Agenda
What is EA One?
How will the new HR and Payroll system impact schools?
Tea Break - Interactive Comments & Networking
How will Online Recruitment impact schools?
Next Steps & Feedback
What is EA One?
Who is impacted by EA One?
Approx. 21,000 Teachers
Approx. 39,000 Non-Teaching staff
Approx. 3,000 recruitment drives, receiving and
reviewing 26,000 applications annually,
taking on average 22 weeks to fill a position.
…runsTogether we pay…
…across 1,100+ organisations across the
Northern Ireland (NI) Education Sector
What do we have today?
Recruitment HR Service Finance & Procurement
6 Databases
12 payrolls
EA
Payroll
DE
What problems have you told us about?
It takes too long for me to fill
positions
I have no way to see information about my team
Processes are paper based which creates delays and risks for information sharing
We spend too much time looking for the right forms for the right category of
staff
HR and Payroll is really complicated
We needappropriate training
for new systemsReporting is disparate
What are we doing about this?
Recruitment HR Service Payroll Finance & Procurement
What will be new about EA One?
• 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
• Digital and online system to initiate, track and complete recruitment process
• Replaces paper-based processes and offline systems for recruiting EA roles
When is this happening?
Final Phase:
20219 January 2020
Regional Phases starting
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
EA One User Group
Online Recruitment Steering Group
Transformation Team Principals
Schools Engagement Sessions
Engagement at all Stages
How have schools been involved?
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, meaningpersonal details transfer seamlessly upon appointment
Lessons Learned from Phased Implementation
• 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)
May 2019
9 January 2020
Phased Implementation
Average time from eRequisition to Offer in EA HQbefore and after Online Recruitment
22 T O
How does this benefit schools?
Principal - Jane
TeacherBen
SecretaryAnne
ICT TechnicianAlan
Requisition – Today vs. Online Recruitment
Jane emails requisition form to
Recruitment
Recruitment advertises on
fortnightly schedule
Jane waits for applications to be
posted to school by Recruitment
Board of Governors review
applications
Anne scans copies ofeach application for Board of Governors
Jane completes requisition online
Post advertised as requisition received
Jane can open applications on screen or print directly from EA One
My schoolneeds a new ICT
Technician!
Requisition – Today vs. Online Recruitment
My vacancy is advertised sooner because I’m not
constrained by a two week window for advertising.
I can track the volume of applications comingin and plan accordingly.
I don’t have to stand at a
copier for ages making copies of the paper applications.
Updates candidate status, triggering templates for unsuccessful/invite to
interview letters
After interview, uploads Summary
Score Sheet
Updates candidate status, issuing correspondence
Drafts and sends unsuccessful letters
Schedules interviewsand drafts/sends
invitations
After interview, posts documentation to
Recruitment
Successful candidate
completes pre-employment
checks
Awaits outcome of offer made by Recruitment to
successful candidate
Shortlisting & Interview
The Board of Governors
have selected 5 candidates
for interview!
I’m spending less time drafting and posting correspondence as
the system provides all templates.
I don’t have to post interview documents to Recruitment.
I have visibility of where each candidate is in
the process.
Shortlisting & Interview
Creates candidate profile with standard application questions
Gets notified that vacancies arise and completes unique
answers for each role
Receives automated confirmations and
emailed correspondence
Receives outcome
Candidate’s View
Download and complete
application form
Email or postapplication to Recruitment
Request confirmation of
receipt
Await letters regarding outcome
Repeats full process for all applications
I am applying for multiple ICT roles in
schools!
Candidate’s View
I’m saving time because I don’t have to
re-enter the same information for every
application.
I can see what stage of the process my application is in.
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?
We are developing a blended learning training approach which will:
• Support and enable you to truly embed the new system and processes into your ways of working
• Support you to be ready to use EA One as part of your role
Training will be delivered and made accessible ‘just in time’ or ‘just when you need it’
Training will be specific and relevant to you based on your role & responsibilities
Training will use the most efficient and effective methods and channels for delivery
Training will be developed with sustainability, creating materials you can implement for future employees
Training will be as interactive as possible enabling you to provide feedback to enhance your learning
What training will I get?
Face-to-faceTraining
Full day training session
Maximum of 20 people per session
Variety of training dates available
Regional training locations
Two nominees per school with responsibilities as Hiring Manager and Hiring Manager’s Assistant
User Guides
Demo 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?
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
What is Self Service?
How does this benefit schools?
Principal - Jane
TeacherBen
SecretaryAnne
ICT TechnicianAlan
Updating Personal Details – Today vs. Self-Service
I have moved home so I have changed banks
and address.
Ben receives a change of details form with
his payslip
Completes the paper form
Posts form to DE
Ben’s details are updated and his pay goes into his
new bank!Ben updates his details on
EA One Self-Service, which automatically checks validity of sort code and address
DE reviews sort code and
post code
DE contacts Ben to correct any errors
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
I cannot work for two days due
to an injury!
Anne advises herline manager, Jane,
of her injury
Jane provides Anne with a self-certification form
upon return
Anne completes the form
Anne receives the correct sick pay
Completes self-certification on EA One Self-Service
Anne or Jane poststhe form to Payroll
Jane signs form
Advises Jane of her absence
Jane approves on EA One Manager
Self-Service
Medical Self-Certification – Today vs. Self-Service
The system sent everything to Jane so I 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.
I didn’t have to search for the right form for non-
Teaching staff – it’s all in the system.
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.
Timekeeping – Today vs. Digital Timecards
I’m responsible for timesheets at my school.
TeacherBen
ICT TechnicianAlan
Anne needs to ensure Ben and Alan receive the
right pay.
SecretaryAnne
Timekeeping – Today vs. Digital Timecards
Anne amendsAlan’s hours in ResourceLink
Anne prints timesheet before submission
Jane signsprinted timesheet
Alan and Ben receive the correct pay!
Anne amends Alan’s and Ben’s pre-populated timecards
Anne submits on the payroll system and files the printed timesheet
Jane approves and submits timecards
on EA One
Anne completes spreadsheet with Ben’s
absence details Jane emails
spreadsheet to DE
Timekeeping – Today vs. Digital Timecards
Now I have one process for
all staff!
I don’t have to manage
files of paper timesheets!
It’s easier for me tomonitor staff time
and oversee my budget.
What training will I get?
User Guides
Demo Videos
How to Update Bank Details
How to Request Annual Leave
How to Update Personal Details
Intro to Self-Service Navigation
What training will I get?
Face-to-faceTraining
Half day training session
Maximum of 15 people per session
Variety of training dates available in 4 weeks leading to implementation
Training locations will reflect the locations of the implementations
Two nominees per school with responsibilities as Timecard Inputter and Submitter
User Guides
Demo Videos
Overview of the End-to-End process
Hands on experience in the system
Supporting colleagues with Self-Service
Introduction to Online Timecards
Introduction to EA One Navigation
What training will I get?
UnderstandInstructor will provide you with knowledge and theory of each process.
SeeInstructor will provide system demos relating to each process.
DoYou will complete multiple system activities based on real life scenarios to consolidate learning, including activitieson how to fix errors.
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How do I learn more?
Reach out tous by email
Join the EA One User Group
Check for updates on our
website
Get Involved!
www.eani.org.uk/EAone
Share your thoughts!
Share your knowledge!
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