New Human Resource System will mean less paper, but more data

Editor’s note: This is part of an ongoing series about the people behind HRS.

If nothing else, the new Human Resource System, known as HRS, should make for some cleaner desks around campus.

With the arrival of the new state-of-the-art system for all UW campuses, expected to launch between April and June, the absence of paper records for human resources information, payroll, benefits and leave for thousands of UW–Madison employees will be significant, says Julie Karpelenia, assistant dean and director of human resources for the Graduate School.

“HRS provides us with the opportunity to reduce the need for so much paper for processing human resources, benefits and payroll transactions,” she says.

Karpelenia is one of about 50 divisional liaisons who are putting together plans for how their units will implement and work with HRS when it launches.

In the coming weeks, employees across the UW System will receive training on how to use the new system.

Once it’s in place, HRS will handle a more than $2 billion annual payroll for UW System employees and improve how data about employees are entered, as well as how employees sign up for benefits, account for their time and leave, and view work records.

In Karpelenia’s case, prepping for HRS means making sure that the Graduate School staff, including those who work at centers within the school, have the necessary training and resources to successfully administer human resources, payroll and benefits. Centers that are part of the Graduate School include the Waisman Center, the Wisconsin National Primate Research Center and the Arboretum.

“I want to ensure that processes and procedures are in place for a smooth transition to HRS,” Karpelenia says. “This also means that all administrators and employees feel comfortable using the new system.”

Karpelenia has a long history of working within human resources in the Graduate School and, in her words, “grew up” with the existing system. Karpelenia started in the Graduate School as a human resources manager in 1990 and has been director of human resources since 2007.

“Now is the time to integrate human resources, benefits and payroll into one system using current state-of-the-art technology,” she adds.

The existing system for human resources, payroll and benefits management dates to the 1970s and uses a computer language that’s all but obsolete.

Karpelenia says those who have used the existing system will enjoy many other benefits from HRS, such as using consistent business standards across schools and colleges, streamlining the hiring processes, improving data collection and reducing duplication of effort.

“The efficiencies that will be gained from HRS will allow both administrators and employees to focus their efforts in other areas,” she says.