Systems Information

General

Alesco Version 11 MR1 is a packaged Human Resource Software System supplied by Talent2. This package was implemented at Murdoch in the early 1990’s and is used extensively by other universities in Australia. There are also a number of other large organisations (government and commercial) both in Australia and overseas that have implemented this software. The majority of these universities are members of the Higher Education Services group (HES). Members representing the Human Resource Information Systems (HRIS) subgroup meet on a regular basis to collaborate on enhancements to the software, to share knowledge on systems use and version and release upgrades to the software. The package contains a number of HR functional modules which interact with each other. Modules currently implemented at Murdoch include the following:

• Personnel – Maintains information regarding staff and specifics regarding job contracts
• Leave – Maintains agreement rules regarding leave accruals and individual staff leave information such as leave balances and leave bookings
• Payroll – Maintains information regarding staff pay details and generates pays each fortnight
• Statistics – purpose is for reporting Staff Statistics to the Department of Education, Employment and Workplace Relations (DEEWR)
• MyHR – Allows staff to maintain their own details or to initiate transactions such as leave booking requests which includes approval workflow to Managers (currently rolled out to the Division of Corporate Services only). This module is continuously being enhanced and additional functionality will continue to be implemented at Murdoch.

Access to Alesco

Access to Alesco is granted to those members of University staff whose duties require access to personnel/payroll data for staff in their respective Faculty / Office. Any application must be authorised by the relevant Head of School or Faculty Dean / Office Head before it can be considered by Human Resources. Please download, print-out and complete the application form and return it to Nadine Herbert, Coordinator Remuneration Services c/- Human Resources. Please ensure that you return ALL pages of the application form.

Escalation of user privileges

Requests to access a different organisational unit than that originally applied for in the application will require authorisation in writing (email is acceptable) by the Head of School or Faculty Dean / Office Head. The advice should outline that the requested change is appropriate and duly authorised. This document will be retained by Human Resources for audit purposes.

Annual Review of current user accounts

On an annual basis, Human Resources audit current user accounts to assess the need for ongoing access. The Head of School or Faculty Dean / Office Head will be asked to provide authorisation to confirm that ongoing access is required. This advice will be retained by Human Resources for audit purposes.

Revoking of access

Human Resources run reports to identify staff who have left employment of the University. Network access is revoked midnight of the last day of employment, thereafter access to the Alesco system is revoked on a monthly basis.

Reporting

Standard reports are available via the core application. Users who require non standard reports should submit the request to Nadine Herbert . Each request will be assessed on a case by case basis. In some instances approval by the Director Human Resources will be sought. Other reports are delivered via a secure environment on the internet. These reports are provided to specific users who are required to use their Murdoch Username and Password in order to view the data.

Systems Support and Training

Users are trained by the Employee Services Officer allocated to the respective Faculty/Office. Secondary user support is provided by the HR Helpdesk. Systems support is provided by Nadine Herbert. Issues pertaining to training or systems support should be reported to the HR Helpdesk in the first instance.

Online Payroll Transaction Authorisation

It is an audit requirement that fortnightly payroll transactions are authorised.  Staff who undertake the responsibility of authorising payroll transactions should be aware of the 'Guidelines for the Review and Authorisation of Fortnightly Transaction Reports'.  Before a staff member is provided with access to authorise transactions, an 'Online Payroll Transaction Authorisation Appointment Form' must be completed and authorised by the Faculty Dean or Office Head and received by Human Resources for processing.  Any changes to authorising officers should be reported to Human Resources as soon as possible.

A diagrammatic view of Payroll Transaction Authorisation for quick reference is also available.