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Communications History

The following offers a comprehensive listing of the various communications VIU has put out about this vital project. 

Emails Sent to All Employees

Watch this special holiday video with a great reminder from AURORA Project Director Andrew Speed. If you think you may have missed some of the Project AURORA communications, you can get it all on the communications history page. For more, as always, you can visit the Project AURORA website. 

Project AURORA Corner

All available training for Project AURORA is currently listed on the training microsite. Check it out and get up to speed. If you think you may have missed some of the Project AURORA communications, you can get it all on the communications history page. For more, as always, you can visit the Project AURORA website.

I would like to begin by thanking everyone who took the time to complete the recent survey regarding Project AURORA. Your feedback is valuable and will be used to inform our communications, training and engagement activities going forward.

Project AURORA has experienced great success to date. The Recruitment module went live in January 2019.  In a few short weeks, our Payroll and HR modules will go live on January 1st. We are pleased with how testing is progressing and are confident these systems will rollout as anticipated. Work will continue on both these modules throughout 2020 to provide additional functionality, ensuring a comprehensive user experience.

 Within the scope of Project AURORA, there are two remaining modules under development, Finance and Student. Originally, these two modules were slated to go-live in the fall of 2019.  As the project progressed, it became apparent there was a need to re-evaluate the implementation timelines for these two modules. The leadership team for Project AURORA has been working in close concert with the various business owners to assess what would be most prudent for the VIU community. As such, we would like to announce revised go-live dates for these modules which are as follows:

  •  Finance module: April 2021
  • Student module: October 2021

There are several reasons for this revision to the timeline. To promote transparency and understanding, below is a summary of the detailed aspects impacting the project and this decision-making process.

 Scope. A fundamental piece of work associated with Project AURORA is ensuring the new system enhances the functionality of VIU’s legacy systems being replaced and integrates where required with the legacy systems that will be maintained. This is a large volume of work for both Enterprise Systems resources and the Project AURORA team. Due to enhanced understanding of requirements at this point in the project and the capacity of the Project AURORA and ES teams, additional time is required for this integration work.

 Alignment with Institutional Timelines. The revised go-live dates are now aligned with institutional timelines. The Finance module go-live slated for April 2021 will coincide with the fiscal new year starting on April 1st. The Student module go-live will align with the start of the annual admissions cycle. In both cases, this will improve the experience for end users and provide for a clean cut-over between Unit4 and legacy systems.

 Fiscal Responsibility. This revised approach to the Finance and Student modules continues to align with VIU’s budget forecasting, as managed by our AVP of Financial Services, Wendy Young.

 Resourcing. This change will further support the Project AURORA team in achieving implementation success while respecting their health and well-being and is aligned with the VIU People Plan and VIU’s values. These revisions will protect our employees from burnout and ensure the proper rest and breaks to create the best possible results for the project.

 I would be remiss if I did not emphasize just how proud I am of our project team. Their diligence, ethic, dedication to quality and positive attitudes have been the driving force each and every day on this multi-year, complex, transformational project. We have an amazing team of problem-solvers ensuring we will have a world-class system going forward.

 Ongoing project information and updates can be found on the Project AURORA website. If you do not find your answers on the website, please send any questions to UBW_help@viu.ca. We are here to support you in answering any outstanding questions. Furthermore, if you would like me to attend any of your team meetings to explain more, please send me an email directly and we can set up a time. I would be thrilled to do so.

Sincerely,
Andrew

Project AURORA Corner

Confused about the acronyms associated with Project AURORA? Watch this acronym video to learn the language. The team adds new videos and training material regularly, so be sure to check back regularly to the Employee Training Videos page on the Project AURORA website. 

Project AURORA Corner

Can't recall what is happening with Project AURORA in January? Watch this video for an easy-to-understand overview. The team adds new videos and training material regularly, so be sure to check back regularly to the Employee Training Videos page on the Project AURORA website.

