JDE Program
JD Edwards (JDE) is an online platform currently used by City of Vaughan staff to house timesheet and employees' expense information submitted to Payroll, and a few non-financial items, such as tracking the City's capital assets at a very high level.
The goal of the JDE Program is to increase automation, improve processes and gain efficiencies to further support staff in delivering Service Excellence to Vaughan citizens. The JDE Program is part of the City's Finance Modernization Strategy, which aims to transform and improve the organization's operations by modernizing business processes and procedures and reviewing governance, policies and capacity.
JDE Info for Staff
Learn about accessing JDE from home, employee self service and time and labour.
Frequently Asked Questions
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The JDE Program consists of five projects:
Project Description Who does this impact? Employee Self-Service A secure web-based module that empowers employees to view and request updates directly into the system for their own personal work-related information.
Examples include dependent information (birth of a child) and change of address.
Mayor and Members of Council
All City of Vaughan staff
Vaughan Public Libraries staffTime and Labour Automates the entire time and attendance record-keeping process and provide an intuitive, web-based interface for time entry and approval. It offers a simplified way to submit, review, track and approve timecards. Mayor and Members of Council
All City of Vaughan staff in every portfolio
Vaughan Public Libraries staffJob Cost/Projects
Sub-initiative: 3-Way Match for Capital Invoicing
Will assist staff in managing projects and jobs while monitoring the costs and revenues associated with them.
3-Way Match is an Accounts Payable process intended to verify the purchase order, supplier's invoice and delivery receipt match before an invoice is paid.
All departments with capital projects:
- Financial Services
- Financial Planning and Development Finance
- Infrastructure Delivery
Fixed Assets/Tangible Capital Assets (TCA) Will handle asset registration, classification, tagging, retirement, and disposal for individual and merged assets. It provides an effective way to track assets for financial and reporting needs. All departments with fixed assets:
- Financial Services
- Financial Planning and Development Finance
- Facility Management
- Vaughan Fire and Rescue Service
- Infrastructure Planning and Corporate Asset Management
- Parks, Forestry and Horticulture Operations
- Transportation and Fleet Management Services
- Environmental Services
Work Orders/Preventative Maintenance/Equipment Master Will enable staff to integrate all aspects of creating and processing work orders with the rest of the business operations. It provides an up-to-the-minute status of all jobs and links to information. All departments with preventative maintenance/work orders:
- Financial Services
- Financial Planning and Development Finance
- Infrastructure Planning and Corporate Asset Management
- Facility Management
- Vaughan Fire and Rescue Service
- Parks, Forestry and Horticulture Operations
- Transportation and Fleet Management Services
- Environmental Services
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All City staff will be impacted and integrated into JDE and experience the updates being made to the JDE system in different ways. Some staff will be brand new users to JDE, and others will have existing JDE knowledge based on their current roles. There are two main components to the JDE Program:
1. Making your employee information easier to manage and access by centralizing it in JDE and:
- giving you direct access and management to your personal information in one convenient location.
- streamlining attendance reporting.
- simplifying the time-off request process.
- providing quick and easy access to your paystubs and T4 slips.
- enabling Managers to schedule work orders and review and approve staff work hours and time-off requests.
2. Tracking and managing the City's capital assets. The City plans to complete certain tasks to undertake this component, including:
- assessing current workflows and approval processes, integrating new JDE functions with current ones.
- training staff on new tools and processes.
- enhancing security to digitally track City assets, labour, and work orders, among others.
City staff will be transitioned into these changes gradually through training and resources. There will be opportunities to ask questions to the JDE Program team and subject matter experts. Each department will have a JDE Program champion who has been pre-trained on using JDE in a way that is meaningful to your department. The JDE Program team will invest time in building the knowledge of the JDE champions and providing tools and resources to you, guiding you through using JDE.
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Service Excellence and Accountability – a priority in our 2022-2026 Term of Council Service Excellence Strategic Plan – is a key component of the JDE Program and the Finance Modernization initiative. It gives staff direct access and management of their personal work-related information in one convenient location and enhances processes efficiencies in multiple areas of operation. The JDE Program initiatives aim to increase automation, improve processes, and gain efficiency to further support staff in delivering Service Excellence to Vaughan residents.
Project Updates
| PROJECT | DELIVERY DATE | STATUS |
|---|---|---|
| Employee Self-Service | June 2022 | Launched |
| Time and Labour (Group 1) | May 2023 | Launched |
| Fixed Assets and Tangible Capital Assets | July 24, 2023 | Launched |
| Work Orders/Preventative Maintenance/Equipment Master (Phase 1) | Sept. 12, 2023 | Launched |
3-Way Match for Capital Invoicing (sub-initiative to Job Costs/Projects) | TBD | Upcoming |
| Time and Labour (Group 2) | TBD | Upcoming |
Contact Information
- For technical support signing in to MyApps or JDE, please email: IT.ServiceDesk@vaughan.ca.
- For assistance with your balances, please email: attendance@vaughan.ca.
- For assistance with your payroll, please email: payroll@vaughan.ca.