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					                                                                                        Project plan phase

                                                                                                                                                                          Additional   Current Process           Anticipated
  Overall area           Key Requirement                        Process Title                                Requirement                                                  Reference    Description               benefits    Issues with Current Process
                                                                                                             To improve upon our current processes by passing
1 General capabilities   Workflow/ Process Management/ Alerts   Workflow                        2            information electronically to relevant parties.
                                                                                                             Ability to configure and maintain the workflows to go to
                                                                                                             multiple and/or selective recipients dependant on
                         Workflow/ Process Management/ Alerts   Workflow                        2            conditional data values.
                                                                                                             Ability to configure the workflows to communicate any
                         Workflow/ Process Management/ Alerts   Workflow                        2            information we require
                                                                                                             Ability to configure the workflows to be triggered either
                                                                                                             automatically (by an event or a date value being
                         Workflow/ Process Management/ Alerts   Workflow                        2            reached) or by user intervention
                                                                                                             Ability to use workflow for both information and
                                                                                                             authorisation prior to commitment of data. This means
                                                                                                             that data can be held in suspension prior to it being
                         Workflow/ Process Management/ Alerts   Workflow                        2            authorised.
                         Workflow/ Process Management/ Alerts   Workflow                        2            Ability to view and manage all workflow tasks,
                                                                                                             Ability to view individual workflow tasks and identify
                         Workflow/ Process Management/ Alerts   Workflow                        2            individuals who have outstanding tasks.
                                                                                                             Ability to view incomplete workflow tasks and take
                         Workflow/ Process Management/ Alerts   Workflow                        2            apporpriate action.
                                                                                                             Ability to retain a record of the workflow details and
                                                                                                             actions, eg to identify who authorised a salary change
                         Workflow/ Process Management/ Alerts   Workflow                        2
                                                                                                             The ability to redirect a workflow on a permanent or
                         Workflow/ Process Management/ Alerts   Workflow                        2            temporary basis
                                                                                                             Ability to design and build wizards for prescribed
                                                                                                             transactional tasks. Eg new starters incorporating HESA
                         Workflow/ Process Management/ Alerts   Process Management              1            elements
                                                                                                             Ability to add user defined fields to the standard shipped
                                                                                                             screens, and for them to remain in place after an
                         Workflow/ Process Management/ Alerts   Process Management              1            upgrade.
                                                                                                             Ability to have different process chains for the same
                         Workflow/ Process Management/ Alerts   Process Management              2            general tasks.
                                                                                                             The system should be pro-active in alerting us when
                                                                                                             data reaches a specific date or other conditions are met,
                         Workflow/ Process Management/ Alerts   Alerts                          3            or not.
                                                                                                             To be able to deliver alerts to the appropriate
                         Workflow/ Process Management/ Alerts   Alerts                          3            individual(s)
                                                                                                             The ability for an individual to input an alert/reminder,
                         Workflow/ Process Management/ Alerts   Alerts                          3            including a note.
                                                                Correspondence                  5            Ability to create, send and record correspondence.                        Correspondence may
                                                                                                             Correspondence sent to an individual should be                            be sent via email or
                                                                                                             recorded electronically to then create a follow-up                        hardcopy, but there is
                                                                                                             checklist, so that appropriate action can be taken if no                  no centralised record
                                                                                                             response is received within an appropriate timeframe.                     of this
                                                                                                             The tasks should appear for the individual user, but also                 communication and
                                                                                                             available to other system users to enable workload                        the volume of
                                                                                                             sharing.                                                                  contacts made
                                                                                                                                                                                       renders it difficult to
                                                                                                                                                                                       keep the paper
                         Contact Management                                                                                                                                            records updated.
                                                                Correspondence                  1            Correspondence should be able to be sent via email or                     All correspondence                    No centralised record of what has/hasn't
                                                                                                             printed letter                                                            done outside existing                 been sent out to the individual. Reliance
                         Contact Management                                                                                                                                            HRIS                                  on spreadsheets
                                                                Correspondence                  1            Ability to generate standard letters, documents and
                                                                                                             emails as templates that can be auto-filled with data
                                                                                                             from the system and final versions stored against the
                         Contact Management                                                                  employee records both indicidually and in bulk.
                                                                                                             Ability for an employee to amend personal details and to
                         Employee & Manager Self-service        Employee Self-service           3            submit requests for eg absence
                                                                                    Project plan phase

