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HRMS Electronic Documents at Indiana University

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1 HRMS Electronic Documents at Indiana University
EDUCAUSE Midwest Conference Track 3 Friday – 9:45 -10:30am Dan McDevitt HRMS Project Manager Indiana University Copyright 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 overview Objectives of HR Electronic Documents Demonstration Issues encountered Integration with PeopleSoft Wrap up – questions/answers

3 Indiana University 8 Campuses Annual budget $2.2 billion
40,000 active employees 47, W-2s issued 58,000+ active job records 99,000 students

4 Indiana University – Environment
Complex environment with: Eight geographically dispersed campuses Each campus has independent campus HR, Academic, Payroll offices Academic HR, Staff HR and Payroll oversight administered separately Hundreds of departmental units process HR transactions Approval/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, 2002 PeopleSoft version 8.0 SP1 - Components Base HR Payroll Process Benefits Administration Customized accounting/funding model – (not using PS financials) HRMS Data Warehouse Time Keeping HRMS Electronic Documents Student project currently in Phase V of VII

6 Objectives of IU Electronic Documents
Replace paper forms with electronic documents, including workflow Provide departmental users with friendly interface to conduct Human Resource business activities Provide alternative to distributing robust “native” PeopleSoft pages to departmental users Documents must stay in “pending” state until final approval

7 IU Electronic Document Design Principles
Documents intended to facilitate initiation close to the source Present only necessary data attributes required to complete selected document type Indicate fields that must be updated Enforce policy & accuracy by providing filter valid values based on pre-selected attributes

8 Types of Electronic Documents
22 Document Types Grouped by four categories Employee Activities - 16 Hire Maintain Job Data Transfer Maintain Funding Administrative Posts Additional Pay Create Additional Pay Maintain Additional Pay Position Management Create Position Maintain Position Person Add New Person Maintain Person

9 Electronic Document Architecture/Dependent Components
HRMS (PeopleSoft) Extract data upon document initiation Documents made official or “saved to PS” upon final approval IUs OneStart Portal IUs “EDEN” Workflow HRMS Electronic Documents Considered “pending” transaction until final approval

10 OneStart Portal Key Features
Standard Portal Features Central Authentication Role-Based Access Personalization Information and Application Service Delivery OneStart’s Distinguishing Features Persistent Navigation Built-in Enterprise Workflow Engine

11 Workflow: Automated Routing of E-docs
True workflow…routing E-docs from initiation to completion resulting in a business transaction A single place for all IU action requests Assignable routing paths with status tracking Automates IU’s business rules Digital signatures on transactions “Stop the paper/ insanity”

12 IU HR Electronic Document Workflow/User Roles
Document Initiators – Three level of approvals Required approval – 300+ Based on specific roles assigned to each department Optional approval/reviews Rules based Document Type, Employee Type Individuals or Workgroups Campus office level “final” approval – 40+ FYI notices

13 Electronic Document Features
Individual document bridges multiple PeopleSoft Components, i.e.; Job data & Administrative Post Job data & Additional Pay Position & Job Data (update incumbent) Workflow path for each document is logged and available for inquiry Ability for users to add and view notes at each routing stop Changes are logged as document is routed

14 Demonstration Initiation Approval Process
Action List Final Approval – “Save to PS” One document updating multiple PS components Document Search

15 Overcoming Electronic Document Issues
Subject & Document locking ensures data integrity by limiting updates on same person/job/position by two documents Open validation validates “pending” document data against matching PeopleSoft data each time document is open Security Careful to eliminate sensitive data attributes Rely on workflow Adding new people – decentralizing Search Match?

16 PeopleSoft Integration Plan/Issues
Collect data using custom written application in Java Data collected may cross multiple PeopleSoft Components Data saved to PeopleSoft using Component Interface (CI) API for Java Issues Discovered CI’s work well with simple components Encountered issues when using CI’s with complex components requiring a change to customized approach

17 Plan Revision Pros & Cons
Positives of custom approach We are in control, not dependent on PS Fixes PeopleSoft business logic executed User can see PS errors and correct easily It works Negatives of custom approach Customizations to maintain Multiple steps for end user User can change data during the save

18 Electronic Document Statistics
Avg. 11,000 docs per month Highest number of transactions: Hire Terminate Maintain Pay Rate Maintain Funding Create Additional Pay 3.5 days = Avg. timeline from initiation to final 3 stops = Avg. number of routing stops

19 Operational Issues Training/Support - power users versus infrequent users Disapprovals/Corrections Pairing up supporting documents Transmittal sheet Workflow troubleshooting Managing expectations

20 Requested (future) Enhancements
Updating multiple employee records via one document/transaction Improving usability – primarily related to approvals Ad Hoc Routing Electronic Document Reporting

21 Summary Elimination of duplicate efforts – one point of entry
Improved data integrity Optimal turnaround time – automated routing path User access to transactions at any point in time – electronic file cabinet Transaction prioritization – ability to organize work list

22 Questions?

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