While the implementation of CASPA involves changes to technology, processes and people, it will also bring significant improvements to a core University function and benefit many University staff.
With the implementation of CASPA, casual employees will benefit from:
- Faster onboarding with contract approvals driven by workflow
- Elimination of paper contracts with the ability to accept a contract and enter personal information (such as bank account details and emergency contacts) online
- Elimination of paper timesheets with the ability to enter timesheets online
- Improved accuracy of payments through automated validation against the contract details during timesheet entry
- Reduced risk of delays in payments due to automated reminders and escalations
- The ability to view current and previous contract and timesheet details online.
University staff currently involved with the administration of casual contracts will benefit from:
- Faster onboarding with contract approvals driven by workflow and automated reminders and escalations
- Minimal data entry required to initiate a contract, with the ability to clone job/person data and reuse existing employee data
- Reduced paperwork and risk of delays in contract approval as signed contracts will no longer be required
- Fast and easy contract amendment with necessary approvals driven by workflow
- Improved visibility of contracts within their area with the ability to view current and previous contract details online and their current workflow status
- Ability to quickly defer activities to a proxy when you are away from work and for work on a worklist to be shared by a team.
University staff who are responsible for managing expenditure on casual employees will benefit from:
- Improved controls with the ability to check project funding via a link to Orbit as an automated step in the contract approval process
- Reduced risk of duplicate or incorrect payments with automated validation of timesheet data against contract details at data entry
- Improved reporting and analysis capability with automated reporting of casual employee planned v actual expenditure.
University staff who are responsible for managing casual employees will benefit as follows:
- Ability to validate timesheets online - delegated authorities will no longer be required to approve timesheets
- Improved visibility of timesheet estimated payable time with automated calculation of allowances and entitlements
- Improved visibility of contracts and timesheets for their casual staff
Instead of receiving a paper contract for signature, contract approvers will receive notification via email that they are required to approve a contract. They will be able to view the contract details and approve online via CASPA.
Contract approvers will no longer be involved in the approval of timesheets on a fortnightly basis as this responsibility will pass to a 'timesheet validator'.
HR staff involved in the administration of contracts and payment of casual employees will benefit from:
- Elimination of the manual checking, data entry and filing associated with paper-based casual contracts and timesheets
- Elimination of paper HR files for casual employees as documents will be available electronically on TRIM
- The ability to follow up contract and payroll queries online using CASPA, TRIM and PeopleSoft rather than searching through piles of paperwork.
Overall the University will benefit from improved controls as follows:
- Contracts can only be approved by the relevant delegated authority with user lists managed centrally by HR
- Reduced risk of employees working illegally with automated visa verification
- Reduced risk of fraud as CASPA will enforce segregation of duties preventing a staff member from approving both contracts and timesheets for the same employee
- Improved data integrity due to improved search functions and electronic transfer of data between systems.