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OnePurdue
Photo of Purdue Employees

June 2006
Issue 9

Photo of Theresa Ashman
Photo of Sue Davis
OnePurdue Finance Team Lead Theresa Ashman (above) and Human Resources Team Lead Susan Davis presented several role-mapping workshops in May. Role mapping is the process of determining which people will perform specific functions in the OnePurdue system and what training their job roles will require. These workshops were designed to help University management personnel learn how to assign roles to people and positions, a process vital to developing OnePurdue training curricula and course schedules.
Photos by Steve Jones

 

In this issue
June town hall meetings to focus on training

Beelke answers HR questions

OnePurdue adopts researched-based method for managing change

Meet the team


Learn more about OnePurdue


How to contact OnePurdue

Subscribe to this newsletter

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June town hall meetings to focus on training

“We want to give everyone a chance to see what the new system looks like on the screen,” says Connie Bilyeu, director of training for OnePurdue. Bilyeu will participate in the next series of OnePurdue town hall meetings.
Photo by Steve Jones
Photo of Connie Bilyeu


With fewer than five months until OnePurdue financial software applications go into use Oct. 2, the OnePurdue training team is gearing up to prepare everyone who needs to use them.

All University staff members who have questions about the training programs set to begin Aug. 7 are invited to ask them at the next series of OnePurdue town hall meetings scheduled to begin June 22.

The meetings, presented by the OnePurdue training team, will review what courses will be offered, the different ways people can learn — online or in instructor-led classes — and how training will be assigned so that employees get the courses that apply to their specific job responsibilities.

“We’ll also share a brief OnePurdue training sampler to give everyone a chance to see what the new system looks like on the screen,” says Connie Bilyeu, director of training for OnePurdue. “It’s very true that a picture is worth a thousand words. Just a quick look at a few screens can help satisfy a lot of curiosity about the system.”

Bilyeu also says she and her team will demonstrate the online help system for users and provide a sneak peek at some course materials and quick references.

Presenters will answer audience questions after their presentations.

The schedule for the June town hall meetings is as follows:

OnePurdue Town Hall Meetings: Training Update
Campus
Date
Time
Location
Calumet June 27 9:30 — 11:30 a.m. Alumni Hall
Fort Wayne June 22 1:30 — 3:30 p.m. Classroom Medical 159
North Central June 29 9:00 — 11:00 a.m. LSF 2
West Lafayette June 23 1:30 — 3:30 p.m. Class of 1950 Lecture Hall (CL50)
June 28 10:00 a.m. — Noon Fowler Hall


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Beelke answers HR questions
Photo of John Beelke
Human Resource Services Director John Beelke answers questions during a OnePurdue town hall meeting in April.
Photo by Steve Jones

The prospect of OnePurdue software applications going into use this October for finance and in January for human resource functions has generated questions among those who will be using the systems in their jobs.

At the most recent series of OnePurdue town hall meetings, Purdue comptroller John Shipley and John Beelke, director of Human Resource Services, answered questions from employees in the audience.
Shipley’s answers to finance questions appeared in the May issue of this newsletter. This month, it’s Beelke’s turn.

Here is a sampling of answers he gave to questions about OnePurdue changes that will affect human resources staff.

Q: Will the biweekly payroll process be handled differently than what we do today? Will time be recorded differently?

Beelke: The biweekly payroll time recording will be actual time in and out, as it is today. We anticipate continuing the use of timecards and we will phase in direct time entry as we gain experience with the new system. We hope to be able to reduce the 10-day lag from time submittal and paycheck when we make the time entry and approval process more automated and we are comfortable that the process works well.

Q: Will time be self-entered?

Beelke: Not initially, but our goal is to eliminate the timecard and have direct time entry and approval in the system. We will pilot time entry and approval in several areas around the University after we have successfully run several payrolls in the new system.

Q: Will carbon-copied forms go away with the introduction of workflow?

Beelke: That is the long-term vision, but forms will still be used, and are in development with the project.

Q: Will administration of leave be by workflow, and will there be reports that will show balances of leave to managers?

Beelke: Yes. The tool for monitoring balances will be available through Employee Self Service and Manager Self Service, which is a key benefit. For sick leave for faculty and for administrative and professional staff, the system will only track leave usage and not balances since the SAP system cannot track balances for sick leave under our current practices. We hope that we can review sick leave after getting good data on actual usage so that any changes can be evaluated for potential impact.

Q: Are we going to be able to look up available vacation time?

Beelke: Yes, but current balances will need to be gathered and transferred, and then staff will be able request and receive approval for vacation leave online.

Q: What does the phrase “single source of truth” mean?

Beelke: Single source of truth is a single source of data. We will have one source of data for HR and Payroll so that we do not have to ask individuals repeatedly for the same information. We want one source for reporting purposes.

Q: Will there be capability to send out e-mail according to responsibilities?

Beelke: Yes. More customized communications will be possible through the Web portal. This capability probably will not be available with the initial implementation in December and January. We will have to ensure that we have reliable data on positions and organizations to do this properly. Security and appropriate roles for employees will also have to be in place.

Q: Will the SAP system be able to track student employees’ time, even though a number of departments currently have home-grown systems?

Beelke: Students will have to report time for each position they hold if they are paid on the biweekly payroll. The system will track and pay them for the hours worked for each position they hold at the appropriate rate of pay. This process will work very much like it does today and we will need to consider the issue of time reporting for students with multiple jobs before direct time entry or use of swipe cards is implemented. The goal in the future is to automate the process for all hourly paid staff Universitywide. There likely will be some situations for students or other employees for which time cards will continue to be used.