Project AURORA Corner

Watch this new video to learn how to sign on to your Unit4 Business World (UBW) account when you receive it in January 2020. The team adds new videos and training material regularly, so be sure to check back regularly to the Employee Training Videos page on the Project AURORA website.

The next implementation phase of Project AURORA will take place in January 2020. This is the payroll and base Human Resources* implementation. It features a couple of exciting changes that will affect all VIU employees.

Your Own UBW Account

Everyone will receive a Unit4 Business World (UBW) account. Starting on the January 10, 2020 pay day, this account will display all your pay, personal information such as address, leave requests, deductions, position and tax information. Depending on your role, much more functionality will be built into it over time as all UBW tasks will take place through this account. You will receive instructions on where and how to log in after you return from the semester break.

Right now, much of the information listed above is found in StarGarden – the current VIU Payroll Portal. You will continue to be able to access StarGarden for at least six months after this implementation occurs. However, StarGarden will not be updated with new information as of January 2020. Conversely, you will not find the information currently stored in StarGarden in your new UBW account. If there is anything you feel you may need to retain that is in StarGarden, be sure to download it before StarGarden is retired. The exact date of this is to be determined and you will receive ample notice.

To prepare for this change, please watch this video to learn how to sign on to UBW.

Changing Employee Number

Each VIU employee is going to receive a new employee number. This is because the UBW software does NOT recognize the zero at the beginning of all employee numbers. Watch this video for a complete explanation and to learn what your new number will be.

New Employee Number FAQ

1)      What does a new employee number mean?

It means that all systems that are migrating to UBW during this implementation will use the new employee number. Systems that are not migrating will continue to rely on your old employee number.

Please refer to the following chart that compares StarGarden and UBW.

Items

StarGarden

UBW

Personnel Information

Position Details

Password Change

Pay Slips/T4s

Balances/Accruals

Taxation Information

Banking Information

 

2)      Do I have to get a new employee card?

No you do not. None of the security programming for building access will be affected.

3)      What systems will not be affected?

Dining cards for employees, gymnasium access and benefits access. Although VIU employee numbers are used as an identifier for Manulife (VIU’s benefits provider), nothing will change as this is not a VIU system. The number starting with a zero will continue to be used by Manulife.

4)      Will employee numbers be issued differently in the future?

Going forward, VIU will follow best practices in assigning employee numbers, which means they will begin with a “3” or a “4”.

If you have a specific question not addressed in this FAQ, please send it to UBW_help@viu.ca. We will answer it and add it to the FAQ, which will posted on the Project AURORA microsite.

Training

The changes brought about by this implementation will affect jobs for some VIU employees. A variety of Employee Training Videos and other materials, as well as training sessions are in development and underway. Ongoing support will be provided to these individuals until they are fully comfortable in the new systems. If you anticipate your job will be affected, expect to receive an invitation for a training session soon. If you have not heard by December 1, 2019, please contact UBW_help@viu.ca.

Although jobs will be affected, it is important to remember that these systems are replacing old ways of completing certain tasks. Once training is complete, these systems will not create additional work.

If you have any questions or concerns relating to this implementation, or Project AURORA in general, please email UBW_help@viu.ca.

*Base Human Resources refers to all activities that impact payroll.

Cheers,

Andrew

Project AURORA Corner

Watch this new video to learn how to sign on to your Unit4 Business World (UBW) account when you receive it in January 2020. The team adds new videos and training material weekly, so be sure to check back regularly to the Employee Training Videos page on the Project AURORA website.

This information is also posted on the Payroll home page

In preparation for the implementation of the payroll module of Project AURORA, the Payroll Office will be focusing all efforts on payroll go-live essential tasks. This focus is to ensure the implementation, which takes place on the January 10, 2020 payday for all VIU employees, goes smoothly.

Training and testing on the new system is required for payroll office employees. This will mean increased response times to non-urgent requests now through January 2020. Some services will be temporarily unavailable or restricted. As an example, cost centre changes submitted in December and January will be processed in February.

