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<\/a><\/p>\nThe Mint also wanted to have up-to-date, strategic data and information\u00a0for its 1,270 employees that was\u00a0readily available, so management decisions\u00a0could be based on solid facts.\u00a0\u201cIt\u2019s very important for management\u00a0to be able to access information\u00a0quickly and that they\u2019re able to make\u00a0strategic decisions after that,\u201d<\/em> says\u00a0Julie Sylvestre, senior HR director at\u00a0the Mint.<\/p>\n\u201cAt the time, management was\u00a0asking questions (of) HR and it could\u00a0take us hours to provide them with\u00a0the information. The integrity of the\u00a0information was questionable too.\u201d<\/em><\/p>\nSo Sylvestre and her HR team developed\u00a0a set of more than 400 criteria\u00a0the new system would need to\u00a0support for the Mint\u2019s 935 employees\u00a0in Ottawa and 335 employees in\u00a0Winnipeg.\u00a0\u201cImagine developing 400 criteria,\u201d<\/em>\u00a0she says. \u201cIt was a lot of work, but it\u00a0was necessary.\u201d<\/em><\/p>\nOne key criterion was the service\u00a0provider needed to not only be an expert\u00a0in IT software but have extensive\u00a0experience in HR.\u00a0\u201cMost of the problems you have are\u00a0not always IT problems, they\u2019re more\u00a0about HR,\u201d<\/em> says Sylvestre.\u00a0\u201cWe wanted to \u00a0make sure that if we\u00a0have to phone the supplier \u2014 even if\u00a0we have a problem at eight o\u2019clock in\u00a0the evening \u2014 we want to speak to\u00a0someone who has the HR expertise.”<\/em><\/p>\nThe Mint ultimately chose the latest\u00a0version of V.I.P. from \u00a0Montreal-based\u00a0HR software provider D.L.G.L.<\/strong><\/p>\n\u201cWe cover the big areas, like HR,\u00a0payroll, pension administration,\u00a0workforce management, scheduling,\u00a0talent management, learning\u00a0management, health and safety and\u00a0a series of portals for the manager,\u00a0the employee and even the pensioner,\u201d<\/em>\u00a0says Brian Stuart, director of\u00a0D.L.G.L.\u2019s client ROI maximization\u00a0program.<\/p>\nWith the new HRMS, most of the\u00a0transformations were completed in\u00a0less than one year, says Sylvestre.<\/p>\n
\u201cNow, managers can see the\u00a0professional data on each of their\u00a0employees through their manager\u00a0portals and an employee can have\u00a0similar access through the portal and\u00a0have information on their own file,\u201d\u00a0<\/em>she says.\u00a0\u201cIt\u2019s really to ensure that the Mint\u00a0can operate on a modern, up-to-date,\u00a0integrated system that will support\u00a0decision-making for years to come.\u201d<\/span><\/em><\/p>\nModernizing the Mint\u00a0<\/strong><\/p>\nWhile most people might not think\u00a0of the Royal Canadian Mint as modern\u00a0or up-to-date, the needs of the\u00a0organization are similar to those of\u00a0workplaces across the country, says\u00a0Sylvestre.\u00a0\u201cWe do business with more than\u00a025 countries,\u201d <\/em>she says.\u00a0\u201cWe have lots of management staff\u00a0that need to travel on a regular basis,\u00a0so just being able to approve their\u00a0timesheet through their BlackBerry\u00a0or iPad was key for this project.\u201d<\/em><\/p>\nThe mobile capability of the software\u00a0allows the Mint\u2019s managers\u00a0greater freedom. Employees can\u00a0access the system from almost anywhere,\u00a0says Sylvestre.\u00a0Integrating mobile access was an\u00a0essential component, says Stuart.\u00a0\u201cWhat we\u2019ve done now with our\u00a0application is to ensure every part\u00a0of our application \u2014 whether you\u2019re\u00a0the paymaster running pay or just the\u00a0employee consulting information \u2014\u00a0it\u2019s available on a mobile device.\u201d<\/em><\/p>\nMoving to a new system also provided\u00a0an opportunity for the Mint to\u00a0move its entire time and attendance\u00a0system online. However, this also\u00a0posed a problem because many employees\u00a0are not computer-based.\u00a0Sylvestre estimates 200 employees\u00a0in Winnipeg and 550 in Ottawa do\u00a0not have consistent computer access.\u00a0They work in factories where coins\u00a0are minted or the workers are out on\u00a0the road making deliveries.<\/p>\n
