Updates from the HR team:
Payroll Systems – DELT
As you may recall from last week’s Wednesday Whistle article, the schools supported by DELT Payroll Provider are due to be transferred to a new platform known as Core HR from October. The following schools are supported by DELT Shared Services payroll system:
- Ashburton Primary School
- The Atrium
- Boringdon Primary School
- Buckfastleigh Primary School
- Chaddlewood Primary School
- Dunstone Primary School
- Glen Park Primary School
- Oreston Community Academy
- Plympton St Maurice Primary School
- South Dartmoor Community College
- Woodford Primary School
In preparation, over the coming weeks we will be sharing further details about the platform and access in the Wednesday Whistle and colleagues will receive direct individual access accounts.
Background
DELT Shared Services, who process payroll/pension data for the above schools are changing to a new platform and have been undertaking extensive testing / preparations since March 2020. Data migration is underway and (which is a cloud hosted solution in Ireland) supplied by a company called CoreHR. For info on how DELT processes your data please read the Employee Privacy Notice. https://deltservices.com/privacy-policy.
The proposed go live date is 8th October 2020 (subject to successful completion of parallel tests).
What does this mean for you?
The new system will be available for you all to access from either your work provided ICT equipment or from personal/home devices including smart phones, tablets, laptops or home PCs.
As a result, we will ask you to try to access the system from whatever device you intend to use most often as quickly as possible when the system is released in October. Your personal devices will need to be relatively up to date and you may find that older models cannot access the system.
You will need to access the system in some way to receive your payslips since the new system cannot email these to you as per current standard practice for these schools/units. If you cannot access the system in anyway, please liaise with your local school administrator / WeST HR for alternative arrangements to be explored.
The system has a number of future possibilities for managing employment matters. However for the initial implementation WeST have opted to remain with paper/electronic form submission of contractual changes. Thus, the system will simply be used to access your personal details and payslips.
Payslips and P60s
Payslips and P60s for these school units are currently either emailed or provided to all employees on a monthly basis, however, when DELT moves across to the new platform, they will have limited access only to any historical document and it will not be easy to provide copies of either of these types of documents.
Please ensure that the copies you currently have (issued via email to date) are stored in a safe and secure location or printed and that you have valid copies for any previous months/years that you may require.
As you log into the system for the first time, there may be no payslips or P60s to view as the first payroll run on the new system may not have yet occurred (due 23rd October). Payslips will only become available after the first payment has been made from the CoreHR system and P60s will not show until they are generated for the first time next year.
Training
Initially DELT will train people who have been identified as ‘CoreHR champions’ across WeST. These people will then cascade the training onto the remaining employees in our schools/units. In addition, videos of the initial training sessions will be made available so that the ‘CoreHR’ champions can either use it or refer to it in the training provided to you.
In addition to these videos, other training materials will be provided. We are awaiting distribution of the new materials and anticipate further information closer to go live, but this will include user manuals, mini guides and mini reference videos each 30secs to 2 mins long focusing on very specific utilities on the CoreHR system.
Login details and URLs (web address)
On the day/evening before go live, DELT will issue each individual within these schools/units with their own individual user name and temporary password. DELT will also provide the URL/internet address to access the system. This will be delivered by email to the address that we currently use for your payslips. If you do not currently receive your payslip by email, we will make alternative arrangements with your local school administrator.
Logging in for the first time
When you login to the system for the first time from a new device the system will prompt you for a PIN number. This PIN number will be issued as a text message to the mobile phone number that we have stored on your personnel records.
Enter this PIN number into the boxes presented on the screen and tick on the box disabling the function so as not to be asked to do this again. Placing a tick in the box will save you having to enter this PIN each time you access the system; you will only be prompted for it again if you log onto the system from another device.
Please note that the phone number provided to DELT is stored in an entirely secure part of the system that cannot be accessed or viewed by any other member of staff. The number will not even enter in the ‘Contact details’ section within the ‘My profile’ area of the system and therefore cannot be viewed by managers or HR staff for security.
Data checks
As the system goes live there are a few pieces of information that we will ask you to check on the system. If your personal data is incorrect, please report this to your local school administrator / Business Manager / West HR as the ‘CoreHR Champion’ contact.
Next steps
WeST HR are working closely with our colleagues at DELT to assist with a smooth transition to the new system and more information will follow in the coming weeks. If you have any specific questions please contact WeST HR team on HR@westst.org.uk.