Ministry of Education - HRMIS - Position Management

Details

HRMIS Implementation

The situation

The Ministry of Education has approximately 3,500 full and part time employees each of who fulfil different roles and carry unique position descriptions. The Ministry wanted to improve the information they maintained on their people and determined that implementing Position Management within their HRMIS would achieve this.

Our approach

Encompass lead a team of business analysts, subject matter experts, technical consultants and training analysts to complete this change management project and worked with the client to understand their requirements and how best to implement position management with minimal disruption to the business.

Encompass identified early on that the key to this project being a success was not the actual system implementation of position management but the change management component of the project as there would be new and amended processes affecting approximately 40% of the staff.

Workshops, training packages and a dedicated intranet page were developed and rolled out to all staff required to use position management. This ranged from Deputy Secretary’s through to support staff.
Separate training packages and workshops were held for payroll and HR staff as they would be the groups maintaining the information.
Information on all positions was obtained and recorded within the new system and the associated employee linked to the position. 

The result

The solution offers a number of benefits to the Ministry, including the ability to manage the number and types of positions, including when staff were on secondments, parental leave without pay, leave without pay, acting positions and FTE of the position.
The consolidation of positional information in one place has enabled the Ministry to better manage their positions, reduce the time and effort for maintaining staff information and accurately report on them to both internal and external stakeholders.