High priority issues will receive the same attention they always do. If you have one such issue, please contact Payroll Office Manager Francis.VanDenDam@viu.ca or payroll@viu.ca.

We appreciate your understanding and support during this time. The increased capacity this phase of Project AURORA will add to VIU is an important part of streamlining operations and will enable us to be more nimble and efficient going forward.

If you have any questions or concerns, please contact Wendy.Young@viu.ca.

Project AURORA Corner

Wondering about all these Project AURORA acronyms? Watch this video titled Project AURORA's Acronyms Explained to get straight on what they mean. The team adds new videos and training material weekly, so be sure to check back regularly on the Project AURORA website.

AURORA Corner

Check out the The Project AURORA website for some new updates including a new menu item: Employee Training Videos. And be sure to watch the Employee Orientation video to get a great overview of UBW, which stands for Unit4 Business World and is a term you will be hearing a lot as AURORA's implementation continues.

We are inviting all VIU employees to share their opinions on the upcoming HR/Payroll rollout of AURORA. This survey is meant to gather feedback from VIU employees, to help the AURORA project team focus its communications and training.  The survey should take under 5 minutes to complete, depending on the amount of detail you provide, and will be available to fill out online from Monday, October 28 until 06:00, Tuesday, November 12. All comments received will be confidential and no individual will be identified in any reports resulting from this consultation.

Click here to take the survey.

Thank you in advance for providing your feedback!

Andrew Speed, Project Director, Project AURORA
Vancouver Island University

All of your comments will be confidential and no individual will be identified in any reports resulting from this consultation. However, your unedited written comments will be read by VIU employees on the project team. Although we appreciate your feedback very much, this survey is voluntary and your response or non-response will not affect you in any way. You can skip any survey question for any reason. Data collected in this survey will be used for informing VIU's HR/Payroll AURORA implementation.

Replies to this email containing comments or questions about AURORA will not be included with the survey data. If you have any questions or want to verify this survey, please reply to this email or email ubw_help@viu.ca.

AURORA Corner

Check out the The Project AURORA website for some new updates including a new menu item: Employee Training Videos. And be sure to watch the Employee Orientation video to get a great overview of UBW, which stands for Unit4 Business World and is a term you will be hearing a lot as AURORA's implementation continues.

This information is also posted on the Payroll home page

AURORA Status Update

The hard work on Project AURORA continues and it is time to start communicating about how the next implementation phase affects VIU employees. Please read below and stay tuned to your email and the Project AURORA webpages for important information.

Next Implementation Date The Payroll and Base Human Resources phase of Project AURORA is on track for the planned implementation of Unit4 Business World (UBW) in January 2020. This is the second phase to “Go Live” and includes Payroll and the Human Resources functions that support payroll such as changes to employment, vacation accrual and leave requests. Watch this Update Video for a comprehensive explanation of this phase.

The HR/Payroll Project AURORA team have been dedicating their time to testing payroll and HR functions in the UBW system to ensure a smooth transition from the legacy StarGarden system.

More detailed communications will continue over the next few months to keep you informed of progress, and training opportunities. For those who use HR/Payroll systems as part of their jobs, training sessions will be provided and we will work with you until you feel comfortable and confident in completing tasks in the new system. For the broader VIU community, stay tuned for details on how you will be using UBW.

Weekly Timesheets There will be two changes to timesheets.

  1. Submission from biweekly to weekly
  2. Paper format to Electronic format

We recognize this will take some time as we need to ensure everyone affected by this is comfortable with the process and doing it correctly. If you are an employee who uses timesheets, you can expect to hear more from the payroll team. However, essentially the process is exactly the same, just every week. Timesheets will be due to the payroll office on Thursday each week.

Phase 1- Submission from biweekly to weekly: A new process for employees who use timesheets will be implemented. We are moving from a bi-weekly to weekly timesheet process. This means all timesheets will need to be filled out in paper form, submitted and approved every week instead of every two weeks. This is being done to streamline the process in preparation for the Payroll Implementation.

