CAHP user group sprint reviews

Meeting 29 – 11 April 2019

Agenda

• Actions from previous meeting
• Email statistics
• Summary of pay adjustments and advances
• Annual CAHP school processes and deadlines
• Payroll end of the financial year process deadlines
• Farewell to Cheryl and Louisa
• Support team BAU
  • Rebuild of the generation function
  • Improve speed
• Increase reliability
• Casual Academic Expense Report demonstration
• Teaching allocation discussion and comments?
• Major groups of work identified - prioritisation

Minutes

During the meeting, attendees were asked what functionality would be most valuable to be delivered next. The following items were raised in session:

• Add Course Coordinator field to the Expense Report
• Default to current year
• Display more than 10 lines by default on New Hire and Course Planning pages.

Download the presentation from the 11 April meeting (PDF, 867.7 KB)

Meeting 28 - 14 March 2019

Agenda

1. Actions from previous meeting
2. Results from O week and week 1
3. Placements in queue
4. Common generate and load issues
5. Fix releases
6. Project extension
7. Casual Expense Report
8. Teaching Allocation feature
9. Key messages/close

Minutes

Presentation

Download the presentation from the 14 March meeting (PDF, 361.4 KB)

Meeting 27 – 17 January 2019

Agenda

1. Actions from previous meeting
2. New PM
3. Extension until 30 April for all project team
4. Timesheets now live
5. New Hire enhancements update
6. R1.8 concept overview
7. Support team update
8. Key messages/close

Meeting actions

No actions were captured at the meeting

Minutes

During the meeting, attendees were asked what functionality would be most valuable to be delivered next. The following items were raised in session:

• Make sure that the pay schedule report includes the approved changes – variation report
• Active notifications or reminders for supervisors to check the timesheet status
• Setting global start and end dates for placements
• Easier way to extend placements instead of creating new ones

Presentation

Download the presentation from the 17 January meeting (PDF, 519 KB)

Meeting 26 -  6 December 2018

Agenda

1. Actions from previous meeting
2. Emailed update
3. CAHP timesheet
4. Next priorities - updates to New Hires
5. Timelines for next semester
6. Key messages/close

Minutes

During the meeting, attendees identified the following enhancement requests:

• the ability to have preferred name and first name as an option
• the ability to search on other fields on the placement page
• the need to have a statement in relation to the documents being securely handled, in areas where casual academics upload documents
• then eed for a checklist of the personal details that have not been completed for ease of follow up.

Supporting documents

View New Hires - personal details demonstration and upcoming functionality (PDF, 118.5 KB)

Presentation

Download the presentation from the 6 December meeting (PDF, 314.7 KB)

Meeting 25 - 8 November 2018

Agenda

1. Actions from previous meeting
2. Release 1.6.3 today
3. Timesheet approval deadline update
4. Pay schedule reminders
5. CAHP timesheet
6. Next priorities
7. Timelines for next semester
8. Key messages / close

Meeting actions

No actions were captured in the meeting.

Minutes

During the meeting, attendees were asked what functionality would be most valuable to be delivered next. The following items were raised in session:

• Make sure that the pay schedule report includes the approved changes – variation report
• Active notifications or reminders for supervisors to check the timesheet status
• Setting global start and end dates for placements
• Easier way to extend placements instead of creating new ones

Presentation

Download the presentation from the 8 November meeting (PDF, 375.9 KB)

Meeting 24 - 18 October 2018

Agenda

1. Actions from previous meeting
2. CAHP timesheet input: Survey results
3. Timing of User Group meetings
4. Review of semester 1 EoI activities
5. Key messages/close

Meeting actions

No actions were captured in the meeting.

Minutes

• The group decided that the CAHP timesheet should be available from 5pm on the second Thursday of the pay period, until 5pm of the following Monday. This also means that the relevant weeks need to be locked on the Course Planning page from 5pm on the Thursday the timesheet becomes available.
• The group decided that the User Group meetings should occur monthly with an emailed update halfway between the meetings.

