Automating and improving HR processes

UCT’s Human Resources department (HR) is on a mission to improve administrative processes, enhance and unify training management, and revamp recruitment processes at the university. These key objectives drive the department’s Success Factors project, which has been quietly working behind the scenes to bring about major improvements for UCT.

The project will use automation to make HR processes more user-friendly, while also reducing the risks of manual processing. Two of the project’s elements run on the SAP Cloud Platform’s SuccessFactors extension package, which informs the project name.

The project’s main streams are:

Employee Self-Service (ESS) ESS will reduce paperwork and simplify the workflow for high-volume employee processes, such as leave forms, receiving monthly payslips and accessing IRP5s.

ESS won’t run on the SuccessFactors platform, but it does form part of HR’s overall automation drive.
Learning Management System (LMS) The LMS will consolidate the booking and administration of formal training initiatives taken up by staff. The stream covers training provided by ICTS, the Research Office, the Staff Learning Centre, the Centre for Higher Education Development (CHED), Finance, Student Support Systems and Health and Safety Services.

The LMS will also enhance UCT’s ability to provide government-required annual reports, such as skills-development reporting.
E-recruitment This stream will move UCT from manual recruitment processes to an integrated online solution for our end-to-end recruitment process.

In addition to enhancing and streamlining the recruitment process, e-recruitment will also promote a more proactive approach to attracting internal and external talent.

It will improve the timeframes for the recruitment processes and reduce the time taken to fill vacancies.

Project timelines

The Success Factors project commenced in 2017 and HR aims to wrap it up by mid-2019.

Employee Self-Service
(to be phased in during 2018)
The ESS drive has already implemented online viewing of staff payslips and IRP5 certificates.

The current focus is on automating leave processes. This functionality is being piloted in several UCT departments at present. After this, it will be phased in to all other departments and faculties on campus.
Learning Management System
(due end 2018)
Training providers on campus have been working together to bring the LMS to campus by end of 2018.

The implementation will follow a ‘big bang’ approach – immediately replacing existing training management processes once the system is ready to use.
(due mid-2019)
Work will begin immediately after the release of the LMS, and we hope to have the system in place by mid-2019. Training and support will be provided closer to the implementation date.

How will it affect me?

With the implementation of each new system at UCT, both staff members and managers will need to change the way they do things. For example, instead of printing and signing leave forms, staff members will simply fill out an online form and their manager will be alerted to the application via email. A link in the email will allow for quick and easy approval.

The HR department says that although there will be a learning curve, the benefits of the new systems will make life far easier in the long run for members of the UCT community.

The department will provide ample training and documentation to get staff members up and running on each system, along with ongoing support going forward to ensure that everyone is able to do everything they need to do within the HR online environments.

What happens next?

The teams involved with each stream are working hard to develop the new processes and procedures associated with the new systems. As each module nears implementation, HR will provide more information on what is changing, how it will benefit staff members, and what will need to be done differently.

In the meantime, keep an eye out for further communications updating you on the progress of these projects.

Page last updated: 11 September 2018