Phase 2 - Paper format to Electronic format: After weekly implementation, the Project AURORA team will start contacting small groups of timesheet employees to train on the new digital process and move from paper timesheets.

If you have any questions or concerns, please email UBW_help@viu.ca. For a reminder about the scope and phases of Project AURORA, please visit the AURORA webpage.

Student Weekly Timesheet and Schedule

AURORA Corner

The next phase of Project AURORA is now on the horizon. Stay up-to-date on what's new, what's coming and what might affect you directly. The website is also full of fantastic information about the project. Watch Payroll Manager Tracy Zandee's video about project updates, training and more helpful tips.  

AURORA Corner

The next phase of Project AURORA is now on the horizon. Stay up-to-date on what's new, what's coming and what might affect you directly. The website is also full of fantastic information about the project.

Information Sent to Specific Groups

What is happening on January 10, 2020?

The Payroll and base Human Resources (those that items that impact payroll) modules of Unit4 Business World (UBW) are going live on January 10, 2020. These modules will replace StarGarden, our current HR/Payroll system. While most of the changes on this date will be to back-office systems, you will experience a change in how you access your pay advice and appointment creators will follow a new process.

January 10 is the first payday in 2020 and will be the first pay processed in the new system. On this date and going forward, you will be able to access your new UBW account to see your pay slip and payroll information.

StarGarden will still be available for historic payroll information until June 30, 2020. You will still use StarGarden to access your last pay advice posted on December 27, 2019 and your 2019 T4.

Your new UBW account

Each employee at VIU will receive their own UBW account. Please expect a separate communication about this on January 8, 2020 in advance of being able to view your pay advice and payroll information on January 10.

Absences

Further into 2020, as part of this module, all absences will be logged through your
UBW account. Information related to your vacation, sick leave, bereavement and family days will all reside in UBW. This will replace the current paper triplicate system. You will receive detailed information related to this in the months leading up to implementation.

Timesheets

Also in 2020, paper timesheets will be replaced with an electronic version in UBW. This will be a weekly system, as opposed to the current bi-weekly system.

Readiness for implementation

The Project AURORA team is very confident in the functionality of these systems, which is why this rollout is taking place. The project team currently meets twice per week with the business owners (Finance and Human Resources) to assess progress to date and potential risks. Parallel testing has gone extremely well, and the team is confident the new system will execute as expected.

Proper project management processes require contingency plans to help mitigate potential risks. There are robust contingencies in place that will ensure, even in the very worst-case scenario, that all VIU employees are paid on January 10, 2020 and going forward.

New UBW employee numbers

Each employee at VIU will receive a UBW employee number. This number will replace your current employee number for all the business systems affected by Project AURORA. However, it will not replace your employee number anywhere else you use it such as the cafeteria, library, gymnasium or your benefits through Manulife.

The new number will be the same as your current number, with the first zero replaced by a three.

Two examples:

• Employee number 012345 will become number 312345.

• Employee number 001234 will become number 301234.

Project AURORA overall

Project AURORA is transformational for VIU. By replacing our current systems, which are in some cases 40 years old, Project AURORA will revolutionize most of VIU’s business systems in four separate implementations. The first implementation replaced VIU employee recruitment systems and if you have served on a selection committee since January 2019, you would have used it. The next of the four modules is Payroll/base Human Resources, which we have just
discussed. The next is Finance, which will go live in April 2021 (the beginning of the fiscal year), followed by Student in October 2021 (the beginning of the annual application cycle).

As a VIU employee, how does this affect me?

Most VIU employees will experience indirect benefits from Project AURORA through streamlined business processes, better tracking and improved interdepartmental communications. Project AURORA helps to ensure that VIU is well aligned for future technological changes and reduces risk associated with the continued use of legacy systems.