                                                                                                                                                                       Additional   Current Process           Anticipated
Overall area    Key Requirement                          Process Title                                   Requirement                                                   Reference    Description               benefits    Issues with Current Process
                                                                                                                                                                                                                          Not flexible enough in specifying different
                                                                                                         Ability for a manager to access information about staff,                                                         reporting lines for different manager self
                Employee & Manager Self-service          Manager Self-service               3            eg to manage and authorise absences and payments                                                                 service tasks
                Employee & Manager Self-service          Manager Self-service               3            Management Information
                Employee & Manager Self-service          Manager Self-service               3            Controlled access to view/amend data
                Employee & Manager Self-service          Manager Self-service               3            Requisition/initiate workflow
                Employee & Manager Self-service          Manager Self-service               3            Managing own workflows/tasks
                                                                                                         Ability to specify different manager roles for different
                                                                                                         processes. The system must be able to be flexible
                Employee & Manager Self-service          Manager Self-service               3            enough for different

                Employee & Manager Self-service          Manager Self-service               3            Ability to manage absences for different working patterns
                                                                                                         Ability to manage absences for either hours and days for
                Employee & Manager Self-service          Manager Self-service               3            different employees
Not completed   Audit & Security                                                            1            Ability to provide a daily audit log of amendments to all                  Audit tables indentify                   Audit tables do not allow data to be
                                                                                                         standing data by username, and indentify the individual                    changes in data but                      extracted in before/after format. Some
                                                                                                         employee changes in a "before" & "after" format..                          not in suitable format.                  changes default to previous users and is
                                                                                                                                                                                                                             not reliable eg costing changes.
Not completed   Audit & Security                                                            1            The system must provide a daily log of logins/failed                       Delivered by current
                                                                                                         logins with details of the users involved                                  system
Not completed   Audit & Security                                                            1            The system must provide reports of all levels of user                      Delivered by current
                                                                                                         access to the system and this is to made available to the                  system
                                                                                                         appropriate user profile.
Not completed   Audit & Security                                                            1            Ability to create different user profiles both by function                 Delivered by current
                                                                                                         (task) and by organisation structure.                                      system
Not completed   Audit & Security                                                            1            The security set-up must link to the University's current                  Delivered by current
                                                                                                         authentication mechanism to allow for single sign on.                      system via Data Hub.

Not completed   Audit & Security                                                            1            User profile access must be replicated in report                           Security profiles in      Reduced        Time consuming to effectively maintain
                                                                                                         generation solution if this is provided by third party.                    system and report         time           consisent security over system and report
                                                                                                                                                                                    generator (Buisness       maintaining    generator. Lack of transparency and
                                                                                                                                                                                    Objects) are              separate       control by "owner" of data.
                                                                                                                                                                                    separate.                 security.
                                                                                                                                                                                                              Owners
                                                                                                                                                                                                              should
                                                                                                                                                                                                              maintain
                                                                                                                                                                                                              this, not IT
                                                                                                                                                                                                              Services.
                                                                                                         Able to write and provide general purpose user reports
                                                                                                         on any data stored in the database that are used by
                Reporting Standard & Ad Hoc - Standard                                                   many with variable parameters and in different output
                Reports                                  Standard Reports                   1            formats (xls in particular).
                                                                                                         Able to write and provide specific less widely used
                Reporting Standard & Ad Hoc - Ad hoc                                                     reports on any data stored in the database in different
                Reports                                  Ad Hoc Reports                     1            output formats (xls in particular).                                                                                 Triggered reminders/"push" reporting
                                                                                                         Ability to produce management information across an
                Reporting Standard & Ad Hoc - Ad hoc                                                     individual's staff history so a member of staff can readily
                Reports                                  Lifecycle reports                  1            be tracked through the stages;
                                                                                                         Ability to produce management information over time,
                Reporting Standard & Ad Hoc - Ad hoc     Points in time and trend                        across organisational structure, faculty, department for
                Reports                                  reporting                          1            further analysis of trends
                                                                                                         Ability to link cost information with the Agresso system
                Reporting Standard & Ad Hoc - Ad hoc                                                     and to link or replace the data held in the existing pay
                Reports                                  Linked reporting                   ?            modelling system.
                Reporting Standard & Ad Hoc - Ad hoc     Distributed access to                           Ability to give managers and nominated staff secure
                Reports                                  reports                            3            access to fixed reports about their staff's data
                                                                                       Project plan phase

