HR Transformation
We recognise the need for a modern, sustainable HR service system that makes it easier for managers and staff to do everyday tasks more efficiently, making making HR-related tasks quick, accurate and more automated.
Together with a new way of delivering HR services, we can focus more time on adding value through our well-regarded partnering and advisory expertise. Our HR service model will change over time to reflect these needs.
Our current HR system, ResourceLink, will reach ‘end of life’ and will no longer be supported by 2027, meaning we have started planning to ensure we have a working system by 2027 to support payroll, pensions and people data and processes.
However, we are going further than simply replacing one system with another (investment with limited return) by taking the opportunity to transform how we operate in the HR and people data space by asking ourselves - how we can embrace new technologies and improve the end user experience while creating efficiencies in the way we are organised and work?
The target delivery date for new system 'Go Live' is March 2027.
What we want to achieve
We want to create a sustainable HR service model that is agile and fit for the future, facilitated by a digital system that delivers the needs of our users.
- We are simplifying our HR processes so they are less manual, more efficient and easier to use, reducing multiple data entry points.
- We will remove the current complexity of multiple systems, replacing them with a single system integrated with Finance.
- Repetitive everyday tasks will use standard automated processes across the University, freeing up valuable time and resource for teaching and research.
- Our HR colleagues will do less repetitive, manual processes enabling them to fulfil advisory and support roles.
Why are we making changes?
- We are making our policies easier to understand.
- We are simplifying our procedures and recording processes such as our sickness management which is due to change in early 2025.
- Kronos, the time and attendance system used by DTEF will be replaced by December 2025, before it reaches end of life. This is a temporary change which will be updated when the ERP is being configured.
- We will start working with departments in 2025 to develop new ways of working.
How will we achieve this?
- By implementing a new Enterprise Resource Planning (ERP) system capable of supporting our data, processes and reporting needs across the full employee lifecycle.
- We have a combined HR and Finance Transformation Programme team which is responsible for the purchase, implementation, testing and release of the new system.
What the programme covers
The Programme covers all HR and payroll activities, including managing the people data elements.
- Functions will be configured in two phases. The core HR admin, leave, time and attendance, starters and leavers, pay and pensions elements will be up and running first. The first pay run for the new system will be early 2027. The second phase will cover learning and development, talent management, learning and development
- While the HR Transformation is focused on HR and Payroll, the joint HR and Finance Transformation Programme will consider the needs of stakeholders across the University and recognise areas where data, technology and business needs overlap with other areas (such as Finance).
Who this will benefit
- Leaders and line managers who manage people, conduct performance reviews, or require people data and insight through reporting and dashboards.
- All staff who use HR services eg for viewing payslips, applying for leave.
- HR colleagues who deliver a service to the University community, and admin support.
Timeline and phases
The programme is expected to deliver a new system by March 2027 and is happening in three phases:
Discovery: we document what HR activities we currently do, and how services operate. This is referred to as mapping the 'as is' current state, and happened during 2024.
Design: we develop an understanding of how we want to deliver our services in the future. This is referred to as 'our desired future state'. This will inform the procurement tender for a systems provider, which is now underway.
Deliver: we refine the Service Delivery Model and configure the digital solution - covering people, process and structures. We anticipate this will begin in October 2025 with the first phase of the new HR system solution implemented by March 2027. We anticipate there will be future phases of HR delivery which we'll confirm once we start working with our technical implementation partner.