People and Culture identified the need to move our staff files onto an electronic solution to improve efficiency, security, and accuracy. Work was undertaken to procure an Electronic Document Management system, the system selected was OnBase. The scope of the project was widened to include other business activity. This included, appointment forms, automatic creation of files, electronic workflow, and approvals.
The project and benefits were broken down into three key phases as listed below.
Phase 2a has replaced the paper based Academic Development Agreements and moved them to an electronic format. The OnBase form utilises information we already hold about the individual, and builds over each stage in the process, allowing targets to be updated at each stage before submission for the final stage of achieving permanency, gaining approval at each stage until it is submitted to Academic Staffing Committee (ASC). There is no change to the process or content of the agreements, just a move to an online process.
Phase 2 utilises existing relevant data already held within iTrent and the Research Information System, which will support the academic in completing the agreement and achieving permanency. By combining this key data and committee information in OnBase, it enables information to be passed directly to the decision makers in the process, triggering update notifications to each stakeholder throughout the process, incorporating the following benefits:
We are working on feedback from users and some of the items in development are currently:
For any queries that cannot be resolved using the User Guides, please contact onbase@essex.ac.uk.
Pathway to Permanency Academics access OnBase using their personal link.
For more information on the Academic Permanency and Promotion process, please refer to the guidance webpage.
Departments have access to a dashboard report in Tableau which shows the current OnBase position of all the Academic Development Agreements in their departments, and key dates in the process.
Pathway to Permanency Academics have access to their own dashboard My Pathway to Permanency at Essex which includes the link to your agreement, and allows you to track the progress and stage of your agreement during the Pathway to Permanency process. To access the dashboard, you will need access to Tableau, and if you are trying to access remotely, Tableau permissions will also need to be set up for your GlobalProtect profile. Any enquires regarding Tableau access and permissions should be directed to biquery@essex.ac.uk
In Phase 3 managers will be able to launch pre-populated leaver and change forms via People Manager to inform P&C of any changes to the contract, or to notify P&C of any staff who are leaving the University. Working on the same principles as the appointment forms, managers will be notified of when these changes are processed.
This phase is currently in development and information will be circulated and this page updated once the phase is complete.
There are several places you can go for support, User Guides, or for an update on the project. Please refer to this page and the relevant phase.
If you need help with completing an appointment form, please contact either resourcing@essex.ac.uk
If you require any assistance with Pathway to Permanency (P2P) in Phase 2, or have any general issues or queries, please contact onbase@essex.ac.uk