                                                                                                                                                                      Additional                 Current Process           Anticipated
Overall area   Key Requirement                              Process Title                                   Requirement                                               Reference                  Description               benefits    Issues with Current Process
                                                                                                            Ability to give managers and nominated staff the
                                                                                                            information they require to support their administration
                                                                                                            based on their own criteria and parameters e.g. Absence
                                                                                                            authorisation with sufficient information to identify the
               Reporting Standard & Ad Hoc - Ad hoc         Distributed access to                           implications of granting time-off.
               Reports                                      reports                            3
                                                                                                            Ability to give managers and nominated staff the ability
                                                                                                            to enquire about their staff (i.e. ability to run their own
               Reporting Standard & Ad Hoc - Ad hoc         Distributed access to                           reports based on their own criteria and parameters.
               Reports                                      reports                            3
               Reporting Standard & Ad Hoc - Ad hoc         Distributed access to                           Ability to give all staff secure access to their own data
               Reports                                      reports                            3
                                                                                                            Ability to run reports automatically at regular intervals,
               Reporting Standard & Ad Hoc - Ad hoc         Automatic scheduled                             with the output sent to web pages, printers or email.
               Reports                                      reports                            1
                                                                                                            Ability to manage data in an integrated way from legacy
               Reporting Standard & Ad Hoc - Ad hoc         Reporting using data                            staff systems for management information purposes.
               Reports                                      from the existing system           1
                                                                                                            Refer to reporting, plus triggered reminders/"push"
               Decision Support/ M.I.   3.1, 7 , 7.1, 7.1                                      2            reporting
                                                                                                            High level summarised information for senior
               Decision Support/ M.I.   3.1, 7 , 7.1, 7.2                                      1            management
                                                                                                            Ability to compare metrics between different groups and
               Decision Support/ M.I.   3.1, 7 , 7.1, 7.3   Bench marking                      2            parts of the organisation

               Decision Support/ M.I.   3.1, 7 , 7.1, 7.4
                                                            History reporting and              1            Ability to obtain full employee life-cycle information from                          Current delivery BO       Resource      Manually run report from separate systems
                                                            tracking                                        the system including effective dates. Eg a salary history                            report has been           saved by      on salary only
                                                                                                            report including data from our legacy systems, a report                              written extracting &      not having
                                                                                                            showing the career history of an employee, the position                              reporting data from       to run
                                                                                                            and organisational history                                                           current & previous        separate
                                                                                                                                                                                                 payroll solutions to      reports
                                                                                                                                                                                                 provide eg complete
               History Management                                                                                                                                                                salary history.
                                                                                                                                                                                                 Current system
               History Management                           Effective dates                    1            Ability to view a snapshot of all data at a point in time                            delivers                                Some data items are not date effective
                                                                                                            To be able to extract data from our existing (Trent 6)
                                                                                                            system and in some cases history from the previous
                                                                                                            OES system to obtain a single life-cycle view of an                                  A file has been           Existing
                                                                                                            individual. This is prinmarily related to basic personal,                            created that links the    staff and
                                                                                                            position and payment details. Reliance on importing                                  existing data to a        leaver
                                                                                                            data converted into a new format may not be the only or                              fixed file of data from   details will  Only available through a single report for
Added SJB      History Management                           Legacy systems                     1            most satisfactory solution.                                                          OES.                      be available. salaries
               Organisational structure and other                                                           Reflects the University's "official" organisation at different
               hierarchies                                  Organisational structure           1            points in time, preferably graphically
                                                                                                            Able to produce organisation charts directly from the
               Organisational structure and other                                                           system. This should be at different levels within the
               hierarchies                                  Organisational structure           3            organisational hierarchy
                                                                                                            Able to maintain other hierarchies in the University such        Hierarchies.doc
                                                                                                            as the reporting hierarchy, performance review                   (refer to Scott's
               Organisational structure and other           Other hierarchies and                           hierarchy, interdepartmental teams and Centres                   previous doc on
               hierarchies                                  structures                         1            structure                                                        this subject)
               Paperless capability/Document                                                                Able to significantly reduce paper through electronic
               Management                                   Process Flow                      2/3           processes including authorisations.

