The UT uses multiple systems for personnel and payroll administration, including Oracle HR, the system for the annual performance appraisal and Absenteeism alert. This multitude has meant employees have indicated they have trouble knowing what needs to be entered where. It also causes issues with controllability, which is the reason why we want to curb the number of systems and simplify usability, particularly for managers and employees. A procurement process was initiated over the past period to search for an integrated HR and Payroll system. After extensive assessment of the various solutions, AFAS was selected. The kickoff of the project was in Leusden last Monday, January 20. During that day, colleagues were able to get to know AFAS and the future system in more detail. The entirety of 2020 will be used to implement and meticulously test the system.
Within the university, we continuously strive for improvement of our processes and reducing the administrative burden, utilising the ever-growing capabilities of digitalisation as much as possible. The end of the technical service life of the current HR system Oracle eBS offers us the opportunity to enhance the quality of the process execution as well as the level of the services offered to users. Moreover, the UT expressly prefers the new system to be a single integrated system.
Multiple client meetings were undertaken to determine the key principles, and a core team arranged inspiration tours to OLVG and InHolland. Subsequently, more than 30 assessors from all areas of the organisation tested the various solutions on offer during the procurement process and the AFAS option was a unanimous decision.
New system based on best practices
The significant difference between the new AFAS system as opposed to the current HR systems is that it is a SaaS solution; a Software as a Service solution. This means that there is no need for us to purchase the system, and that application management, maintenance and updates are looked after by AFAS. The result is that we will have to say goodbye to the possibility of customising the system entirely to UT requirements; we will have to opt for more standardisation through the supplier’s so-called best practices. The presence of a multitude of customisation might seem to require a separate system component, but experience has taught us the results are unnecessarily complex, impractical and expensive in the end.
AFAS is currently being implemented by the RUG and TU Eindhoven, while MST and the municipality of Amsterdam are already using this system.
New HR system, the second improvement towards enhancing the UT system landscape
The optimisation of our HR system means that the UT - after the procurement of a new and modern purchasing system - has taken a second step towards system landscape optimisation. Over the coming years, three operational management systems are set for improvement: The procurement of a Finance system is due soon.
The aim of the system landscape rejuvenation is to alleviate the administrative burden on UT employees and to improve system controllability. Simplification, accessibility and quality accountability at supplier level contribute to this aim.