New HR eForms – Coming Soon!
Enhancing the HR transformation experience with new eForm technology!
New HR eForms will be available in the upcoming week to improve the HR administration experience.
The details and key process changes are included below.
What’s happening?
New Mosaic Employee Change Request eForms are replacing the paper-based HR Event Forms to manage the submission, approval, and processing of HR events, automate form submission and approval steps.
Upon approval, the eForms automatically update employee’s information in Mosaic so there is no need for manual data entry.
Employee Change Request eForms include:
- Contract Extension
- Schedule Change
- Compensation Adjustment
- Termination
- Retirement
The new eForms do not apply to Faculty member updates.
When will it happen?
On January 26, 2022, the 5 new eForms will be released and available to access in Mosaic. The related paper HR Event form will be modified to remove and phase out these types of transactions on February 15, 2022.
Why is this happening?
In response to feedback received through the HR Review and community consultation across the faculties and departments, to improve user experience and payroll data accuracy, the new Mosaic eForms will enable –
- Automation of the process workflow and standardized approval procedures eliminating multiple points of manual data entry
- Efficient and straightforward user experience for submitting, approving, and processing eForms
- eForm requestor to have visibility to check processing status through online eForm tracking and reporting
Who will have access to the new eForms?
Individuals with the following security profiles in Mosaic can view, edit, and submit the Employee Change Request eForms in Mosaic:
- Manager_Administrator
- Finance_Manager_Administrator
To request HR Security Access for an individual, the Supervisor should log a Mosaic HR Security Request via the following link:
https://macservicedesk.mcmaster.ca/plugins/servlet/desk/portal/742
To view the HR Security Access, run the HR Position Security query available in the HR Reporting Hub via self-service in Administrative Home/Mosaic.
What actions are required from you?
If you, or your team members are involved in HR Event Form processes, we encourage you to do the following:
- Familiarize yourself with the online FAQs and other resources
- Identify the HR position Security to ensure the individual has the correct access to eForms
- Familiarize yourself with the standardized approval workflow
- Register for the next available training session:
Wednesday, January 26, 2022 from 1:30 p.m. to 3:30 p.m.
The training sessions have also been recorded and will be posted shortly.
What is the timeline to submit and approve eForms?
Please begin using the new eForms once they become available on January 26. The paper form will be phased out as of February 15, 2022, at which time it will no longer be accepted.
Employee Change Request eForms have a direct impact to employee’s pay, and the form requestor should therefore be mindful of the HRIS Pay Schedules when submitting these requests. It is critical that eForms are fully approved and received by the applicable HR Transaction – Department Submission Deadline. The late submission and approval beyond the requested payroll deadlines may cause pay delays or overpayments for the individual employee.
Additional On-line Resources
The following resources are available to support you and your teams via self-services on HR eForms Webpage.
- HR eForm Overview
- HR eForm Job Aids
- Pre-recorded training sessions
- Frequently Asked Questions
- Important Dates and Key Information
Questions?
For additional support with Mosaic HR eForms, email hr.mcmaster@mcmaster.ca or call 905-525-9140 x222HR(47).
