Agenda What is EA One? How will Online Recruitment impact schools? Tea Break - Interactive Comments & Networking How will the new HR and Payroll system impact schools? Next Steps & Feedback
What is EA One?
Who is impacted by EA One? Together we pay… …runs Approx. 3,000 recruitment drives, receiving and Approx. 21,000 Teachers reviewing 26,000 applications annually, taking on average 22 weeks to fill a position. Approx. 39,000 Non-Teaching staff …across 1,100+ organisations across the Northern Ireland (NI) Education Sector
What do we have today? Recruitment HR Service Payroll Finance & Procurement EA DE 6 Databases 12 payrolls
What problems have you told us about? We spend too much It takes too long time looking for the for me to fill HR and Payroll is right forms for the positions really complicated right category of staff Processes are paper I have no way to based which creates see information delays and risks for about my team information sharing We need appropriate training Reporting is disparate for new systems
What are we doing about this? Recruitment HR Service Payroll Finance & Procurement
What will be new about EA One? • Digital and online system to initiate, track and complete recruitment process • Replaces paper-based processes and offline systems for recruiting EA roles • 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
When is this happening? Regional Phases Final Phase: 9 January 2020 starting 2021 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
How have schools been involved? Engagement at all Stages EA One User Group Transformation Team Principals Online Recruitment Steering Group Schools Engagement Sessions
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 May 2019 9 January 2020 • 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 )
Phased Implementation 22 TO Average time from eRequisition to Offer in EA HQ before and after Online Recruitment
How does this benefit schools? Principal - Jane Secretary Teacher ICT Technician Anne Ben Alan
Requisition – Today vs. Online Recruitment Anne scans copies of Recruitment each application for advertises on fortnightly schedule Board of Governors Jane waits for Jane emails applications to be requisition form to posted to school by Recruitment Recruitment Board of Governors review My school Jane can open applications Jane completes Post advertised as needs a new ICT applications on screen or requisition online requisition received Technician! print directly from EA One
Requisition – Today vs. Online Recruitment I don’t have to My vacancy is advertised stand at a sooner because I’m not copier for ages constrained by a two week making copies window for advertising. of the paper applications. I can track the volume of applications coming in and plan accordingly.
Shortlisting & Interview Awaits outcome of offer made by Schedules interviews Recruitment to and drafts/sends The Board of successful candidate invitations Governors have selected 5 candidates for interview! After interview, posts Drafts and sends documentation to unsuccessful letters Recruitment Successful candidate Updates candidate status, completes pre- Updates candidate status, triggering After interview, issuing correspondence employment templates for unsuccessful/invite to uploads Summary checks interview letters Score Sheet
Shortlisting & Interview I have visibility I’m spending less time of where each drafting and posting candidate is in correspondence as the process. the system provides all templates. I don’t have to post interview documents to Recruitment.
Candidate’s View Download and Repeats full process complete for all applications application form Request Await letters Email or post confirmation of regarding application to receipt outcome Recruitment Receives outcome I am applying Receives automated for multiple Creates candidate Gets notified that vacancies confirmations and ICT roles in profile with standard arise and completes unique emailed correspondence schools! application questions answers for each role
Candidate’s View I can see what stage I’m saving time of the process my because I don’t have to application is in. re-enter the same information for every application. I’ll be in post sooner because the online process means each stage is faster. I will never miss a job opportunity thanks to the notifications
What training will I get? Training will be specific and relevant to you based on We are developing a blended your role & responsibilities learning training approach which will: Training will be delivered and made accessible ‘ just in time’ or ‘just when you need it ’ • Support and enable you to truly embed the new system and Training will use the most efficient and effective processes into your ways of methods and channels for delivery working Training will be developed with sustainability , creating • Support you to be ready to use materials you can implement for future employees EA One as part of your role Training will be as interactive as possible enabling you to provide feedback to enhance your learning
What training will I get? Two nominees per school with responsibilities as Hiring Manager and Hiring Manager’s Assistant Face-to-face Full day training session Training Maximum of 20 people per session Variety of training dates available Regional training locations User Demo Guides 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?
What is Self Service? 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
How does this benefit schools? Principal - Jane Secretary Teacher ICT Technician Anne Ben Alan
Updating Personal Details – Today vs. Self-Service Completes the paper form DE contacts Ben to correct any errors DE reviews Ben receives a change Posts form to DE sort code and of details form with post code his payslip Ben ’s details are updated and his I have moved home so pay goes into his Ben updates his details on I have changed banks new bank! EA One Self-Service, which automatically and address. checks validity of sort code and address
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 Anne or Jane posts the form to Payroll Jane signs form Anne completes the form Anne advises her Jane provides line manager, Jane, Anne with a self- of her injury certification form upon return Anne receives the I cannot work correct sick pay for two days due Jane approves on Advises Jane Completes self- to an injury! EA One Manager certification on EA of her absence Self-Service One Self-Service
Medical Self-Certification – Today vs. Self-Service I didn’t have to search for the right form for non- The system sent Teaching staff – it’s all in everything to Jane so I the system. 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.
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.
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