1. Workflow Success in HR Session 5425

2. Presenters Joe Jernigan –Tarrant County College District –Manager of Employee Training & Development Vicki Hutto –Tarrant County College District –Manager Application Software & Programming

3. Tarrant County College Established in 1965 in Fort Worth, Texas Comprehensive two year institution –5 major campuses and 1 District Location –Over 45,000 credit students enrolled –6 th largest among Texas colleges and universities

4. Facts Students –45,325 Enrollment in credit classes in Spring 2010 –Over 40,000 enrollment in Continuing Education classes annually Employees –671 Full-time instructional faculty –1,200 Part-time instructional faculty –2,345 Full-time and Part-time budgeted employees

5. What Workflow Does for HR Improves efficiency & accuracy Controls order of processing Provides online/electronic approvals Improves documentation & communication Improves capability to plan and project future needs Provides ability to monitor incoming actions Moves us toward goal to go paperless

6. Workflow Implementation Schedule April 2005 Part-time and Full-time budgeted employees On-Call employees May 2006 Stipend Requests Exempt employee leave requests Extended leave requests (FML, Military, etc.) November 2007 Credit Adjunct employees Continuing Education Adjunct employees March 2009 Student Employees

7. Workflow Statistics Workflow Initiation Attempts:75,603 Worklist Tasks Completed:293,497 Employment Actions Processed Since April 2005 3,168 - Hiring 1,271 - Change Primary Position 631 - Add Additional Position 2,011 - Terminations 109 -End Additional Position Employment Actions Processed Since June 2006 15,512 - Stipend Requests 28,602 - Leave Requests

8. TCC Employment Actions Request hiring, termination, leave, and stipend request actions on employees Initiated in department on campuses Require routing to supervisor for approval up to President or Vice Chancellor May require district budget audit/approval Require HR audit and/or HR approval May require final approval from VC Admin

9. Workflow Development Process 1.Create Business Process Mapping Document 2.Create Test Plan 3.Develop the workflow definition 4.Test the workflow 5.Train HR, initiators, and approvers 6.Develop Reports

10. 1. Business Process Mapping Documents the following decisions enforced by the workflow definition: Is the workflow initiator/approver authorized to use the workflow Is the workflow initiator/approver setup properly in the Resource Database to ensure proper routing for approvals/tasks Is the workflow initiator authorized to work with the position and/or employee on the action Is the information entered on the form valid based on TCC policies, procedures, codes

11. 1. Business Process Mapping Documents the elements used in communication and the flow of information Error/Warning messages Email Documents Order of Forms Order of Routing Required approvals

12. 1. Student Employment Process Mapping

13. 1. Business Process Mapping

14. 2. Test Plan

15. 3. Workflow Definition

16. 4. Workflow Definition

17. 5. Colleague Training Required of All Users Navigation & Data Entry (2 hrs) Academic Administrative Tools (2 hrs) Recommended for Initiators & Approvers TCC Hiring Practices (2 hrs) Employment Action Workflow (2 hrs)

18. 5. Employment Actions Controlled by Workflow Training Manuals http://www.tccd.edu/HR/Training/Training _Manuals_and_Resources_.html

19. 5. Colleague Training

20. Contact Information Joe Jernigan –JOE.JERNIGAN@tccd.edu Vicki Hutto –VICKI.HUTTO@tccd.edu

21. Comments and Questions Comments? Questions?