FAQ's

When will the new systems be live?

The first stages of the HR and Payroll systems will be phased in between February and May 2013.  For a more detailed plan please visit the Overview of Project Plan pages (link).

What is employee self service and what is the manager toolkit? 

Employee self service allows staff to access their information through a web based application.   Employees can manage their holiday and absence, personal details, appraisal and probation documentation, timesheets and more.  The Manager Toolkit also web based allows managers access to information about the staff they manage including absence, probation and appraisal documentation, timesheets, terms and conditions changes, analysis and reporting.

What training will be available to me and when will I get trained?

The systems have been selected for their ease of use and user-friendliness.  They have been designed to be intuitive.   
The type of training available to you will depend on the role you undertake in the system.  :

Users of Employee Self Service and the Manager Toolkit will have access to online eLearning, detailed process notes and training manuals as well as context specific help within the system.  

Users with access to administration functions will be provided with all of the above as well as classroom training.

In addition, a helpline will be set up and staff will be available to answer your queries, assist you with a technical issue or just help you to get the most out of the system.

Will I be able to access self service from home?

You will be able to access self service from a computer outside of the University network as long as you have internet access at home.  You can access the system using your network username and password.

Is the system compatible with my smartphone?

Yes, certain functions such as approving and requesting holiday, viewing and authorisation of timesheets and University wide person search can be undertaken with a smartphone.   

Will the change in Payroll system impact on my pay or my pay day?

Your payday will remain the same.

There is a very strict plan for migration to the new system including a period of parallel running where the University will run both the old and the new Payroll systems ensuring both produce the same results.  Only when the Team are confident that the new system is configured correctly will the old system be switched off. 

You will be able to see any payslip and P60 issued once the system has gone live, online, from your self service account.

How can I be sure that my personal data is being kept safe?

The University has been through a rigorous due diligence process in the purchase of its new systems.  Both suppliers meet our information security standards and have very strict procedures in place to ensure that all information is stored safely and securely and released only to those that have a clear need to access it. 

 
In order to access the self service record you will be asked to input your network username and password.  As this information is not shared with anyone, you can be sure your personal information is accessed only by you.

Your line manager will only be able to view information about you that they need to see.  For example, although we ask you to provide certain personal information (e.g. diversity indicators) for statutory compliance reasons, this information is not appropriate for your manager and they will not be able to see it.

If my payslip is online, how will I prove my salary to the bank?

The vast majority of banks and lenders now accept printed copies of online payslips.  All you need to do is access the slips you need and print them out.  If for some reason your bank or building society does not accept a printed payslip the University will either provide you with a traditional hard copy slip or write to the organisation confirming your details.

Is it essential that I use the new systems?

Both systems have been selected on the basis that they are easy to use and will make things much more straightforward for people trying to manage their working life.  Processes undertaken online will be shorter and more straightforward and lots of work is being done to ensure they are as streamlined as possible.  

Where a process is provided online, the paper copy version will be removed.  For example, once the first stage of the HR system is introduced change of address will only be completed online.  You will be able to track what happens to your details and see immediately that they have been changed, which you cannot do with the current paper based system.

Do I have to start filling in a timesheet?

If you don’t fill in a timesheet at present you will not be filling one in through the new system.  Staff who complete timesheets will now be able to complete these through the new system.

I’d like to talk to someone about the Programme, who should I contact?

Every School and Directorate has a local link member of staff for more details on this please go to School and Directorate User Group Representatives (link).  If you have a more generic query please contact the Cardiff People Project Team on cardiffpeople@cardiff.ac.uk.  A member of the team will contact you.