By now, we hope you’ve heard about Unified – the new cloud-based HR and Finance system rolling out at UOW. If you’re not sure how this impacts you, or you’re looking for some further information, please read on to see what to expect at go-live of Phase 1 of this project.

For Phase 1, arriving in August 2020, Unified will be replacing:

  • Parts of the current payroll system
  • Parts of Web Kiosk
  • JDE
  • Basware

In conjunction with the implementation of Unified there will be some important changes to services previously delivered by HR Reception in Building 36. Please see the details below.

 

What changes will employees see for Phase 1?

Area
Changing
HR: Announcements HR will post employee announcements or messages on the Unified home page under heading ‘News and Announcements’.
HR: Personal Information Employees will use Unified to:

  • Update their personal information (i.e. communication, address details and emergency contacts)
  • Manage their payment methods (banking information)
HR: Payslips Employees will view their Payslips within Unified
HR: Worker Schedules 

 

Employees (excluding casuals) will be able to view their working schedule (working calendar) in Unified. Managers will view their team calendar in Unified. Can view by week or month display.
HR: Absences
(no change at Phase 1 go-live)
Employees will continue to apply for the following leave types in Web Kiosk:

  • Annual Leave
  • Sick Leave
  • Personal Leave (Bereavement, Carers, Contingency and Religious or Ceremonial)
  • Domestic and Family Violence Leave
  • Long Service Leave
  • Community Service Leave
  • Jury Duty leave

Leave will be transitioned to Unified over coming months and staff will be notified of these changes as they are planned

HR: Help Desk 

Similar to the current IMTS Service Now tool

 

  • Searching for Knowledge Articles:  Employees will be able to self-serve knowledge articles via HR Help Desk for HR related information
  • Employee Services Requests: Employees can submit requests for HR Services via HR Help Desk
  • Where you are not able to self-serve via Knowledge Articles or the Help Desk you can now contact HR using one central phone number
Finance: Cost Centres and Object Codes replaced by Project, Task and Natural Account numbers
  • All Financial processes involving Cost Centres and Object Codes will be replaced with a Project, Task and Natural Account number. Mapping of existing cost centres to new project numbers will be available at go-live
  • Employees will request ‘new project’ number via Financial Services Forms page on the Intranet (no longer in BPM)
Finance: Procurement Support
  • At Unified go-live, for all Finance enquiries contact financial-services@uow.edu.au
  • New suppliers and amendments to existing suppliers will be available immediately
  • UOW Financial Services will continue to create new suppliers on behalf of UOWGE Australia and UOW Pulse
Finance: Purchase Requisitions
  • All current high volume users identified within Basware will have access to Unified. Users without access will request their Faculty or Department Administrative/Finance Officer to raise Requisitions and POs ‘on behalf of’
  • Requisitions will be linked to a project, task and natural account number which will add project billing details to requisition. Mapping of existing cost centres to new project numbers will be available at go-live
  • Procurement Requestors will now be able to amend, recall and reassign requisitions before and after approval. If a requisition is amended it may require further or subsequent approval
  • Creation of Purchase Orders will be performed via approval of a requisition. Once a requisition is approved Unified will automatically generate Purchase Order and send to supplier
Finance: Purchase Orders Amendments to Purchase Orders MUST be performed via requisition in Unified and resubmitted for approval

 

What benefits will employees see for Phase 1?

Having one place to go for key HR (and procurement) activities allowing Employees to interact with HR in a more seamless way, without having to understand the processes or who does what in HR.

  • Access from mobile devices
  • Modern user-focused experience
  • Real-time and accessible information
  • Self-serve using HR Help Desk to access HR knowledge base
  • If unable to self-serve, submit service requests for HR enquiries
  • Increased productivity and engagement

With online systems and workflow automation, managers are able to reduce their time spent on administrative tasks.

  • Visibility of whole team calendar, by week or month
  • Enhanced transparency of tasks, requests and approvals
  • Streamlined approval workflows

 

Changes to the HR Reception

With the introduction of Unified and an online HR Help Desk, HR will no longer operate a walk-in Reception in Building 36.

As a result the following service points will be moved:

  • Staff Cards and Parking Permits – From 3 August these will be issued and collected from a dedicated staff desk at Student Central (located on the ground floor of Building 17). Please note, paid parking is not required until September
  • AVIS Hire Cars – will now be collected and dropped off from the Distribution Service Dock at Building 31B. You can find more information here
  • Credit Card Collection – Please collect your credit cards from Financial Services (located on Level 4, Building 36). You will be notified when your card is ready.

If you have documentation that you would like copied or verified, please contact Human Resources via the Help Desk and they will be happy to assist you.

 

Where can I go to for more information on Unified?

Please visit:

We have also created a suite of demonstration videos of Unified processes and general navigation that live on the UOWNow YouTube channel. The videos can be viewed below:

Please get in touch with project-unified@uow.edu.au if you have any questions.