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What is the purpose of the Admin - Employee role?

The purpose is to have display only access to HR Master Data.

What types of display access to HR Master Data may teams within WA Health require?

There may be derivatives of this role depending on the types of display access to HR Master Data which teams within WA Health may require.

What role oversees the overall rostering for staff?

Admin - Rostering

Which groups do not need access to the ECP system as part of their role?

The groups that do not need access to the ECP system are: Manager, Admin - Establishment Team, EC Super User, Inoculation Nurse, Infection Control and Prevention, Medical Practitioners (Account Code, Position Titles), Country Relief Managers, Country Relief Applicant, Country Relief Admin, Patient Safety, Legal Services, Medical Credentialing and Workforce, and Emergency Management Committee.

What will be completed by the end of the Design stage?

The EC Payroll Roles workbook

What are the three categories of permission groups for UKG Dimensions?

1. Employee permission groups (Can only view information about themselves), 2. Manager permission groups (Has access to view other users’ information and perform ‘manager’ type tasks), 3. [unknown category]

What determines the automatic assignment of Employee and Manager Permission Groups to users?

The role they perform and their employment type

What are the sub-permission groups in the Employee Permission group?

The sub-permission groups in the Employee Permission group are employees required to clock in and out, and employees not required to clock in and out.

What are some key tasks that the user is responsible for?

The user is responsible for updating their punch times, viewing their own schedule, viewing and editing their own timecard, and submitting requests.

What is the task that the person will be responsible for?

Punching.

What are some tasks that users in the 'PSS employees' user group can do?

PSS employees can view their own schedule, view their own timecard, submit requests, and approve their own timecard.

What does the phrase 'level of permissions' refer to?

The phrase 'level of permissions' refers to the different levels of access or authority granted to individuals or user accounts.

What tasks can a Manager Level 4 perform?

A Manager Level 4 can view schedules, timecards, run reports, and view dataviews.

What tasks can a Level 6 Manager perform in relation to scheduling?

A Level 6 Manager can view the schedule and run reports & view data views, but cannot post (publish) the schedule or action schedule requests.

What are the key tasks mentioned in the text?

The key tasks mentioned in the text are creating and maintaining the schedule, actioning schedule requests, and posting (publishing) the schedule.

What are the key tasks of a Manager Level 8?

The key tasks of a Manager Level 8 are creating and maintaining the schedule, posting the schedule, and actioning schedule requests.

What tasks can a Manager Level 9 perform?

Manager Level 9 can perform all the same tasks as Level 6.

What is the responsibility mentioned in the text?

Responsible for timecard sign off.

What are some of the key tasks mentioned in the text?

Scheduling, Managing exceptions, Actioning requests, Timecard sign off

What are the different permission groups described in the text?

The different permission groups described in the text are: Admin - Payroll Ops, Manager / PRADO, Technology Support Officer, and Super user.

Which Permission Groups do not need access to the UKG Dimensions system?

Admin - Establishment Team, Inoculation Nurse, Infection Control and Prevention, Medical Practitioners (Account Code, Position Titles), Country Relief Managers, Country Relief Applicant, Country Relief Admin, Patient Safety, Legal Services, Medical Credentialing and Workforce, Emergency Management Committee, Admin - Employee Data Display Only

What are some of the roles mentioned in the text?

Committee, Admin - Employee Data Display Only, Overpayment, Manager Payroll Support, Payroll Reporting, Recruitment QA Consultant, Payroll QA Consultant, Certification Consultant, Admin - Workforce Planning

What is the purpose of the UX workbook?

The UX workbook will be completed at the end of the Design phase based on workshops and current understanding of processes and structures.

What will happen during the project Implementation stage?

Further design activities will be held to refine the process for managing allowances that have differing delegation tiers of approval.

How will users access the User Experience (UX) HRMIS?

Users will access the User Experience (UX) HRMIS through kiosks located at major sites.

Who will use PC Access?

All employees that have a Health PC, including managers, office staff, and executives.

What are kiosks?

Kiosks are devices that will be installed at prominent points in WA Health offices and buildings.

What are some functionalities that can be accessed using the Kiosks in UKG Dimensions?

Some functionalities that can be accessed using the Kiosks in UKG Dimensions include clocking in and out, reviewing schedule and timecard, requesting shift swap, requesting to work an open shift, updating availability, and requesting leave (excluding reviewing leave balances).

What is one way to reduce the risk of queues forming at the kiosk?

