Newsletter No. 474

功能範圍 Responsibility Areas 假期管理 Absence Management 申請／批核假期並將紀錄存檔 Application, approval and record of leaves 團隊假期日程 Team Absence Calendar 休假紀錄一目了然，方便規劃 Leave records and balances at a glance to facilitate decisions and planning 培訓 Training 批核培訓申請及儲存紀錄 Approval and records of staff training 薪酬及津貼 Payroll 提交支付超時工作及兼職薪津的指示 Submission of payment instructions for overtime and part-time work 招聘 Recruitment 一站式處理刊登廣告、遴選及聘用事宜 One stop from advertising, selection to making offers 員工薪酬支出 模擬及清算 Staff Cost Simulation and Funding Clearance 增聘教職員前確定薪酬支出及清算 Confirming funding availability before committing on staff expenditure and obtaining funding clearance 僱員資料 Employee Information 人事資料一覽無遺 Staff personal and job information at a glance 員工團隊管理 Workforce Administration 授權指定人員為教職員直屬上司及因應 需要更新簽證資料 Assigning supervisors for staff and updating visa information if applicable 績效評核 Performance Review 評定及提交非教學人員的績效評核 Scoring and submitting performance rating for non-teaching staff 署任安排 Acting Arrangement 記錄署任資料 Maintaining records of acting appointments 管理人員 Roles 院長及系主任 Head/ Chairperson • 全權使用及查閱CUPIS的功能和 資料 Has access to all functions and data under CUPIS 總管理員 Chief Administrator • 委任功能管理員處理各項功能範圍 （ 見下表 ） To assign the various functional areas ( see below ) to functional administrators • 查閱CUPIS的資料，僱員薪酬除外 Has access to all data under CUPIS except employee salaries 功能管理員 Functional Administrator • 處理功能範圍（ 見下表 ） To handle the functional areas ( see below ) 直屬上司 Supervisor • 批核假期申請及檢視團隊假期日程 To approve leave and view team absence calendar • 就試用期及續約事宜提出建議 To make recommendations regarding probation and contract renewal • 就其屬下的非教學人員進行績效評核 To conduct performance reviews for non-teaching staff under him/her 人事信息系統（CUPIS） 的管理人員及功能範圍 Roles and Responsibilities under CUPIS tremendous effort in work relating to business process review, requirement collection, design, configuration, customization, data conversion and testing. The project team has also worked closely with the owners of inter- connected systems to ensure their systems will work well with CUPIS upon the system’s going live.’ Ms. Nowell Wong , Head of Personnel Management and Research Administration of the Faculty of Medicine, however, saw a big challenge in ensuring a seamless workflow at first. She said, ‘The Faculty of Medicine has been reviewing the new workflows and developing in- house rules and procedures so as to make sure that quality outcomes could be achieved following the launch of CUPIS.’ To Winnie Wong, it is a challenge to familiarize supervisors who are teaching or new staff with some of the finer and more technical points in personnel management. Eric Chan understood these concerns but appealed to all colleagues for their support and understanding on the possible inconvenience which may happen in the transition to the new operation mode. But once the horse is tamed, the master would have a most dependable steed. Nowell Wong said, ‘It is good that the same set of data can be shared among the departments, the Faculties and the central offices. It would save a lot of manpower resources in maintaining the personnel records.’ Ms. Wendy Lai , Senior Operations Manager of the Asia- Pacific Institute of Business, compared it to her experience of switching to e-banking: ‘In the beginning, we were all reluctant to change; it will take a while to get used to the new operation mode. However, once you get used to it, you rarely go to the bank branches anymore.’ Ms. Vivian Ho , Director of Campus Planning and Sustainability, was optimistic: ‘Teething problems are expected but I see CUPIS as a necessary institutional move that we should embrace in this Digital Age. The saving of papers is a welcome by-product of its implementation.’ But CUPIS is more than just catching up and making up. Mr. Wyman Liu , Project Manager from IBM, explained, ‘CUHK will be the first Hong Kong tertiary institution to harness the values of cloud computing for recruitment. By running the recruitment process online, communication will be automated and instantaneous, whereby CVs, supporting documents, interview notes, and profiles are searchable, and recruitment results quantifiable.’ It is a new chapter in a familiar story, one that is captured very well in the story of Ms. Corinna Lee , Director of Personnel, who had not had a burger for a long time: ‘Recently, I walked into a fast-food outlet for a burger. I hadn’t been there for ages. Instead of placing my orders face-to-face with the counter staff, I found I also had the choice of making up my own burger by touching an LED panel. It was intrepid of me to take up the challenge, and though I did not get all what I wanted in the end and presumably much to the annoyance of those behind me, I got my first burger that way!’ F rom April this year, CUHK will usher in a new system of human resource management in the form of the CUHK Personnel Information System (CUPIS). It is built on an Enterprise Resources Planning System which will provide the University with an advanced HR and payroll system platform to enhance its efficiency of personnel management through automation and technology enablement. Mr. Eric Chan , Project Manager of CUPIS from the Personnel Office (PO), said, ‘Apart from the core infrastructure on staff data, payroll and benefits which will be managed by the Personnel Office and Bursary, other university colleagues will also be provided with enhanced employee self-services on making absence requests, updating of personal information, bank account, viewing of monthly salary statement and annual tax return, etc.’ It is understandable that a system switchover of this magnitude would cause a good deal of anxiety and skepticism. Mrs. Amelia Wong , Deputy Secretary, was only being frank when she said, ‘As a long-serving colleague, I was unreceptive to the change at first. But I can appreciate this is a golden chance for us to revisit what we have been doing all along. If there is a better way of doing it, why not give it a try?’ Various offices have done various things to prepare for CUPIS. Ms. Sandy Lee , Secretary of Wu Yee Sun College, said, ‘In early March we gave our colleagues a briefing on the launch of CUPIS and highlighted the commonly used functions such as leave application and training enrollment, the relevant Business Process Review items and the key action dates. Another briefing for our Terms C staff will be held soon. A handout summarizing the changes necessitated by CUPIS has been prepared for our colleagues for easy reference.’ Ms. Winnie Wong , Administrative Manager of the Hong Kong Institute of Integrative Medicine, said that her office had prepared for CUPIS by tidying up the workflow on leave approval, assigning supervisors and finishing up prospective appointment cases well ahead of the scheduled implementation date. February and March are a busy time for colleagues from all corners, as many of them have enrolled in the series of workshops and training sessions organized by the PO and the ITSC. Ms. Angelina Wong , Business Manager of the Chinese University Press, found these workshops useful and thought the system ‘quite user-friendly. You just need to get familiar with it like using a new version of Windows. On the whole, I’m in favour of this change.’ Ms. S.K. Kong , Executive Assistant of the Department of Government and Public Administration, was impressed by the evident enthusiasm in the workshops: ‘I am thankful as I see many parties devoting their hearts, time and efforts for the success of CUPIS. They deserve a big THANK YOU.’ Indeed, the travail and toil had begun for some colleagues way before the last hundred furlongs of the project. Mr. Michael Chan , Project Manager from ITSC, said, ‘In the past 15 months, the project team has put in CUPIS 網頁 website: www.cuhk.edu.hk/cupis 474 • 19.3.2016 3