Updates related to the launch of the Saskatchewan Health Authority's Administrative Information Management System (AIMS) will be posted here. Please refer back as questions and concerns arise, and contact your Employment Relations Officer (ERO) for clarification.
Nov. 10, 2022: Important Payroll Information Update
SUN has been informed that as of November 9, the SHA anticipates employee pay will occur as normal this week. However, given that the Administrative Information Management System (AIMS) was paused one week after launching, and teams have been busy returning to the existing legacy systems, the SHA would like employees to know the following:
Former Saskatoon health region employees:
- If you find an inaccuracy in your pay, contact your manager or their designate (with whom you would have discussed these inaccuracies in the past).
- The manager or designate will then submit a correction via the normal process (corrections database) to get the time corrected.
- If the inaccuracy is significant, ensure that you ask for a payroll advance.
- Once the payroll correction is approved by your manager/designate, the Saskatoon payroll team will review and process the advance as our highest priority.
Employees of all other former health regions:
- If you find an inaccuracy in your pay, contact your manager or their designate (with whom you would have discussed these inaccuracies in the past).
- The manager or designate will then submit a correction via the normal process to get the time corrected.
- If the inaccuracy is significant, ensure that you ask for a payroll advance. By doing so, your manager or their designate will submit the appropriate information via a specific MyConnection tile so that Payroll can review and process the advance as their highest priority.
- Note: corrections and advances must be authorized by your manager or designate. As such, it is imperative that this process is followed.
Also because of the paused AIMS launch, both accounts payable and expense claim reimbursements have reverted to pre-AIMS processes. Invoices should once again be submitted to local accounting offices. Expense claim reimbursements submitted through the Accounts Payable area of MyConnection will need to be resubmitted to local accounting offices.
SUN continues to strongly recommend that members frequently confirm the accuracy of their schedules, payrolls, leave requests, etc., and speak with their manager or use MyConnect to identify specific questions and concerns regarding this process.
SUN will continue to share information with members as it becomes available.
Nov. 7, 2022: Confirm Your Pay Cheque is Correct
November 10 marks the first pay date since the short, one-week implementation and subsequent pause of the SHA's Administrative Information Management System (AIMS).
With this in mind and given all of the significant issues related to AIMS, members should ensure they review all aspects of their pay cheques, including but not limited to: pay for shifts; premiums; scheduling; hours of work, etc. Pay slips will be available on Gateway Online on Wednesday, November 9 after 17:00.
Any errors and questions should be brought to the SHA’s attention through MyConnection.
SUN is closely monitoring the situation, and asks members to contact their Locals President or SUN ERO should any payroll errors occur.
SUN will continue to share information with members as it becomes available.
Payroll Q&As from the SHA
The following was taken from the SHA Daily Rounds on Friday, Nov. 4
Q: How do I submit my time?
A: Effective November 4, we have reverted to scheduling systems and processes that will in place prior to October 23. This includes ESP, VIP and AndGo (staffscheduling.ca). Please use your previous process/system for entering your time. If unsure, please connect with your Manager or the individual responsible for timekeeping in your unit/department.
Q: When do I have to submit my time?
A: Submit any changes to your schedule between October 23 to November 5 to your HR Staff Scheduling office or Unit Scheduler or Payroll office, via existing pre-AIMS system and processes (WRA, flowsheet, VIP or Timecard).
Deadlines to submit time for October 30 to November 5 is November 7, 2022 at the following times:
· Saskatoon ESP users: 1400 hrs (2 p.m.)
· Rural ESP users: 1200 hrs (noon)
· Regina (VIP) users: 1500 hrs (3 p.m.)
· All Work Record A (WRA) users: 1600 hrs (4 p.m.)
· Timecard App users: 1000 hrs (10 a.m.)
Corrections to time for October 23 to 29 are due on:
· Saskatoon: November 8, 0800 hrs (8 a.m)
· Rural ESP: November 7, 1500 hrs (3 p.m.)
· Regina (VIP): November 7, 1500 hrs (3 p.m.)
· All Work Record A (WRA) users: 1600 hrs (4 p.m.)
· Timecard App users: November 7, 1000 hrs (10 a.m)
Please connect with your manager if you have any additional questions.