Reducing the functionality of the kiosk (e.g., to clock in and clock out only)

What are the different methods for accessing the Kiosk?

The different methods for accessing the Kiosk are biometrics, swipe card, and facial recognition.

What features of UKG Dimensions ESS are available through the Kiosk?

The majority of UKG Dimensions ESS is available through the Kiosk, including the ability to initiate a leave request.

What functions are performed using MSS (Manager Self Service)?

Functions such as creating and allocating shifts (rostering), approving timesheets, etc.

Who is expected to have access to a Health PC?

All people managers and some non-people managers

Where can users access the SuccessFactors EC and UKG Dimensions landing pages?

Users can access the SuccessFactors EC and UKG Dimensions landing pages through a browser session on their PC.

How will users be authenticated when accessing these resources?

The users will be authenticated against WA Health's Microsoft Azure Active Directory.

What functionality can be accessed from the landing pages?

The landing pages provide access to other functionality and the reporting dashboard.

What are the supported desktop browsers for accessing SAP SuccessFactors and UKG Dimensions?

The supported desktop browsers are Google Chrome, Microsoft Edge, Mozilla Firefox, and Safari by Apple.

How can users access UKG Dimensions from their mobile devices?

Users can access UKG Dimensions from their mobile devices by downloading the application from Apple Store for iOS devices or Google Play for Android devices.

What mobile devices are supported for accessing SuccessFactors EC?

The supported mobile devices for accessing SuccessFactors EC are Safari by Apple for iOS 13.0+, Google Android 7.0+ default browser, and Google Chrome for Android.

What will be used to authenticate users in the application?

The authentication against the Heath Network.

Can users access all HRMIS functionality from their mobile devices?

Yes, users can access all HRMIS functionality from their mobile devices that they are authorised to access.

What is concurrent employment in the context of Heath?

Concurrent employment refers to the situation where employees hold multiple positions within Heath.

How does SuccessFactors EC handle employees with concurrent employments?

SuccessFactors EC creates multiple employments, one for each position held.

What are some examples of data that is shared across employments?

Some examples of data that is shared across employments include personal information and address details.

What data is specific to the employment in Employee Central?

Organisation assignment and compensation details

What is the unique identifier for each person in Figure 3?

Person ID external

How does the user id change for people with multiple employments?

The user id changes by adding a tilda (~) and a number to the end of the HE number.

What is the primary unique identifier for a person in the HRMIS solution architecture?

The primary unique identifier for a person in the HRMIS solution architecture is the HE number.

What is the Person ID External used for in SuccessFactors EC?

The Person ID External is used to identify the person across the application.

What functionality will UKG Dimensions utilize to manage Concurrent Employment?

The functionality of 'Multiple Assignments'

What are some of the features of the Employee Record with Multiple Assignment?

Some of the features of the Employee Record with Multiple Assignment include separate home labour category assignments, separate reporting manager per assignment, separate wage rate and assigned work rule per assignment, separate set of custom fields per assignment, separate employment term per assignment, and separate schedule group per assignment.

What transactions can be nominated at a position level in the HRMIS solution architecture?

Scheduling shifts, taking leave, requesting allowances, and registering time off.

What happens if no position is entered when assigning a transaction?

The transaction will be assigned to the employee's default position.

What is the purpose of the Central Person (CP) ID?

The purpose of the Central Person (CP) ID is to link together the person records of employees with multiple assignments.

How does the user select the Central Person ID in SF EC?

The user selects the Central Person ID using the HE number.

What is the purpose of using the Central Person ID in payroll processing?

The purpose of using the Central Person ID in payroll processing is to link all employments for a person together and calculate tax and benefits as required.

How will planned higher duties be managed in Employee Central?

Planned higher duties will be managed in Employee Central using the standard Higher Duties functionality with some enhancements.

Under what circumstance will shorter duration Higher Duties be entered in SF EC?

To ensure that workflows are sent to the person performing the short duration Higher Duties.

What does the standard Planned Higher Duties functionality do?

The standard Planned Higher Duties functionality calculates the Higher Duties allowance and assigns the person to the acting position for a specified duration.

What happens when an employee is performing Higher Duties?

When an employee is performing Higher Duties, they inherit all attributes of the role/position they are performing, including inheriting the delegation tier of the position for the duration of their Higher Duties.

What is the purpose of using UKG Dimensions for managing unplanned higher duties?

