Introducing PAYDAY@UQ
An integrated solution will provide the University with a modern solution for the digitised world, decreasing manual processing times and cost while improving transparency, accuracy and trust.
Phase three of the Human Capital Management Solution (HCMS) Program, known as PayDay@UQ, began in August 2022. This stage will see the introduction of new rostering, online time sheeting, and payroll platforms with an expected released of late 2025.
Why we are implementing PayDay@UQ
Wage Trust
One system ensures UQ has appropriate payroll processes and systems for the future, simplifying workforce management through increased accuracy.
Improved Efficiency
Consistent and simplified processes and systems resulting in better productivity
Improved integration
Centralised and automated integrations between systems, resulting in decreased errors and cost, with increased confidence.
About PayDay@UQ
Background
In 2019, the University conducted a thorough process which included an Expression of Interest (EOI) and an Invitation to Offer (ITO). A preliminary business case was prepared to outline the HCMS Program’s feasibility as the precursor to the final business case. It was determined that an integrated solution was the only proposed solution that met all the UQ requirements and therefore was fit for purpose.
The Human Capital Management Solution (HCMS) Program was launched in 2019 in order to support our current and future workforce. UQ’s HCMS program will allow the University to be more agile and mobile in the way we deliver Human Resource (HR) services resulting in simplified people-related processes and providing one easily accessible interface for our staff. Over the next few years, the goal of the HCMS program is to introduce consistent processes, automated workflows, and simplified authorisations. A single comprehensive, accurate view of employees with high-quality, trusted real-time data would support informed decisions across UQ.
The HCMS Program will be implemented in three phases from 2019 until 2025
Program team
Please contact the PayDay@UQ Program team by emailing PayDayProgram@uq.edu.au or email a specific contact, listed below.
| Name | Position | Contact |
| Tania Cashman | Program Director | t.cashman@uq.edu.au |
| Shane Pitman | Director, HR Transformation | shane.pitman@uq.edu.au |
| Ash Hansen | Functional Lead, Workforce Management | ash.hansen@uq.edu.au |
| Dian Ovens | Functional Lead, Payroll | d.ovens@uq.edu.au |
| Liza Leibbrandt | Functional Lead, Workday | l.leibbrandt@uq.edu.au |
| Jade Pomroy | Functional Lead, Data | j.pomroy@uq.edu.au |
| Hayley Upperton | Change Consultant | h.upperton@uq.edu.au |
Program structure and governance
Executive Steering Committee
| Name | Role | Committee Position |
| Andrew ‘Flanno’ Flannery | Chief Operating Officer | Program Sponsor, Chair and Voting Member |
| Rowan Salt | Chief Information Officer | Voting member |
| Phillip Vaughan | Chief HR Officer | Voting member |
| Pauline Ford | Deputy Provost | Voting member |
| Shane Pitman | Director, HR Transformation | Voting member |
| Zoe Cahill | Faculty Executive Manager - BEL | Voting member |
| Tania Cashman | Program Director | Non-voting member |
Additional Committees
- Implementation Control Group (ICG)
- Design Control Authority
- Design Consultation Group
- Technical Advisory Group
- Change Control Board
Program status and deliverables
The below table provides a high-level overview of each phase and the current status of the HCMS Program.
| Phase | High-level deliverables | Proposed dates for delivery | Status |
| Phase One: Design Exploration | Design, exploration, and preparation for Phases 2- 4. Approval of the final business case to proceed with Phases 2-4. | 2019/2020 | Completed |
| Phase Two: Workday (WD) | Design, configuration, test, and deployment of the following Workday (WD) modules: Core HCM, Performance, Recruitment, Learning, Core Compensation, Benefits, Absence Management, and integration to UQ's existing payroll system Aurion | 2021 | Completed |
| Phase Three | Design, configuration, test and deployment of the following: Workforce Management:
Payroll:
Workday:
| 2022 to 2025 | Underway |
Find out more about payroll
Why does UQ need a new payroll system?
- One source of truth
- Reduce the need for manual intervention
- Ability to translate in a straightforward, user-friendly manner with the affected staff member
- The expected reduction in overpayments and errors in super calculations, pay reconciliation etc
- Integration between HR, WFM and Payroll systems with automatic updates will result in fewer touchpoints, less need for manual interpretation, and elimination of errors arising from manual data entry
- Super users will be enhanced
- Improve accuracy of pay
- Daily payroll dashboard for reports (ease of use)
For more information on the new payroll solution, please contact Dian Ovens via d.ovens@uq.edu.au
Find out more about workforce management
Why does UQ need a new rostering and online time sheeting system?
- Eliminates the need for manual intervention in award interpretation.
- Automatically processes the calculation and payment of award and enterprise agreement entitlements accurately and in a timely manner.
- Simplifies workforce management by providing a single system with the capability to manage dynamic rostering, work patterns, configurable standard working hours, return to work/keeping in-touch programs, etc. that integrates directly into the payroll system.
- Ability to view your Schedule and Timesheet information via self-service
- Ability to integrate workload management capability into workforce planning, performance, and talent processes.
For more information on the new rostering and time sheeting solution, please contact Ash Hansen via ash.hansen@uq.edu.au
What does success look like?
The HCMS Program Business Case was approved by UQ Senate on 5 December 2019. The program benefits were included in the business case, noting that the HCMS Program will be successful if it demonstrates a contribution to:
- Faster HR service delivery
- Improved management of employees
- Improved employee experience
- Offering a full array of HR services for the end-to-end employee lifecycle
- Improved HR accuracy and compliance.