The direct impacts for VIU employees are as follows:

1. There will be a new payroll portal, which will be found in your UBW account.

2. There will be a new way to request absences and timesheets.

For many, this is the most impact they will experience, meaning that at this point in time, Project AURORA will not be changing the way most people perform their work duties. Those whose work processes are changing are receiving training now or have already been trained.

People whose jobs will change considerably are receiving continuous training. Many of them are involved in the design of the systems.

If you have any questions, please send them to ubw_help@viu.ca. Also, there are many videos and communications on the Project AURORA website, which is located at https://adm.viu.ca/project-aurora.

This document was issued to Deans and Directors in early December 2019 from Wendy Young to assist them with the transition for their teams. 

Jan 2020 Payroll Changes For Deans and Directors

This document has been or will be issued to groups (in December 2019) who have employees who don't generally access computers in the course of their work at VIU. This will help them access VIU emails to ease the transition to the new system.

Accessing Your Employee Email For Non Computer Users

Thank you for having Diane and myself attend your meeting last Thursday. In summary, here are the following details on how your role may be impacted in January, specific to employee questions and system changes in January 2020. Please watch the short videos. They provide a thorough and concise overview on many of the changes. If you have any questions, there is a good chance you will find your answers there rather than emailing us, but if you do not, please do reach out!

EMPLOYEE QUESTIONS/SUPPORT

Questions

Current Process

Future Process

Action for Employee

What is happening in January?

  • Please watch video (5m 25s) for overview Video link

Pay Slip and T4 Access

After confirming with Andrew S., StarGarden will be accessible into 2020. Exact date access will be turned off, TBD

  • UBW will be made available for pay slip access in Jan 2020
  • Support for log in access to new system
  • Determination of StarGarden ‘turn off’ point is still outstanding
  • Email communication to all employees in January for direction to access the new UBW system.
  • There will be a means to store/access historical Pay Slip and T4 data should employees require it

Timesheets and Request for Leave forms (RFL)

Paper format

  • Paper format will continue
  • Online format will be rolled out in a staged approach to Managers and Senior Support Staff after January 2020
  • There will be a move to weekly timesheets in 2020 (from biweekly)
  • All paper timesheet formats will continue to be processed by payroll, but weekly timesheet format will be encouraged
  • All Request for Leave (RFL) paper forms will be processed by payroll (as is currently)

UBW Screens Experience

  • Employee access
  • Watch technology review video (2m 26s): video link

What next?

Employee number

  • Changes to come with employee numbers
  • Watch Employee # Change video (2m 32s): video link

Questions or Comments

  • An all employee survey coming soon

 

SYSTEMS

Systems Impacted

January 2020

Beyond January 2020

Next Steps

Notes

StarGarden

Access Available

Yes. Exact date access turned off - TBD

N/A

N/A

Appointment System

No access

No access

Plan A: Appointment Form training starting in November. Diane to send schedule soon.

 

Plan B: Support from HR Department with continued one-on-one support after go-live.

  • Training will continue into the new year of 2020
  • Training will rolled out 1. in person (Building 180, Room 248 Nanaimo Campus) 2. Zoom (online) Meeting
  • Training will be focused on jurisdiction (CUPE, BCGEU, VIUFA, etc.)

Sick Leave System

No access

No access

Plan A: Sick Leave Reporting Training starting in November.

 

Plan B: Sick Leave recording will continue to be supported by Payroll Department via email communication (as is currently)

  • Training will continue into the new year of 2020
  • Sick Leave Designates will be called TEDs (Time Entry Designates)
  • Daily reporting of sick leave is required; however, it is important to note there are additional ways extended sick leave absences will be reported in the future (i.e. Employee Status) that will mitigate sick leave recording.

SAWS

Access Available

Yes. Exact date access turned off - TBD

N/A

N/A

I hope this summary captures your questions from Thursday. Should you have any further questions, please contact us directly or email ubw_help@viu.ca.

Warmly,

Tracy Zandee, PCP

Manager, Payroll – Project AURORA

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