Q: I used to use timecard to submit my time, what do I do now?
A: Employees using Timecard app (timecard.saskhealthauthority.ca) must submit their timecards for the last two weeks (October 23 to 29, October 30 to November 5) before Monday, November 7 at 10:00 a.m. The Timecard app is available now.
Q: Where will I find my pay slip for the next pay period?
A: Pay slips will be available on Gateway Online on Wednesday, Nov 9 after 5:00 p.m.
Q: How can I confirm my banking information?
A: If you have changed your bank account since October 18, go to Gateway Online and verify your bank account. Deadline to update / make changes to your banking information is Monday, November 7 at 5:00 p.m.
Q: What if I updated my personal information?
A: If you have changed your personal information (Address/Phone numbers) since October 18, 2022, please log into Gateway online and update their information.
Q: How do I submit Finance expenses?
A: Please hold off on submitting expenses. The team is working to finalize this process.
Q: How do I submit my Mileage claim?
A: Use the SHA Payroll Inquiry Tile to submit mileage using the SHA Employee Expense Claim Form found in the SHA Intranet – Expense Claim Policy and Procedures.
Q: Where can I ask Payroll related questions?
A: Submit a payroll inquiry via MyConnection.
Nov. 4, 2022: AIMS Launch Paused; SHA Reverting to Existing System
On November 4, 2022, SUN members were informed by the SHA that the launch of the Administrative Information Management System (AIMS) has been paused.
SUN has been advised that effective this morning, the SHA is reverting to the system and process that was in place before the launch of AIMS one week ago.
This pause is due to the significant issues the SHA experienced with the AIMS rollout, specifically in scheduling and payroll. Payroll and scheduling will be managed by the existing system, effective today.
At this point, the SHA has stated that their teams are in the process of migrating data from AIMS to the existing system. No timeline has been provided to suggest how long AIMS will be paused.
SUN has met with the SHA and received very little concrete information about how this reversion will proceed.
The SHA has indicated that employees will be receiving frequent communication over the coming days and weeks to answer their questions and concerns regarding this pause of AIMS and return to the existing system.
Scheduling & Resubmitting Leaves of Absence
SUN members need to know:
- For Group A (Saskatoon): the legacy systems were up to date as of 17:00 on October 25. As such, HR Staff Scheduling will work to update schedules based on the cutover tracking spreadsheet and any flowsheets that get submitted. Senior Schedulers will be reaching out to Units to assist.
- For Group B (all other SHA areas): the legacy systems were up to date as of 17:00 on October 26th. As such, HR Staff Scheduling will work to update schedules based on the cutover tracking spreadsheet and any flowsheets that get submitted. If you have a Senior Scheduler from HR Staff Services who assists your department, they will be reaching out to Units to assist.
- For staff – any leaves of absence, trades, named replacements, etc. on or after November 4, will need to be resubmitted or entered into the system via your legacy processes.
- There will be discrepancies on the schedule in your legacy system (ESP, VIP, or AndGo), so please ensure that you are identifying the changes in a legible manner on your FlowSheets or applicable time tracking process.
- SHA teams will be working to update the legacy scheduling and Human Resource systems with the Employee Movement that has occurred.
The SHA claims to be working to get employees' “time and schedules entered into [their] legacy systems to pay as accurately as possible."
It is SUN's understanding that if pay corrections are required, instructions and information will be provided to employees who may require a pay advance.
SUN strongly recommends that members frequently confirm the accuracy of their schedules, payrolls, leave requests, etc., and speak with their manager or use MyConnect to identify specific questions and concerns regarding this process.
SUN will continue to share information with members as it becomes available.
Nov. 2, 2022: SUN Files Policy Grievance Regarding the Implementation of AIMS
On October 21, 2022, SUN Local Presidents were advised that SUN expected issues would arise from the implementation of the Saskatchewan Health Authority's (SHA) Administrative Information Management System (AIMS). In several subsequent Member Alerts, all members were informed of potential challenges anticipated with AIMS, and asked to inform their SUN Employment Relations Officer (ERO) or Local President if they experienced problems.