To solve this problem, the Mint\u00a0created two computer areas in the\u00a0cafeterias at both the Ottawa and\u00a0Winnipeg locations. Employees who\u00a0need access to those computers are\u00a0given access cards so they can review\u00a0and edit their accounts from remote\u00a0locations, including in the cafeteria or\u00a0at home.<\/p>\n
\u201cThat was a big change for this organization,\u201d\u00a0<\/em>says Guylaine Cadoret,\u00a0senior manager of total compensation\u00a0and HRMIS at the Mint, and project\u00a0lead of the V.I.P. implementation.\u00a0\u201cWe also had people that were still\u00a0receiving paper paycheques \u2014 they\u00a0were not receiving pay stubs, they\u00a0were actually receiving their own\u00a0paycheques every two weeks.\u201d<\/em><\/p>\nAnother key benefit the Mint has\u00a0found with the new system is its\u00a0ability to speed up the salary review\u00a0process.\u00a0\u201cIt used to take us six to seven\u00a0weeks to do the whole process of\u00a0salary review for non-unionized employees\u00a0and, with the implementation\u00a0of the automated features in the V.I.P.,\u00a0we\u2019ve got it down to three weeks,\u201d<\/em> says\u00a0Cadoret.<\/p>\nThe success of the implementation\u00a0is largely because of the commitment\u00a0made by HR and payroll, says\u00a0Sylvestre.\u00a0\u201cWhen we\u2019re talking about assigning\u00a0people to work on this project\u00a0full-time, other employees had to take\u00a0on additional responsibilities during\u00a0that period,\u201d <\/em>she says.\u00a0\u201cThat played a key role in the implementation\u00a0of the system.\u201d<\/em><\/p>\nShe recommends any organization\u00a0looking to implement a new system\u00a0dedicate a team solely to the project.\u00a0That team will then train the rest of\u00a0HR and payroll on the system so they\u00a0are prepared to field questions from\u00a0employees at every level.\u00a0\u201cIt was important to make sure HR\u00a0was equipped with an understanding\u00a0of the change management plan before\u00a0we informed management and\u00a0before we informed key (stake)holders,\u201d\u00a0<\/em>says Sylvestre.\u00a0\u201cEvery time we had an information\u00a0session, they were the first ones to get\u00a0the information so that they understood\u00a0and could communicate to others\u00a0all of the impacts.\u201d<\/em><\/p>\nThe team at D.L.G.L. also acknowledges\u00a0the Mint\u2019s decision to dedicate\u00a0a four-person team strictly to the\u00a0implementation had a real impact on\u00a0the success of the project.\u00a0\u201cThey put the people who were\u00a0most expert in the business knowledge\u00a0on the (implementation) team\u00a0and then backfilled those positions\u00a0to make sure they were dedicated to\u00a0it,\u201d<\/em> says Stuart.<\/p>\nSupport from senior management\u00a0also contributed to the smooth implementation,\u00a0say Sylvestre and Stuart.\u00a0\u201cThere are always things that you\u00a0run into with a project, things that\u00a0need to be addressed,\u201d <\/em>says Stuart.\u00a0\u201cWithout having the senior management\u00a0behind them and supporting\u00a0them, things can be a lot more\u00a0difficult. So this was a really good\u00a0group that was really dedicated to\u00a0the project.\u201d<\/em><\/p>\n <\/p>\n","protected":false},"excerpt":{"rendered":"
Close inspection: Royal Canadian\u00a0Mint polishes HR, payroll system By\u00a0Zachary Pedersen Canadian HR Reporter June 4th, 2014 Corporation came up with<\/p>\n","protected":false},"author":2,"featured_media":470,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2],"tags":[125],"class_list":["post-399","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-client-news","tag-saas-en","comments-off"],"_links":{"self":[{"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/posts\/399","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/comments?post=399"}],"version-history":[{"count":17,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/posts\/399\/revisions"}],"predecessor-version":[{"id":502,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/posts\/399\/revisions\/502"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/media\/470"}],"wp:attachment":[{"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/media?parent=399"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/categories?post=399"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/buzz.dlgl.com\/en\/wp-json\/wp\/v2\/tags?post=399"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
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