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Resources

Human Resource Information System

Questions or Comments?

If you have questions or comments about the HRIS, please email Jack Shapiro, HRIS Project Manager, or Shaneesa Ferguson,  Project Lead.

The Human Resource Services team is modernizing our HR tools to better support employees.

As part of our commitment to process improvement and service focus, we’re implementing a comprehensive Human Resource Information System (HRIS). Our new HRIS will allow us to combine our existing tools and processes to streamline our HR strategies across the College and will become a single source for all HR-related data.

With a new HRIS, our processes will improve related to payroll compensation, leave and benefits administration, attendance, recruitment, onboarding, training, professional development, and more.

Project Phases

Implementing a new HRIS is a complex process that takes time – and we’re determined to get it right. This project will be delivered in two phases. We are currently in Phase One.

As we move through the project, we’ll regularly update you on the status of our new HRIS, highlight exciting features it has to offer, and explain how the new system will better support you in your role.

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Phase One (November 2020 – February 2022)

What employees can expect during this phase:

All payroll-related functionality, the Employee Portal, and the Manager Portal will be implemented during this phase. These features will allow you to quickly and easily access your information with little to no assistance from our HR team.

Employees can expect to be trained on how to use the new HRIS sometime in fall 2021.

What our HR team is working on during this phase:

During this stage, we’re undertaking critical next steps in the process, including migrating and converting existing data into the new HRIS. As our new HRIS takes shape, we’ll be testing a variety of functionalities as we prepare to go live with most features as early as February 2022.

As well, we’re working with the Centre for Learning and Program Excellence to design a training process so employees feel prepared and informed on how to use the new HRIS once it’s ready.

Phase Two (March 2022 – November 2023)

What employees can expect during this phase:

Employees will continue using the Employee Portal, and supervisors will continue using the Manager Portal, to carry out their ongoing HR activities. More exciting new features will be unveiled as they become available.

What our HR team is working on during this phase:

We’ll be adding features to the new HRIS related to health, safety, wellness, professional development, and talent management. Throughout this work, we’ll continue migrating and converting data into the new system and testing functionalities as they’re built.

Frequently Asked Questions

What is a Human Resource Information System (HRIS)?

An HRIS is a centralized database that stores employee HR related information (e.g. compensation, benefits, vacation balances, etc.). With a new HRIS, our processes will improve related to payroll compensation, leave and benefits administration, attendance, recruitment, onboarding, training, professional development, and more.

Why are we implementing a new HRIS?

A new HRIS will allow us to combine our existing tools and processes to streamline our HR strategies across the College. This means our processes will improve related to payroll compensation, leave and benefits administration, attendance, recruitment, onboarding, training, professional development, and more. A new HRIS will better support you in your role.

How will a new HRIS support employees?

Our new HRIS will have information on payroll compensation, leave and benefits, attendance, recruitment, onboarding, training, professional development, and lots more. Two neat features of our new HRIS will be the Employee Portal and Manager Portal – these self-serve functionalities will allow you and your supervisor to access HR related information more quickly and easily.

When will the new HRIS be available?

This project will be delivered in two distinct phases, and in phase one, we’ll be implementing all payroll related functionality. As a result, we anticipate employees can start using many functions of the new HRIS, including payroll/time entry, as early as February 2022. Phase two functionality, which includes recruitment, health and safety, and learning and development will begin sometime later this year.

Will employees receive training on how to use the new HRIS?

We anticipate employees can start using many functions of the new HRIS, including payroll/time entry, as early as February 2022. We’re working with the Centre for Learning and Program Excellence to design a training process so employees feel prepared and informed on how to use the new HRIS once it’s ready. Employees can expect to be trained on how to use the new HRIS sometime in fall 2021.

What is the Employee Portal?

One of the neat features of our new HRIS will be the Employee Portal. This self-serve function will allow you to quickly and easily access information you would typically need Human Resource Service’s assistance with. As an example, you’ll be able to view your information online and make changes on the spot without having to call in, email, or deliver forms to the office.

What is the Manager Portal?

The Manager Portal will allow supervisors to work more independently, granting them quick access to reports and team information they would typically need assistance from Human Resources Services. For example, supervisors will be able to log into the system and see their team’s vacation, sick leave, overtime balances, and more, allowing them to make quick informed decisions.

What other features will be included in the new HRIS?

Our new HRIS will have many other features and store information related to the following:

FeatureDescription
AdministrationUser profiles, usage, login, monitoring
Employee managementEmployee record management, position management, absenteeism tracking, labour relations, reporting
PayrollCompensation, salary administration, salary and bonus review, job evaluations, automatic step increases, salary protection, total compensation statements
BenefitsGroup benefit administration, automated insurance, eligibility and premium management, online benefit enrolment, flexible benefits
Workforce managementTime entry, attendance
Health and safetyIncident tracking and reporting, work accident administration, provincial reporting, corrective action monitoring
WellnessIllness and injury tracking, disability management, medical testing administration, medical restrictions
Learning managementEmployee training history, job training program definition, automated employee training status tracking, online enrollment, employee license tracking
Talent managementOnline recruitment, applicant tracking, performance evaluations, succession planning, career planning, skills inventory, job profiles and matching