               Paperless capability/Document                                                                Able to upload and access documents according to
               Management                                   Document Management                5            processes and associated security levels, eg sick notes
               Paperless capability/Document
               Management                                   Document Management                5            Ability to auto purge documents
                                                                               Project plan phase

                                                                                                                                                               Additional   Current Process         Anticipated
Overall area        Key Requirement                 Process Title                                   Requirement                                                Reference    Description             benefits    Issues with Current Process
                                                                                                    Electronic file store for all staff, to move away from                  All existing                        Space and accessibility issues
                                                                                                    paper filing: Contracts, Qualifications, Passport, OH                   documents are
                    Paperless capability/Document                                                   check, job description, application form, job advert,                   stored in paper files
                    Management                      Document Management                5            contract pro-forma, SDPR appraisals
                    Paperless capability/Document   Optimise electronic data                        To reduce the amount of paper documents and
                    Management                      flow                              2/3           authorisations
                                                                                                    The ability to set and alter attributes to an object at a                                       Saves
                                                                                                    high level and for those attributes to cascade down to                                          entering
                                                                                                    child objects at multiple levels. Eg every position should                                      data
                                                                                                    inherit the basic pay element or terms and conditions                   Delivered in current    throughout
                    Inheritance or equivalent       Templates                          1            based upon grade                                                        system                  the system   Not always reliable
                                                                                                    The ability to override the inheritance rules as described              Delivered in current
                    Inheritance or equivalent       Templates                          1            above                                                                   system                               Not always reliable
Is this required?   Benefits & Rewards 11
                                                                                                    Ability to record numerous absence types for employees.
                                                                                                    Ability to select if absence is to be linked to the payroll
                                                                                                    and calculate employee entitlements as determined by
Not completed       Absence                         Absence types                      1            their T&C's.
                                                                                                    Compliance with all statutory schemes and updates
                                                                                                    provided by supplier at least annual to reflect all
Not completed       Absence                         Statutory Schemes                  1            changes. Recalculation of SMP.
                                                                                                                                                                                                 Enhanced
                                                                                                                                                                                                 sickness
                                                                                                                                                                                                 absence
                                                                                                    Ability to trigger events/prompts when certain duration of              Reliant on managers, monitoring
                                                                                                    absences are reached and to automate the follow up                      following sickness   and follow      No evidence that Sickness absence policy
Not completed       Absence                         Sickness Monitoring                3            process through for example return to work interviews.                  absence policy.      up              is being followed by managers

                                                                                                                                                                                                 Sickness
                                                                                                                                                                                                 Absences
                                                                                                                                                                                                 and sick
                                                                                                                                                                                                 notes are
                                                                                                                                                                                                 reported in a
                                                                                                                                                                                                 timely
                                                                                                                                                                                                 manner and
                                                                                                                                                                                                 managemen
                                                                                                                                                                                                 t action can
                                                                                                                                                                                                 be taken to
                                                                                                                                                                                                 reduce
                                                                                                                                                                                                 overall
                                                                                                                                                                            Reliant on managers, levels of
                                                                                                    All Sickness Absences and sick notes are obtained in a                  following sickness   sickness      No evidence that Sickness absence policy
Not completed       Absence                         Sickness Monitoring                1            timely manner.                                                          absence policy.      absence.      is being followed by managers
                                                                                                                                                                                                 Absence
                                                                                                                                                                            Manual and           managemen
                                                                                                                                                                            electronic elements t and
                                                                                                    Able to meet the more detailed requirements to be found                 to allow Payroll to  reduced
Not completed       Absence                         Sickness General                   3            in the Additional Reference.                            Absence.doc     update sickness      cost 4.2      Disjointed
              Compliance
              Score
              attributed by
Your solution supplier (1-5) Your Quantified Benefits
              Compliance
              Score
              attributed by
Your solution supplier (1-5) Your Quantified Benefits
              Compliance
              Score
              attributed by
Your solution supplier (1-5) Your Quantified Benefits
              Compliance
              Score
              attributed by
Your solution supplier (1-5) Your Quantified Benefits
Code   Benefit
A      Save staff time
B      Save other resources, e.g. paper
C      Save money

				
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