Presentation

Download the presentation from the 18 October meeting (PDF, 314.6 KB)

Meeting 23 - 3 October 2018

Agenda

1. Actions from previous meeting
2. Aurion upgrade update
3. New functionality
4. CAHP timesheet input
   • Process time changes
   • Introduction timing
   • Change plan
5. Timelines for next semester
6. Key messages/close

Meeting actions

• Distribute survey on timesheet fortnightly timing
• Use drop-in sessions and small help cards to assist with change to CAHP timesheet
• Confirm whether placements can be extended for the entire year
• Add agenda point to decide on fortnightly timing next User Group session

Minutes

• The group decided that the pay period 22 December – 4 January was the right time to go live with the CAHP timesheet.
• The group decided that posters were not very helpful, but drop-in sessions and help cards, along with Tutor training would be useful to create awareness with Casual Academics.

Presentation

Download the presentation from the 3 October meeting (PDF, 584.1 KB)

Meeting 22 - 20 September 2018

Agenda

1. Actions from previous meeting
2. Release last week
3. New functionality
4. Aurion upgrade
5. Bulk termination update
6. Enhancement sessions
7. Project site moving
8. Timelines for next semester
9. Key messages/close

Meeting actions

No actions were captured in the meeting.

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Supporting documents

View the CAHP timesheet design

Presentation

Download the presentation from the 20 September meeting (PDF, 381.5 KB)

Meeting 21 - 6 September 2018

Agenda

1. Actions from previous meeting
2. Known issues register
3. New functionality
   • Now live
   • Coming up
   • Current focus
4. Expression of Interest
5. Support update
6. Key messages/close

Meeting actions

No actions were captured in the meeting.

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 6 September meeting (PDF, 286.3 KB)

Meeting 20 - 23 August 2018

Agenda

1. Actions from previous meeting
2. Generate button and Teaching Activity Schedule
3. Change of pay schedule transfer timing
4. Casual Academic walk-in sessions
5. Update session: Enhancements since Semester 1
6. Rounding to 1 minute/spread across Semester
7. Update: MyAurion form
8. Key messages/close

Meeting actions

• Investigate specific instance in Chem Eng where teaching activity schedule does not match with Aurion
• Schedule a session in Herston (as well as St Lucia) to review CAHP enhancements since Sem 1 / tips and tricks

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 23 August meeting (PDF, 290.3 KB)

Meeting 19 - 9 August 2018

Agenda

1. Actions from previous meeting
2. Semester 2 statistics
3. MyAurion form performance issue
4. Pay transfer date for Weeks 3-4
5. Refresher: How to read pay schedule export
6. Functionality update
7. Start of Semester – feedback and questions
8. Key messages/close

Meeting actions

• Investigate missing activity schedules (User Group members requested to provide examples)
• Let Karina know any comments around potential date of data changes
• Communicate whether the Teaching Week 3-4 pay schedule deadline will be extended
• Communicate to Casual Academics about Teaching Week 3-4 extension and guide to Teaching Activity Schedule

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 9 August meeting (PDF, 480.9 KB)

Meeting 18 - 26 July 2018

Agenda

1. Actions from previous meeting
2. New functionality
   • Rounding by 1 minute increments
   • Using the HR Pool for HR notifications
   • Improving text for UniTask notifications
3. Duration discrepancy update
4. Delivery Stages for placement improvements
5. Semester 2 progress report
6. Key messages/close

Meeting actions

• Investigate if Acting Heads of Schools continue getting notifications after moving on from the role
• Investigate improvement opportunities for communication of new features

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 26 July meeting (PDF, 479.1 KB)

Meeting 17 - 12 July 2018

Agenda

1. Actions from previous meeting
2. New functionality
   • Placements
   • Pay scales vs teaching activity type
   • Updates to MyAurion form
3. Duration discrepancy update
4. Course coordinator setup
5. Delivery stages for placement improvements
6. Other news
7. Semester 2 timeline
8. Key messages/close

Meeting actions

• Cathy Swart and Nikki Viravong reported that the 'Review full schedule' is not generating for Medicine and Business school and the screen goes blank. Angela advised to retry and get in touch with CAHP support.
• Add story to enable hiding deactivated pay scales

