Search HRS:
Frequently Asked Questions
How many employees are there in the UW System?
Approximately 67,000 people are paid by UW System within a given month during the academic year (including student-hourly employees).
How secure will HRS be and what is the UW System doing to ensure all data will be protected?
The HRS Security Team is working to ensure the safety and security of employee data in HRS. Security is comprised of multiple layers. Securing the HRS data requires an evaluation of the hardware, software and the flow of data in and out of the HRS system. Throughout the project, the Security Team will identify, develop and implement Information Technology (IT) controls and procedures according to industry security standards. These standards assure the privacy and assurance of the information stored and processed by the HRS and associated systems.
The implementation of security controls will be documented in a security program. The security program will inform sponsors of all the processes and controls that are compliant with the recommended security best practices. Recommendations will be collected from the sponsors on how to reduce the risk impact and the likelihood for processes and controls that are not compliant. Both the DoIT Application Information Security (DAIS) and Office of Campus Information Security (OCIS) will collaborate with the project to ensure that interfaces between the HRS system and associated applications follow the IT security principles, standard security best practices and regulatory requirements.
What will happen to all the data and information in the current system? Will it all have to be re-entered or it will be lost?
The HRS Conversion Team is planning for the conversion of historical data into HRS. The team is working with the application functional teams as well as Legacy IT resources to help define the scope of the conversion. These activities include defining the sources of conversion data, as well as the amount of history required to be converted for each area of the HRS system to properly function.
The HRS Conversion Team is identifying the appropriate method of converting the different types of data. These methods include programmatic conversion from central and campus based systems, which can be supplemented by additional data collection and then loaded into the system as part of the conversion process. In addition, data cleansing items are being identified that will need to be prioritized and addressed prior to the final conversion into HRS.
The team is also defining control processes to be put in place to ensure the completeness and quality of the data that is converted. These controls, as well as manual verification during the conversion process, will be used to validate the success of the data conversion to HRS.
Why is the UW System creating HRS? Is this project necessary?
The current University of Wisconsin Payroll System has served the University of Wisconsin’s needs since approximately 1975. Approximately 67,000 faculty, staff, student workers, and administrators from all University of Wisconsin institutions are paid through this system. Both technology and the needs of higher education have changed considerably since the Legacy system was implemented. The Legacy system lacks the functionality and efficiency that today’s human resource environment demands and limits the UW’s ability to deliver strategic human resource management capabilities and business process redesign efforts to our stakeholders. Replacing the Legacy system with HRS will result in substantial benefits to the UW System by improving data integrity; increasing standardization of policies, practices, and service delivery; eliminating the numerous institutional shadow systems; and providing self-service to employees. UW System will be implementing Oracle’s PeopleSoft Human Capital Management suite, version 9.0.
Think about maintaining a 30-year-old high-mileage car that is heavily used all day, every day. It can be done, but at what cost and with what reliability? When will some parts no longer be available? When will mechanics who remember how to maintain such cars no longer be working? Also remember that, in the 1970s, there were no anti-lock brakes, no air bags, or other features that we now consider mandatory. Our current payroll systems similarly lack modern features, such as employee self-service.
What will the new system specifically include?
- Benefits administration including: benefit plan procedures, eligibility verification and enrollment management
- Human resources including: affirmative action, compensation, personnel-related budget functions, regulatory features and self service options
- Payroll including: administration, payroll process and management of time for a more efficient payroll operations
- Time/Leave management including: employee and managerial planning of leave
What is the value of benefits/retirement that might be managed through HRS?
Employee Trust Funds, not the University, manages benefits/retirement. However, the HRS Team is working with ETF to create a system able to work more efficiently with ETF.
What is the history of implementing a similar system?
There was a failed attempt to implement a new system in the past due in part to a lack of understanding of the magnitude and complexity to implement a system.
What did UW System learn from that attempt?
Project governance and management has created a much clearer understanding of the features they want in the system from the outset of the project; clarified the degree to which the features are compatible with the software; clarify what the system will not provide; and produce a detailed implementation plan including key dates and funding requirements.
What other peer institutions are using PeopleSoft for their human resource, benefits, and payroll needs?
Several other institutions that manage populations similar in size and complexity to UW System campuses use PeopleSoft for HR. These include the California State University System, Arizona State University, University of Missouri System and the University of Missouri-Columbia, University of Maryland, and the University of California at Berkeley. Other institutions using PeopleSoft for HR include the University of Michigan, University of Minnesota, University of Georgia System, University of Florida, Stanford, Boston College, Princeton, Columbia, Harvard, Cornell, Vanderbilt, and Washington University in St. Louis.