eduPay is - Staff Intranet Page

eduPay INFORMATION SESSION FOR SCHOOL STAFF

July/August 2010

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Objectives of this Session • To provide school staff with an overview of eduPay - the new HR Payroll system being rolled out progressively to all schools • To walkthrough the Employee Self Service (ESS) and Manager Self Service (MSS) features of eduPay

• To highlight how eduPay will impact school staff

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Why are we Changing? DEECD is progressively migrating to an upgraded version of its ORACLE/PeopleSoft HR/Payroll system • Ready for an upgrade - last upgrade was in the late 1990s • Current version of HRMS is too customised to simply upgrade • Current version becoming too hard to support • Adopting a system that can be upgraded as new features become available

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eduPay is ‘live’ eduPay has been’ live’ in Central and Regional Offices since December 2009

eduPay has also been piloted successfully in 94 EMR schools since May 2010 • Good feedback from current users

• Ironing out issues as they arise

eduPay will be progressively rolled-out through Term 3 and 4

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Points to note – Accessing Information No more printed Payslips

Payslips must be accessed via Employee Self Service

eduPay (including ESS/MSS) will not be available on Internet

Schools must ensure access to a PC for all staff, particularly Education Support staff

Login to eduPay using Edumail UserID/Password

Employees must adhere to DEECD Password Management Guidelines

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Key Feature – Employee Self Service (ESS) View your payslip Update your contact details

ALL EMPLOYEES Apply for leave, manage your workflow View your leave entitlements

ESS is only available in Schools and Office Locations

Update your banking and distributions

School’s arrangements for staff without access to Desktop/Notebook

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Key Feature – Manager Self Service (MSS) View staff leave entitlements MSS is only available in Schools and Office Locations

View staff information View a summarystaff of allleave staff leave View consolidated position

PRINCIPALS

Approve, push back, or deny absence requests with workflow

Better visibility and management of staff leave and availability

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ESS Statistics to date Almost 28,000 Self Service transactions entered since December 2009 Over 6,700 Self Service transactions entered by EMR since May 2010 ESS Statistics (EMR Pilot) to 9 July 2010 3,218 3,500 3,000 2,500 2,000

1,111

1,500

889

875

1,000

327

250

500 LEAVE REQUESTS

EMERGENCY CONTACTS

BANKING UPDATES

PHONE UPDATES

ADDRESS UPDATES

PERSONAL EMAIL

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Let’s walkthrough the self service functions Employee Self Service View own Payslip

Manager Self Service Approve Leave

Update Contact Details Apply for Leave

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Employee Self Service (ESS) Help Video The ESS Video is available at the eduPay site on HRWeb: http://www.eduweb.vic.gov.au/hrweb/hrms_help.htm

select eduPay Interactive Help link select Employee Self Service link

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Employee Self Service – LOGGING ON TO EDUPAY

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Logging on to Employee Self Service (ESS) Links to eduPay are available from HRWeb and eduGate web pages

• •

User ID is your employee ID Password is the same as EduMail

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Functions available to all employees on logon

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Employee Self Service – VIEWING PAYSLIPS

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View Own Payslip

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As with any PDF file, payslips can be printed , emailed, or saved to a personal folder

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Employee Self Service – Emergency Contacts

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Record Emergency Contact Details

Tori Tori Lemon Lemon

• In this example, employee is providing contact details in case of an emergency

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Add Emergency Contact Details

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Employee Self Service – UPDATING HOME ADDRESS

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Update Home Address

• In this example, employee is changing their home address • Employees can also add a Mailing address if it is different to their home address

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Update Home Address

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Employee Self Service – VIEWING LEAVE BALANCES & THEN APPLYING FOR LEAVE

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View Leave Entitlements

• • • •

Balances are correct as at the end of the last pay period Leave Balances are shown in Business Hours Leave can be forecast to future dates Long Service Leave Balance is visible once you are eligible to take LSL 24

Forecast Leave Entitlements

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Applying for Leave

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Applying for Leave Email is sent to Employee confirming the submission of leave request

Email is sent to Manager requesting approval of the leave request

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Manager Self Service –

APPROVING LEAVE REQUESTS

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Functions available to Principals on logon Principals will have access to the Manager Self Service, in addition to the Employee Self Service menu

Principals can (in MSS): • Approve Leave Applications • Request Leave on behalf of Staff • View Staff Leave • View Staff Contact Details

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Approving Leave • All Pending requests appear by default.

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Approving Leave • All leave requests must be forecast before they can be approved. The Forecast Balance action checks if the employee has/will have sufficient leave credits for the leave requested. • The status returned must be ELIGIBLE, before the leave can be approved.

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Approving Leave

Email is sent to Employee when the leave request is actioned

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Impact and Timing of eduPay

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Migration Period – Key Points • HRMS, Recruitment Online (ROL) and eduPay will be offline from 5:00 pm on Friday 20 August 2010 • ROL will be available for Applicants from Wednesday 25 August 2010 • eduPay will be available to all staff from Monday 30 August 2010

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Impacts of eduPay on School Staff • No more hardcopy pay advices – you will need to access your payslip online by logging on to Employee Self Service (ESS)

• In ESS, you will be able to:– Update your contact details, including emergency contacts – View your leave balances, including Long Service Leave once you can access this entitlement – Forecast your leave balances into the future – Apply for leave, and monitor your leave approval – Update your payroll banking details

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Impacts of eduPay on School Staff • All notification emails from eduPay will be sent to your Edumail account, so you will need to log on to Edumail regularly • You will be paid in lieu of Long Service Leave entitlement by default when you cease employment. You may elect not to receive this on termination by advising your Business Manager early

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Help…

There are many places to go for help with eduPay:

– HRWeb • eduPay Help http://www.eduweb.vic.gov.au/hrweb/hrms_help.htm • FAQ’s

– Your Business Manager

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THANK YOU Any questions?

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