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Mosaic HR Advisor

October 20, 2014

If you perform HR related tasks at McMaster, this is no ordinary Monday. It’s your first day without MacVIP and your first day with PeopleSoft. It required a lot of planning to get to this day. Thanks to those of you who participated in some way. Whether you attended a training session, conducted user acceptance tests or participated in a change impact workshop, every contribution helped get us to this launch point.

This bulletin will highlight a few things to help you make a smooth transition to our new system.

Drop-in computer labs for time entry assistance

PeopleSoft brings a new time reporting system for the University. Time reporting is a critical process as errors directly impact employees’ pay. If you need assistance with specific time reporting situations, in-person help is available at a series of drop-in, time-entry computer labs. Bring your time sheets and enter them under the guidance of one of our Super Users. A complete schedule is at the end of this message.

Time Reporting Training

It’s not too late to complete our online time reporting course. Whether you enter or approve time, investing in training will save you the time and stress caused by errors. (If you do not have access to this course when you login, please contact the training coordinators.)

Workflow for Time Reporting

All reported time and time exceptions will be submitted online and will automatically be routed to the employee’s direct supervisor for approval. In addition, if a department time approver has been assigned, they would also be able to approve the time on behalf of the supervisor. Supervisors do have the ability to delegate time approval as well. Reported time and exceptions that are pending approval will appear in the approver’s task list which is now on the homepage of the Mosaic portal.

Electronic Pay Statements

The new system replaces paper pay statements with electronic pay statements. The first statements will be posted on October 24 for faculty members and October 31 for staff. Employees will need a MAC ID to access their pay statement inside Mosaic. (A small number of employees will still receive paper statements, namely those in the Operations and Maintenance, Operating Engineers, and Hospitality Services bargaining units.)

Getting a MAC ID

Employees who don’t know their MAC ID or password will be able to activate it using a link on the Mosaic sign-in page.

Person ID

The employee ID and student ID systems have been merged into a common Person ID. For most individuals this should be straightforward and largely unnoticed. Graduate students and work/study students are the largest groups that managers may notice. If you enter time data (hours worked) for either of these groups, be aware of this change when looking up employees based on the Person ID. These individuals will have their common Person ID based on their student number (and their employee number will be tracked as an alternate ID).

Finding Support

For this launch, support is based on a super user model. Individuals with questions on time reporting or general navigation should contact the super user in their area if they have questions about using the system. A list of Super Users is in the Mosaic “Support” tab. Individual HR-related questions can continue to be directed to your appropriate HR area office. Questions regarding the MAC ID, problems logging in and password resets should be reported to the UTS help desk.

Accessing the Mosaic System

The HR portion will only be open to Departmental Administrators today. Tomorrow, October 21, general employee self-service access will open.

The system is available at http://mosaic.mcmaster.ca. Select functions will be available outside of the McMaster firewall, including individual pay statements and benefits information. Users will still need their MAC ID and password and are reminded to keep their password private and secure. Attempting to access other parts of the system from outside the firewall will result in an error message that requests the user connect via the VPN (Virtual Private Network).

Time Entry Computer Lab Schedule

These sessions are ideal for individuals who have already completed training and have specific questions that require hands-on help. Members of our support team will be available to assist you at these times and locations:

October 23

9 a.m. – noon

TSH 209

October 23

1 p.m. – 4 p.m.

DTC 524A

October 24

9 a.m. – noon, 1 p.m. – 4 p.m.

T13 123 and DTC 524A

October 27

9 a.m. – noon, 1 p.m. – 4 p.m.

TSH 209

October 30

9 a.m. – noon, 1 p.m. – 4 p.m.

TSH 209

October 31

9 a.m. – noon, 1 p.m. – 4 p.m.

TSH 209

November 3

9 a.m. – noon, 1 p.m. – 4 p.m.

TSH 209

November 6

9 a.m. – noon, 1 p.m. – 4 p.m.

TSH 209

November 7

9 a.m. – noon, 1 p.m. – 4 p.m.

TSH 209

November 10

9 a.m. – noon, 1 p.m. – 4 p.m.

T13 111

Please note: as these are drop in labs, wait times may be vary. Your patience is appreciated.

Contact

Project website: www.mcmaster.ca/mosaic

General email: mosaic@mcmaster.ca