Transitioning to a new system brings about process change. Find key change impacts below.
UWinsite People (UWP) & New Processes |
Old Systems & Processes |
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Core HR |
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| Update your personal employee records, such as name changes, emergency contacts, qualifications, and more directly in UWinsite People. |
Had to call or email different people to update your employee records. |
| Enter retirement or resignation request within UWP and workflow will notify all required parties, initiating an off-boarding process. |
Had to connect with your manager, who would then work with HR to manually initiate the process. Your manager would contact IT Services to start the IT process off-boarding process, then Key Control, and speak with any other affected department or area needed to complete the process. |
| Documents can directly be uploaded to your employee profile in UWP. (i.e. marriage certificate, and name change certificates, etc). | You would have to email HR and provided the documents outside of the HR system. |
| Managers can view of all employees who report to them in one centralized dashboard, making it easier to find information about their team members, such as work schedules, vacation and leave balances, and more. |
Managers had to go to various systems like My Attendance and MyUWinfo to find information about their team members, |
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Payroll |
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| Employees can update direct deposit banking information in UWP. | Employees had contact the Payroll team with their direct deposit banking information and share it outside of the payroll system. |
| Pay statements will now include a summary of vacation taken and vacation accrual balances. You can also view your vacation balance in the Absence Module UWP. |
A summary of vacation taken and your balance was found in My Attendance. |
| No summary of your time worked provided before a pay roll run. | Each University employee receives a notification about their time card being approved. For full-time salaried employees, the auto-generated time card is automatically approved, as long as there is no exception time (lieu, overtime, call in). |
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Absences |
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| All full-time and part-time staff will be required to use the Absence module. | Full-time and part-time staff used My Attendance or tracked absences manually. |
| All Absences are logged in UWP and automatically reflected on timecards and in payroll. There is no need for the employee to have to re-enter it. |
Absences were tracked in and outside of My Attendance, and also in myUWinfo causing duel entry. |
| Absence request are processed through an automated workflow and routed to your direct manager. Any attachments can be added in UWP. Example: A doctor's note after returning from surgery. |
Any absence documents were shared outside of My Attendance with HR through email, mail, etc. |
| UWP is configured to align with language within each of the collective agreements for the respective employee groups | My Attendance and myUWinfo did not have the ability to be configured with the collective agreements. |
| Vacation entitlements and balances will now be displayed in hours. | Vacation entitlements and balances displayed in days in My Attendance. |
| Terminology has been changed for some absence type like Illness replaces Sick time. The absence terminology is available in a KBA. |
My Attendance had sick time. |
| Vacation entitlements for the calendar year are displayed in days starting on January 1 each year. Read more about the Vacation Entitlement - Transition to UWinsite People. | Vacation entitlements for the calendar year are displayed in days starting on January 1 each year. |
| Employees will be allowed to request vacation before they have fully earned/accrued it, enabling you to plan time off in advance. |
When the vacation entitlement was displayed on January 1 each year, employees were able to schedule their vacation time. |
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Time & Labour |
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Employees enter worked hours into the system using an online timecard. |
Some employees entered worked hours into myUWinfo system using an online timecard and some had a manual process. |
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Submitted timesheets are routed to the manager in automated workflow with notifications asking them to review it. |
Managers approved paper-based timesheets. |
| UWP automatically calculates overtime and other shift premiums based on predefined rules and employee schedules. | The process was more manual. |
| Through the Absence module, when absences are approved automatically update the timecard. | Manual entry required into two systems. |
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Full time salaried employees should use their time cards to log exceptions, such as overtime, meal allowances, etc. It will route to the manager for approval. The time must be pre-approved by management before the employee works the additional hours. |
Over-time, Lieu and Call Form for Full time salaried employees - PDF form had to be filled out, signed off by manager and emailed for payroll processing. |
| Part-time hourly employees must track all worked hours in a timecard. It will route to the manager for approval. The time must be pre-approved by management before the employee works the additional hours.Part-time hourly employees tracked their over-time through a manual process and submitted it for payroll processing. |
Part-time hourly employees tracked their over-time through a manual process and submitted it for payroll processing. |
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Recruitment, Career and Internal Transfer |
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| ARAC form used to request a position to be filled. | A requisition needs to be submitted in UWP. |
| Job postings on UWindsor Website | Job postings moved exclusively to UWP in February |
| Job Applications: Internal applicants/employees had to fill in PDF forms and email them to Recruitment. | Job Applications: Internal applicants/employees will have the ability to maintain a Career Profiles and apply within UWP. There is an exception for Sodexo and student employees. |
| Interview scheduling done by emails and calls. | Interview scheduling will be done within UWP. |
| Manager and Employee had to connect with HR to learn the status of their application. | Real-time candidate information will allow for immediate decision-making and collaboration. Feedback can be given within the system. |