Q: Will the future system have the capability for online payroll forms like I/9s and form 13s to be filled out and routed?

Beelke: That is the goal. We plan to be online with as much as possible, but there are regulations that we need to adhere to as well. Not all forms will be online with the implementation of the new system.


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OnePurdue adopts researched-based method for managing change

As OnePurdue ways of doing University business are introduced throughout the Purdue system, nearly all faculty and staff will need to adjust to something new.

For some, the changes will be minor; for others, most of what they do will change.

Independent research, done in hundreds of large organizations that have undergone big changes, has shown that change management has been key to the long-term success of individual employees as well as their organizations.

OnePurdue is sharing the research-based ADKAR method of change management with all departments and units on each campus. ADKAR, which stands for awareness, desire, knowledge, ability and reinforcement, was developed by Prosci, a research company.

Prosci’s ADKAR method is designed to increase employees’:
Photo of Adedayo Adeniyi
Adedayo Adeniyi
  • Awareness of what’s changing and the all-important why of the change.

  • Desire to participate in the change in order to achieve the objectives of the change.

  • Knowledge about the change.

  • Ability to perform the new ways of doing business that the change is bringing.

  • Reinforcement, so they are comfortable with the change, and supported by supervisors who provide positive feedback throughout the change.

“The ADKAR methodology provides easy-to-understand and easy-to-use tools that supervisors throughout the University system can use to help themselves and their employees succeed as OnePurdue changes are introduced in their areas,” says Adedayo Adeniyi, director of organizational change management for OnePurdue. In that role, Adeniyi leads OnePurdue’s internal consulting group which will develop and support change management throughout the University.

“We are establishing a network of change management training facilitators who can answer questions and offer help implementing the ADKAR model at all levels of the University and in all units and departments,” Adeniyi says.

After May 18, 19 Purdue employees from all Purdue campuses will have completed training and will be available to facilitate change management at their respective campuses.

Representatives of that group will serve as contacts for change management assistance at every campus. The representatives are:

  • At Indiana University-Purdue University Fort Wayne, Dena Lyst, director of employment and organizational development, lystd@ipfw.edu, (260) 481-6177.

  • At Purdue Calumet, Colleen Robison, associate director of staff training, robison@calumet.purdue.edu, (219) 989-2143.

  • At Purdue North Central, Cynthia Roberts, associate professor of organizational leadership and supervision, croberts@pnc.edu, (219) 785-5219.

  • At West Lafayette, serving Business Services staff, Sharon Williams, interim assistant director of training and development for Human Resource Services, ssw@purdue.edu, 49-47398; serving Housing and Food Services staff, Rod Butcher, human resource specialist, rbutcher@purdue.edu, 49-49418; and serving Physical Facilities staff, Bob Beck, physical facilities training manager, rkbeck@purdue.edu, 49-40193.

“We encourage anyone who has questions about how to help their employees manage the changes that are coming with OnePurdue to contact a change management facilitator,” Adeniyi says. “Our specialists can help units put the ADKAR tools to use in ways that will best address the changes they face. They can help simplify the method even more by answering questions or providing group presentations and facilitations.”

To learn about change management and find out how it can help you and your unit succeed throughout the OnePurdue transition, visit the OnePurdue Web site's change management pages, and take advantage of the information there.

Details on what OnePurdue’s change management team can do for you as a supervisor will be in the next issue of Inside Purdue.

To access the ADKAR tool and other change management tools, send an e-mail from your Purdue e-mail account to onepurdue@purdue.edu with “Prosci” in the subject line. You will be sent instructions on how to log in to Prosci’s Web site within one business day. This information will be sent only to valid Purdue e-mail addresses.


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Meet the team
Carolyn Redding has worked at Purdue for eight years, serving the Comptroller’s Office and ITaP in various support capacities before joining the OnePurdue team in March 2005. She moved to Lafayette in 1998 from San Diego, where she worked in the banking industry. As OnePurdue’s administrative coordinator, Carolyn supervises its support staff and serves as the administrative assistant to three project directors, in addition to countless other tasks that help keep the office running smoothly. Having spent most of her life in Southern California, Carolyn has never quite gotten used to Midwestern winters, so she spends much of that time indoors with a book. During warmer months, however, she can often be found working in the yard, canoeing, biking, hiking a trail and generally being outdoors whenever she can. Carolyn has three children and a grandchild. Her oldest daughter, Crystal, is a Purdue graduate, and her other, Candace, is the mother of Carolyn’s grandson, Ryan. Her son, Michael, is currently serving in Iraq with the Marines.
Photo of Carolyn Redding
Photo by Steve Jones


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Learn more about OnePurdue
Explore the OnePurdue Web site at www.purdue.edu/onepurdue. New content and updated information is added almost daily, so check back often for the latest news and information about this important project.


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How to contact OnePurdue
Business Hours
Monday — Thursday, 7 a.m. — 6 p.m. (Closed Fridays)

Address
OnePurdue
Ross Enterprise Center
1801 Kalberer Road
West Lafayette, IN 47906

Phone Numbers
office: (765) 494-2400
fax: (765) 464-2233

OnePurdue e-mail
onepurdue@purdue.edu (for project-related questions and comments)
You can send messages directly from OnePurdue's home page. See “Contact OnePurdue” in the right column.

Campus Mail Building Code
ROSS

Directions
For printable driving directions (with maps) from all four campuses to OnePurdue's office in Purdue Research Park, please visit the “Quick Links” section on the left side of the OnePurdue home page.



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new@OnePurdue
is published by the Office of University Periodicals. Please direct all questions and comments about this newsletter to onepurdue@purdue.edu.


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