Early in 2008, the Registrar established a review of the University's people-related information systems with a view to replacing the existing HR system, OPENdoor, in order to address the risk of a major system failure.
The HRIS Review was a major consultative exercise across a wide cross-section of stakeholders within the collegiate University to define the requirements for the new system; to document existing HR business processes; to explore potential solutions; and to learn from the experience of other complex organisations, including other Russell Group universities.
The review resulted in a business case, which listed options for replacing OPENdoor, and their associated costs and benefits.
As part of the Review more than 80 stakeholders with a major interest in the new HR system and processes were consulted. In addition, a User Consultation Group was established, comprising representatives from divisions, departments, and central service functions with an interest in HR information. The need for 'Business process' review and streamlining was highlighted by the user consultation, and endorsed by Council as a key part of the implementation programme. Five process groups were subsequently set up to guide the HRIS Programme. Most members of the User Consultation Group are now involved with one of the process groups.
The programme team explored the market to learn as much as possible about suppliers and their systems. The team also visited several UK universities and other organisations to learn from their experiences of implementing a new HR system.
The HRIS team conducted a thorough procurement exercise based on a comprehensive statement of requirements.