Casual Pay Automation (CASPA) Project

The purpose of the CASPA project is to replace the existing manual, paper-based processes associated with managing contracts and paying the University's casual workforce, with a fully automated and integrated system.

What?

Casual Pay Automation (CASPA) consists of two main components:

• The contract management component will enable staff to initiate the creation of a new offer of employment online and submit for approval.
•  The timesheet management component will allow a contracted employee to fill out a timesheet online and submit for validation.

Automated workflow will check timesheets against contracts and request approval of contracts and validation of timesheets via email, with escalations if not actioned. Once accepted, contract data will be auto-populated into the PeopleSoft HRIS. Validated timesheet information will be auto-populated into the HR payroll system and the casual employee will be paid via the fortnightly pay run.

Why?

The management and administration of casual staff is a fundamental business requirement for the University. In semester 2, 2010, the University employed 3,345 professional and academic casuals. On a fortnightly basis, more than 1,000 timesheets for casual staff are processed across the University.

The current processes for managing contacts and timesheets are mainly paper-based, manual processes that place a significant administrative burden on both academic and professional staff.

Streamlining and automating the process will:

• Reduce the amount of time that staff spend on paying the casual workforce
• Reduce the current risk of errors in payments and the potential for fraud
• Ensure a consistent process across all schools and divisions
• Ensure casual staff are paid the correct amount on time

How?

Following a successful proof of concept stage, the CASPA project team was established in January 2011 to deliver the new system. The project team is made up of Technology Services staff, Human Resource subject matter experts and PeopleSoft specialists. Tassi Georgiadis (Director, Human Resources) is the project owner and Nick Briggs is the project manager.

A Reference Group has provided input to the design of the new solution. This group is comprised of a cross section of finance and operational managers from University faculties and divisions. Members have been selected to ensure there is a good mix of staff that are ‘hands on' with the process, along with other staff who are taking on a strategic ‘best practice' view.

Who?

All University academic and professional staff currently involved in the management of casual contracts and payments to casual employees will benefit from the streamlined processes provided by the new system. This includes:

• Casual employees who sign contracts, fill out timesheets and receive payment
• Faculty/divisional staff involved in the initiation of contracts and the validation of timesheets
• Faculty/divisional finance and administration staff involved in the updating of contracts and timesheets and checking them against budgets
• Heads of School and Branch Managers involved in final approval of contracts
• HR staff who check the contracts, create HR files, check timesheet forms, authorise payment and load payment information into PeopleSoft.

Affected staff will receive training and support appropriate to their roles.

When?

The deployment of the contract component is currently scheduled to occur mid June 2012, allowing time for schools and branches to set up CASPA contracts for those casuals due to commence in Semester 2. The timesheet component is expected to be deployed at the beginning of July 2012 and only CASPA timesheets will be accepted from this time onwards.

This website will be regularly updated as further specific details and timeframes are confirmed. In the meantime, if you have any questions please email the project team.