Presentation on theme: "HRMS Electronic Documents at Indiana University"— Presentation transcript:
1 HRMS Electronic Documents at Indiana University EDUCAUSE Midwest Conference Track 3Friday – 9:45 -10:30amDan McDevittHRMS Project ManagerIndiana UniversityCopyright Dan McDavitt, This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.
2 Indiana University Electronic Documents Indiana University overviewObjectives of HR Electronic DocumentsDemonstrationIssues encounteredIntegration with PeopleSoftWrap up – questions/answers
3 Indiana University 8 Campuses Annual budget $2.2 billion 40,000 active employees47, W-2s issued58,000+ active job records99,000 students
4 Indiana University – Environment Complex environment with:Eight geographically dispersed campusesEach campus has independent campus HR, Academic, Payroll officesAcademic HR, Staff HR and Payroll oversight administered separatelyHundreds of departmental units process HR transactionsApproval/review process includes multiple steps that vary by personnel group, department, campus, etc.Many employees with multiple (concurrent jobs)
5 Indiana University – HRMS Project HRMS Project -Live since December, 2002PeopleSoft version 8.0 SP1 - ComponentsBase HRPayroll ProcessBenefits AdministrationCustomized accounting/funding model – (not using PS financials)HRMS Data WarehouseTime KeepingHRMS Electronic DocumentsStudent project currently in Phase V of VII
6 Objectives of IU Electronic Documents Replace paper forms with electronic documents, including workflowProvide departmental users with friendly interface to conduct Human Resource business activitiesProvide alternative to distributing robust “native” PeopleSoft pages to departmental usersDocuments must stay in “pending” state until final approval
7 IU Electronic Document Design Principles Documents intended to facilitate initiation close to the sourcePresent only necessary data attributes required to complete selected document typeIndicate fields that must be updatedEnforce policy & accuracy by providing filter valid values based on pre-selected attributes
8 Types of Electronic Documents 22 Document TypesGrouped by four categoriesEmployee Activities - 16HireMaintain Job DataTransferMaintain FundingAdministrative PostsAdditional PayCreate Additional PayMaintain Additional PayPosition ManagementCreate PositionMaintain PositionPersonAdd New PersonMaintain Person
9 Electronic Document Architecture/Dependent Components HRMS (PeopleSoft)Extract data upon document initiationDocuments made official or “saved to PS” upon final approvalIUs OneStart PortalIUs “EDEN” WorkflowHRMS Electronic DocumentsConsidered “pending” transaction until final approval
10 OneStart Portal Key Features Standard Portal FeaturesCentral AuthenticationRole-Based AccessPersonalizationInformation and Application Service DeliveryOneStart’s Distinguishing FeaturesPersistent NavigationBuilt-in Enterprise Workflow Engine
11 Workflow: Automated Routing of E-docs True workflow…routing E-docs from initiation to completion resulting in a business transactionA single place for all IU action requestsAssignable routing paths with status trackingAutomates IU’s business rulesDigital signatures on transactions“Stop the paper/ insanity”
12 IU HR Electronic Document Workflow/User Roles Document Initiators –Three level of approvalsRequired approval – 300+Based on specific roles assigned to each departmentOptional approval/reviewsRules based Document Type, Employee TypeIndividuals or WorkgroupsCampus office level “final” approval – 40+FYI notices
13 Electronic Document Features Individual document bridges multiple PeopleSoft Components, i.e.;Job data & Administrative PostJob data & Additional PayPosition & Job Data (update incumbent)Workflow path for each document is logged and available for inquiryAbility for users to add and view notes at each routing stopChanges are logged as document is routed
14 Demonstration Initiation Approval Process Action ListFinal Approval – “Save to PS”One document updating multiple PS componentsDocument Search
15 Overcoming Electronic Document Issues Subject & Document lockingensures data integrity by limiting updates on same person/job/position by two documentsOpen validationvalidates “pending” document data against matching PeopleSoft data each time document is openSecurityCareful to eliminate sensitive data attributesRely on workflowAdding new people – decentralizing Search Match?
16 PeopleSoft Integration Plan/Issues Collect data using custom written application in JavaData collected may cross multiple PeopleSoft ComponentsData saved to PeopleSoft using Component Interface (CI) API for JavaIssuesDiscovered CI’s work well with simple componentsEncountered issues when using CI’s with complex components requiring a change to customized approach
17 Plan Revision Pros & Cons Positives of custom approachWe are in control, not dependent on PS FixesPeopleSoft business logic executedUser can see PS errors and correct easilyIt worksNegatives of custom approachCustomizations to maintainMultiple steps for end userUser can change data during the save
18 Electronic Document Statistics Avg. 11,000 docs per monthHighest number of transactions:HireTerminateMaintain Pay RateMaintain FundingCreate Additional Pay3.5 days = Avg. timeline from initiation to final3 stops = Avg. number of routing stops
19 Operational IssuesTraining/Support - power users versus infrequent usersDisapprovals/CorrectionsPairing up supporting documentsTransmittal sheetWorkflow troubleshootingManaging expectations
20 Requested (future) Enhancements Updating multiple employee records via one document/transactionImproving usability – primarily related to approvalsAd Hoc RoutingElectronic Document Reporting
21 Summary Elimination of duplicate efforts – one point of entry Improved data integrityOptimal turnaround time – automated routing pathUser access to transactions at any point in time – electronic file cabinetTransaction prioritization – ability to organize work list
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