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Respond to Unique FHS Requirements

Deliverable: FHS and central HR to identify the transactional work that is common across campus and determine where this work is best done from an efficiency (quantitative) and effectiveness (qualitative) perspective.

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What did we do? 

The Faculty of Health Sciences (FHS) Human Resources team, and HRS collaborated to create a comprehensive work plan for the transfer of accountability for identified workforce data administration transactions from FHS HR to the HR Operations team. This migration was carried out in two phases to ensure a smooth transition. Phase 1 was successfully executed with the focus on transferring transactions related to interim employee groups, including the newly introduced Short Term Employee group in 2021. Building on this success, Phase 2 was implemented to transition the remaining employee groups, with the exception of some functions supporting faculty and clinical faculty given the specialized support required for these roles. 

Outcome – Ensured Payroll was transitioned to be delivered by experts in HR Operations, and Enabled FHS HR to Focus on Delivery of the HR Strategic Partner Model  

Through effective collaboration and high-level coordination of activities at every stage of the process, transactional payroll and workforce administration processing and support was successfully moved from FHS HR to the HR Operations team. Almost 100% of job data, Additional Pay and department budget table transactions have now been transitioned to HR Operations (See Appendix B for further details): 

  • 99% of Job data transactions were processed by HR Operations in 2022-23 as compared to 87% in 2019-20; FHS HR now processes approximately 1% of the job data transactions. 
  • Department Budget Table transactions processed by HR Operations increased from 78% in 2019-20 to 99.7% in 2022-23; as the percentage of transactions processed by FHS HR decreased from 22% in 2019-20 to just 0.21% of all transactions in 2022-23. 

Furthermore, a robust partnership between HR Operations, FHS HR, FHS directors of administration, and the department administration team, has helped advance the transition. The collaborative effort has focused on addressing service clarities and key items such as communication channel, issue escalation path and resolution, other key pay processes and future opportunities for process improvements. The ongoing collaboration will help to continuously enhance transactional efficiency and elevate the standard of service delivery. 

Significant work has also been completed as part of the Special Premium Payment (SPP) initiative. This major initiative is aimed at streamlining departmental and finance processes in FHS. Further details about this project can be found in the Future Initiatives section of this document.