Since our initial communication, SUN has become aware that hundreds of members are experiencing significant issues with AIMS that are in breach of the application of many articles and practices outlined in the collective agreement. These issues include but are not limited to:
- scheduling and hours of work
- leave requests
- access and accuracy of earned banks
- casual call out
- access to and bidding on shifts
In addition, we are hearing members' frustration regarding the time it takes to navigate the system, including ensuring their information is accurate, making sure the system is working, and managing their payroll and schedules. Navigating AIMS is taking SUN members away from delivering safe patient care, which is our members' top priority.
Unfortunately, because of the significant number of issues caused by the Employer's implementation of AIMS, which has resulted in violations of the collective agreement and is compromising our members, SUN has no option but to find resolve through the grievance process. SUN has filed a provincial grievance to ensure members’ rights are protected.
We would like to be clear with members that despite the grievance being filed, the implementation of AIMS will surely proceed. The filing of a grievance simply formalizes the union’s challenge–its filing does not prohibit the SHA from proceeding.
SUN members should continue to alert the Employer regarding issues they experience and request resolution. We ask members to continue to alert their Local President or ERO if these issues remain unresolved and/or have labour relations implications. In addition, it is of utmost importance that each SUN member keeps copies of any documentation related to issues with AIMS.
If you have any questions or concerns, please contact your SUN Employment Relations Officer or call SUN Duty Roster at 1-800-667-7060 (Regina) or 1-800-667-3294 (Saskatoon).
Oct. 26, 2022: Resubmitting Approved Leaves
As part of the launch of AIMS, the Saskatchewan Health Authority (SHA) is asking employees to resubmit approved LOAs, trades, and named replacements that were approved before Oct. 23, 2022.
According to the SHA, these leaves will not be re-reviewed for approval/denial. The SHA says resubmission is to increase the accuracy of the data transfer to AIMS.
The following images have been provided by the SHA and explain the resubmission process and the reason for its occurence.
SUN members are encouraged to contact their Local and/or ERO should issues arise during this process.
Oct. 25, 2022: Allocating Casual Hours
This is to advise that the SHA has confirmed that, as per Article 37.09, casual hours will continue to be offered based on unit procedures through the AIMS system. If you notice that this is not the case, please contact your Local and/or your ERO.
SUN has, however, learned that the SHA will be standardizing the way by which shifts will be awarded to SUN Casual Employees who have indicated they are willing to work a particular shift and/or shifts based on unit procedures.
According to the SHA, they will be "filling [their] highest needs shifts first which are shifts in chronological order from closest to farthest; and filling night shifts prior to day shifts."
It is important for SUN members to understand the new process when identifying their willingness to work.
Oct. 24, 2022: Standardization of OT Distribution
SUN has been made aware that with the implementation of AIMS, the Employer will be standardizing the way in which overtime is offered to SUN members. According to the SHA, going forward "the SHA will be implementing a single process/practice for the equitable distribution of overtime referred to as 'levelling' within AIMS terminology."
While we understand that some SUN members are questioning this process, it is important to remember that language does not exist in the collective agreement with the respect to the allocation of overtime and defined processes.
SUN would like to emphasize our long-held position that overtime hours are worked at a financial penalty to encourage the employer to properly staff its operations. This can be achieved by creating more permanent positions to provide safe patient care, and through discussions with registered nurses to find solutions to recruiting and retaining staff. SUN has never supported the notion that members should work in excess of full-time hours and encourages members to consider the effects of doing so, both personally and professionally.
The collective agreement does not address the allocation of overtime but does ensure that, as per Article 8.01, SUN members are not required to work overtime hours against their wishes except in emergency circumstances.
Therefore, no negotiated process exists for the allocation of overtime and the decision to accept overtime is voluntary, except in emergency circumstances.
Oct. 21, 2022: Anticipated Issues with October AIMS Implementation
SUN is anticipating issues relating to functions such as employee pay and scheduling etc., with the SHA’s transition to the new AIMS system, expected to take place later this month.
Should any issues remain unresolved and have labour relations implications, we ask that Local President’s please notify their ERO to help identify common themes.
This will allow SUN Provincial to address persistent issues directly with the SHA leaders responsible for AIMS.
