VIP

NEW Human Resources Information System - VIP

The Department of Human Resources has created this page to keep employees updated on the implementation of Trent's new Human Resources Information System (HRIS), called VIP. If you have any questions or feedback, please email humanresources@trentu.ca

FAQ’s: Changing to the bi-weekly pay

The FAQ's page will help to explain the bi-weekly pay frequency change in more detail. Employees will also be encouraged to attend an Information Session in August (date/times to be determined).

Information Sessions

Coming Soon!

Communications

May 17, 2019

To All Monthly Paid Employees:

The Department of Human Resources is moving forward with the implementation of a new Human Resource Information System (HRIS) called “VIP”, developed by the Canadian company DLGL Technologies. This system will replace the current outdated paper system for bi-weekly pay and will automate employment related processes into one single integrated system. The intent is to improve efficiency and productivity for everyone. The new system will also provide for user-friendly employee self-service, creating greater autonomy and transparency for all employees.

A Go-Live date of November 1, 2019 has been set, where the new system will be rolled out in two phases. In phase one, all university employees will be paid through the new system as of November 1, 2019. Employee self-serve and manager self-serve, including time and attendance features will be rolled out to select test departments starting November 1, 2019, then to all other departments, to allow for a successful transition. In phase two, the university will implement other human resources services through the new HRIS, including Recruitment, Job Evaluation, and Training etc., which is expected to begin in 2020.

Upcoming Changes to Your Pay

In order to utilize the new HRIS to its fullest capability, effective November 1, 2019 all university employees will be required to be paid on a bi-weekly pay frequency. Employees starting July 1, 2019 or later will begin being paid on a bi-weekly pay frequency immediately through our current payroll system, and current monthly employees will all be switched as of November 1, 2019.

What does this mean for current monthly paid employees?

Employees that are currently paid monthly will receive their final monthly pay on October 28, 2019, which will include working time up to October 31, 2019. Effective November 1, 2019, everyone will begin on the bi-weekly pay frequency. The bi-weekly pay schedule starts on a Sunday and ends on a Saturday (includes 2 weeks), with pay being deposited on the Friday following the last Saturday of the pay period. The first bi-weekly pay day will be November 8, 2019, which is for the pay period October 20 – November 2, which will capture time worked from November 1 - 2, 2019.

No action is required by employees at this point in time. Monthly paid employees may consider reviewing their financial situation in the next couple months to start preparing for the change in pay frequency. Employees may wish to review the bi-weekly pay schedule below and consider when payments are made from their bank account each month, such as payments for bills, loans, mortgages, rent, insurance, daycare, automatic withdrawals/transfers etc.

Communication / Timeline

The University recognizes that the transition for some employees may be difficult; however the University is committed to making it as smooth as possible. Early and frequent open communication to employees is very important during this change. In addition to email communications, the Department of Human Resources will be providing individualized letters mid-August to monthly employees, detailing the exact impact this change will have on their pay in November, as well as offer transition options to facilitate the change. The following is the expected schedule of changes/communications with regards to the bi-weekly pay change:

May 17, 2019: Initial communication to all employees via email.
July 1, 2019: All new hires / re-hires will begin being paid bi-weekly through the current payroll system.
August 15, 2019: Individualized letters sent to monthly employees detailing the exact impact this change will have on their pay in November.
August 15 – 31, 2019: Information and FAQ sessions to be held about making the switch to a bi-weekly pay frequency. Dates/times to be determined.
October 1, 2019: Final communication to all employees via email reminding them of the change to bi-weekly pay.
October 28, 2019: Final monthly pay for all employees.
November 1, 2019: All employees switched to bi-weekly pay frequency on the new system. Select test departments to begin using employee self-serve, time and attendance features.
November 8, 2019: First bi-weekly pay received for all employees.
2020: Phase 2 implementation begins, such as Recruitment, Job Evaluation, and Training etc

Frequently asked questions can be found on our website. We will also be holding information session’s late-August (dates/time to be determine).

If you have further questions, please reach out to humanresources@trentu.ca or call extension 1460.

Stephanie Williams
Associate Vice-President, Human Resources

April 11, 2019

A message from Human Resources:

As previously communicated, the Department of Human Resources is excited to be moving forward with the implementation of a new Human Resource Information System called “VIP”, developed by the Canadian company DLGL Technologies. This system will replace the current outdated paper system for bi-weekly pay and will automate employment related processes into one single integrated system. The intent is to improve efficiency and productivity for everyone. The new system will also provide for user-friendly employee self-service, creating greater autonomy and transparency for all employees.

The Implementation Team has been working hard on data conversion / testing since September 2018 and will be starting parallel testing by July 2019. A Go-Live date of November 2019 has been set, where the new system will be rolled out in two phases (payroll, time and attendance to start, then Human Resources functions, such as recruitment, job evaluation etc.). Between now and then, HR will provide regular updates on the team’s progress and information you will need to know as a user. As part of our communication strategy, a new website has been developed to keep employees updated on the process: www.trentu.ca/humanresources/vip. We hope that all employees will take the time to check in and provide feedback.

The Implementation Team (Carley Brook, Danielle Hoogkamer, Denise Fernandes, Pauline Johnston, Rob Campbell and Rosanna Grims) have now committed two days a week (Tuesday’s and Thursday’s) going forward to focus on the project and will be out of the office for 3 weeks from April 15 – 26 and May 13 – 17, while members of DLGL Technologies are visiting Trent to conduct training.

We would appreciate your patience as services may be impacted temporarily. Team members will continue to check email daily, and will respond or forward your query to someone who can help within 24 hours. If you have any concerns, do not hesitate to contact me, and I will try my best to address your issue promptly.

Stephanie Williams
Associate Vice President, Human Resources

January 7, 2019

A message from Human Resources:

We are very pleased to share that the University is moving forward with the implementation of a new Human Resource Information System (HRIS). This system will replace the current outdated paper system for bi-weekly pay and will automate employment related processes into one single integrated system. The intent is to improve efficiency and productivity for everyone. The new system will also provide for user-friendly employee self-service, creating greater autonomy and transparency for all employees.

Using an external review as a guide, the Selection Team, representing users from across the University, helped in the selection of the new system, “VIP”, developed by the Canadian company DLGL Technologies.

The Implementation Team comprises members from HR, the Office of the Deans, and IT. The team has been working on data conversion since September. Implementation is projected to take one year, with a “go-live” date of November 2019. Between now and then, HR will provide regular updates on the team’s progress and information you will need to know as a user. As part of our communication strategy, a new website will be developed over the next few weeks as a way to keep employees updated on the process. Further details will be provided when available and we hope that all employees will take the time to check in and provide feedback.

Lastly, we wanted to advise you that during the weeks January 7 to 11, and January 21 to February 8, the Implementation Team (Carley Brook, Denise Fernandes, Pauline Johnston, Nicole McKeen and Rosanna Grims) will be travelling to Quebec to begin the testing phase. We would appreciate your patience as services may be impacted temporarily. Team members that are away will be checking email daily, and will respond or forward your query to someone who can help within 24 hours.

If you have any concerns do not hesitate to contact me, and I will try my best to address your issue promptly.

Wishing you all a happy and successful New Year.