on the USS changes

UCL HR Division Update on the USS changes Electronic Document Record Management (EDRM) Si. P Upgrade Version 10 Jon Everard Head of Payroll & Operations

Changes to USS effective from 1 st October 2011 • JNC USS agreed changes at 10 May 2011 meeting • USS trustee board ratified deed change aththeir meeting of 9 th June 2011 • Effective date 1 st October 2011 • Document on USS website summarrising the changes • www. uss. co. uk/news/Documents/Important%2 0 Info%20 for%20 USS%20 members. pdf

New employee guide to joining USS • • • New guide to be issued with all new starter contracts Default scheme will be CARE scheme If entitled to ‘old’ final salary scheme then USS will notify UCL & amendment made in subsequent pay cycle to contribution rate New scheme booklet being produced - issue date? USS presentations in November at UCL http: //www. uss. co. uk/news/Documents/A%20 m embers%20 guide%20 v 5%200%20 WEB. pdf

Electronic Document Record Management • HR Division currently building a file plan in EDRM to store the documents of an employees life cycle at UCL • Will cover employee contracts & changes, pensions, payroll, employee communications and right to work (RTW) documentation • User acceptance testing & training will be undertaken in August with go live for HR in September • Proposal is to allow Ho. Ds and DA’s to upload onto EDRM the scanned RTW documentation of new employees • Initially we’ll pilot the RTW upload and therefore need some volunteers

Si. P upgrade Version 10 • Version 11 will be a result of a Phase II (of III) project in HR to automate Si. P and ROME onboarding data to interface automatically into Resource. Link (RL). Mainly an internal redesign of processes exercise with some enhancements • Reduces double keying of data (raises the importance of initial data being accurate at point of entry) • Automated creation and population of some pay and pension elements • Enables dual access to Si. P via task flow for more than one profile • Increased use of reports to identify data errors and exceptions

Si. P Version 10 – Some of the changes • • Bulk overtime form Require save & submit Auto populate of grade, Hours, FTE when post ID entered Validates correct O/T rate against FTE Validates O/T applicable against grade Multiple lines per e/ee Can save template of form for regular O/T submissions of e/ees

Si. P Version 10 – Some of the changes • Changes to appt Form 1/2 A • Regrading of Reseach Assistant to an Associate • Validates e/ee on grade 6 B and enables grade point to be applied on Grade 7

Si. P Version 10 – Some of the changes • New contract request form – Professorial, Chair or Reader appointments • Occupational Type tab changed to accept staff categories, HESA code and grade parameters

Si. P Version 10 - Timeline • Currently being built and Resource. Link bespoke work yet to begin • User Acceptance Testing begins end of September through October (volunteers needed!) • Training in November • Go live December or January

Other HR news • Big ask – Please can you remind employees leaving UCL to print off their payslips and P 60’s from My. View before their last day of service. After their last day of service My. View access is barred • Form 6’s are now processed by Payroll rather than HR Operations. Please contact your payroll administrator in future • Scott King, HR Operations Manager, is leaving UCL. His last day in the office will be 2 nd September 2011 • The HR front web page undergoing change in near future with a focus on enabling easier contact of HR teams via departmental email addresses and telephone extensions plus quick links to individual HR websites

Questions