Making improvements to HR and IT processes

Friday, 12 June 2015

IT and HR are working on a number of efficiency and effectiveness projects which will bring business improvements to existing internal processes by making the best use of technology.

This will make HR and IT processes for both applicants, staff and reporting managers easier and less time consuming.

Managing annual leave online

Staff will be able to book and approve annual leave online via Employee Self Service. Staff will be able to log in to view their annual leave balance and any agreed carry-over, make and review any annual leave bookings. Reporting managers will be able to authorise leave online. The change will be rolled out to Departments and Schools in four phases across the course of 2015/2016, with the first group being able to access the new system from 1 October 2015.

Introducing electronic timesheets

This project will replace paper timesheets for staff who are paid their salary via timesheets and also staff who submit ad-hoc overtime for payment.  Reporting managers will be able to authorise timesheets online and report on timesheet processes. The project’s roll-out starts with a pilot in the summer and will eventually remove up to 800 paper-based timesheets per month.

Setting up IT accounts for new starters

The IT team will introduce a new User Account Management System in September. The first phase of this work will mean that once a new employee has returned their signed contract acceptance to HR and it has been actioned on the HR/Payroll database Trent, the reporting manager will receive new starter account set-up information via email.  It will also be much simpler to request and receive guest account set up information for visitors via this new system, and perform password resets. 

Improving our recruitment systems and services

The online recruitment project, which is an ‘applicant tracking system’ will enhance and simplify our current service. The project will improve the 'applicant experience' and make the system more efficient for recruiting managers and panel members, improving access to application forms, shortlisting, interview and offer arrangements.

Get involved

Colleagues in Schools and Departments are already supporting us with this work and will be part of agreeing the timescales and transition arrangements as we progress through the next year of our projects.

If you would like to get involved or would like to find out more about the change or timescales please contact

Cherry Bennett, Assistant Director of HR (Operations) for further information about the HR projects; or

Anton Lawrence, Assistant Director of IT (Applications Development & Support) for further information about the IT projects.