The purpose is to manage the requirement of unplanned / ad-hoc higher duties to an employee.

What does the designated manager have access to?

A list of codes that describe the rate to be applied

What happens when the hours are integrated to ECP for payment?

The hours at the higher rate will be split into two separate wage types with the hours paid to the employee at normal rate and a higher duties allowance created for each wage type.

What can employees request or managers insert against an employee's schedule or timecard?

Employees can request or a manager can insert an allowance.

What is Payroll Certification?

Payroll Certification is a legacy process where each manager is required to Certify the payroll payments for each of their employees in order to comply with WA Treasury Instruction 308.

Why was this process defined?

To reduce the risk of error or fraud caused by manual data entry and to ensure all data entered has been approved and validated.

When was the PCS process performed in the legacy applications?

The PCS process was performed after payroll results were generated and after the payments had been made.

What is the potential consequence of underpayments?

The consequence of underpayments could result in an off-cycle payroll required.

Who will certify the change of data on data entry within the HRMIS solution?

The line manager

What does the approval process in the payroll certification process involve?

The approval process involves signing off Timecards in rostering to certify the hours the person worked.

What happens if the manager does not sign off on the employee's timecard?

The employee will still be paid based on their timecard.

What happens to unapproved hours worked outside of the schedule?

Unapproved hours worked outside of the schedule will not be paid and would need to be treated as an adjustment in the next period.

What is agency nurse management?

Agency nurse management is the process of offering nursing shifts to external agencies and filling those shifts with external nurses.

What is the first step in filling unallocated shifts according to the text?

The first step is for the rostering manager to offer the shifts to nurses within the ward with the relevant skills, qualifications, etc.

What is the third step if an allocation is not yielded?

To offer the shift to casual pool staff with the relevant skills, qualifications, etc.

What is the purpose of offering the shift to a dummy employee?

The purpose is to allow NurseWest to pick up the vacant shift and offer it to their own casual staff who are available and qualified.

What is the process if no casual employee is found to fill the shift?

The Agency Nurse Management process is entered.

How will the agency respond to the vacant shift?

The agency will review the shift and search for nurses they employ who can fill the shift.

What does NurseWest do if the nurse proposed to fill a shift is rejected?

NurseWest provides the rejection back to the Agency and re-offers the shift.

Who allocates the shift to the Agency Nurse?

NurseWest

What happens if no suitable nurse is allocated from the agency selected?

The shift is offered to the next agency on the list until a nurse is allocated or all agencies have been exhausted.

What is the purpose of the enhancement mentioned in the text?

The purpose of the enhancement is to automatically transfer a shift to the next agency if it is not filled after a set time period.

Who can manually allocate the shift without waiting for the specified time?

NurseWest

What components are used to deliver the leave management solution?

UKG Dimensions, Employee Central Payroll, Deloitte PeopleForms, and a custom leave application.

Why is this design approach used?

No single solution currently caters for the leave requirements.

Which integration is responsible for updating attendances, absences, and substitutions?

UKG ECP Integration

What is the purpose of the custom app (ECP)?

The purpose of the custom app (ECP) is to contain the business logic for the form v1.0 and handle the approval or rejection of leave requests through the UKG API.

Where is the api call raised?

The api call is raised within the custom app.

What is the system of record for leave requests?

UKG Dimensions

What serves as the middleman between the different solution components?

The custom leave component

What are the two things that the validation process checks for in relation to leave?

The validation checks if the employee has sufficient leave balance and whether a certificate is required for the leave type.

What happens if the leave validation raises errors?

The leave request gets auto-rejected and the UKG Dimensions leave request is set to rejected.

Where will the workflow request be accessible for the approver(s)?

The workflow request will be accessible within the SuccessFactors to-do list.

What system sends the timecard for the current period containing approved leave to the payroll environment?

UKG Dimensions

What will be used to query the current and projected future leave balance of an employee?

An additional form in Deloitte PeopleForms

What does the first part of the campaign creation process allow a manager to do?

The first part allows a manager to create a shortfall campaign.

Who will have access to the Employee Self-Service report?

Eligible employees (e.g. All Casuals in NurseWest)

How can employees apply for the position?

Employees can apply for the position via an Employee Self-Service portlet in Employee Central.

Who will receive a notification once the manager has reviewed the candidates and made their selection?

The employee

What is an example of a specific requirement for a position within HRMIS?

A position in a paediatric ward must hold a valid Working With Children certificate.