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 12 July meeting (PDF, 820 KB)

Meeting 16 - 28 June 2018

Agenda

1. Support team introduction
2. Actions from previous meeting
3. User Acceptance Testing
4. Duration discrepancy update
5. Offer letters
6. Release details
7. Semester 2 timeline
8. Training
9. CAHP dates
10. Key messages/close

Meeting actions

• Minor adjustments captured for identity check
• Prepopulate tax form with supplied details
• Specify date format on the declaration page
• Pre-populate nationality with supplied nationalities from upload

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Supporting documents

Copies of the new offer letters were circulated before the meeting.

Presentation

Download the presentation from the 28 June meeting (PDF, 466.7 KB)

Meeting 15 - 14 June 2018

Agenda

1. Actions from previous meeting
2. New functionality
   • New hires page
   • Unitask notifications
   • Head of School approval
   • Duplicate check
   • Offer letter and acceptance
   • Personal details
3. End of Financial year: Pay advances impact
4. School engagement update
5. Training
6. CAHP dates
7. Key messages / close

Meeting actions

Contact Karina Mauer if you want to be involved in testing for the new functions.

Minutes

The following decisions were made by the User Group during the meeting:

1. An email should be sent to HoS on placement request
2. When the HoS rejects a placement, create a notification in Unitask but do not send an email
3. The Personal Details tracking page should show whether the offer was accepted / offer letter was sent

Presentation

Download the presentation from the 14 June meeting (PDF, 448.8 KB)

Meeting 14 - 31 May 2018

Agenda

1. Actions from previous meeting
2. New functionality
   • Personal details collection
   • PDF generation and upload page
3. Semester 2 placement process
4. Impact assessment meetings
5. UAT nominations for 1.5
6. Pay adjustment vs pay advance
7. CAHP dates
8. Statistics
9. Key messages/close

Meeting actions

• Add instructions for personal details collection
• Verify if Branch field is required (see SCSM-3837)
• Verify validation on Bank field (see SCSM-4180)
• Verify we have captured (or otherwise add) ability for Admin to check progress of personal details completion
• Assess options to keep placements across semesters
• Discuss with Payroll team to get a Pay Adjustment spreadsheet in the event the MyAurion form is not working
• Work with Legacy Schools to manage Placements for semester 2

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 31 May meeting (PDF, 549.8 KB)

Meeting 13 - 17 May 2018

Agenda

1. Actions from the previous meeting
2. New functionality
   • Teaching Activity Schedule – Supervisor / School Admin access
   • Actual student numbers
   • New Hires
   • Placements update
   • Teaching Schedule API
3. Your feedback
4. CAHP dates
5. Statistics
6. Key messages/close

Meeting actions

• On New Hires page, use wording "New Hires in Progress" instead of "Current New Hires"
• Provide Pay Schedule information on the Teaching Activity Schedule screen
• Add story to backlog for adding dollar amounts to Pay Schedule exports
• To notify Supervisors of Teaching Activity Schedule access, send initial notice to School Managers / Administrators and later to Supervisors directly

Minutes

No minutes beyond the recorded actions were taken during the meeting.

Presentation

Download the presentation from the 17 May meeting (PDF, 515.1 KB)

Meeting 12 - 3 May 2018

Agenda

1. Actions from previous meeting
2. Project reset
3. Change update
4. Release 1.4 update
5. Release 1.5 update
6. Your feedback
7. CAHP dates
8. Statistics
9. Key messages/close

Meeting actions

1. Distribute CAHP Project Delivery Roadmap to User Group
2. Provide Change Impact Assessment outcomes to User Group (if approved by Steering Committee)
3. Check process of sending hard-copy credentials letters is turned off
4. Verify audit trail functionality for removing a staff member from a teaching activity is captured in the backlog
5. Clarify requirements around verification of ID documentation

Minutes

The User Group determined that if a staff member is removed from a teaching activity in CAHP, then the staff member should not be paid for that teaching activity, even if the pay schedule was not subsequently approved.

Presentation

Download the presentation from the 3 May meeting (PDF, 688.2 KB)