“You haven’t been paid yet? Who are you? OR Feeling the PAIN of re- engineering the requisition process at Coppin State College

Presented by Cynthia D. Kelly In association with CEDAR Consultants and Dennis Bortolus Property of Coppin State College U niversity S ystem of M aryland Peoplesoft User Group June 13, 2003

It began with a Vision: Don’t just implement software Look at our processes THEN re-engineer them to take advantage of PeopleSoft

Coppin profile 3822 Full Time student body 352 Full Time employees Inner city campus with strong community ties as an Historically Black College Incredible desire to break the mold And so it began….

The Request-to-Fill Business problem – Slow processing of new and rehired employees Request to fill process is paper based & requires 6 signatures Often done after verbal approvals, memos, and employee hired Employees often wait several pay cycles to receive first pay check Contract renewals follow the same process

Goals – Reduce paper flow by automating RTF form On-line approvals done before hiring employees Have employee data on the system before they complete their first full pay period

Obstacles Resistance to change Finding true bottle-necks Satisfying Audit Requirements The Planning Process

Strategy Focus group sessions Analysis of current data flow Analysis of information and when each segment was known Analysis of available tools in PeopleSoft Design, build, and test a prototype Roll out pilot groups Assess and tune Roll out to all departments

Focus group sessions White board, hands on system tests, brainstorming the design Include Academic Department Administrators - needed feedback, folks to test Talk through the whole process with everyone in the same room Re-Think the process and re-design it then Follow up Identified our Biggest source of pain: Returning Adjunct Faculty College Work Study Eliminate the “last minute syndrome”

Analysis of Current process flow

Analysis of information First, We took a hard look at our RTF document. What we saw was that the RTF could be viewed as two separate entities: 1. the Job Requisition describes the job opening to be filled 2. the Applicant Data describes the person being considered to fill the job opening

Second, We identified the time frame when certain information is known 1. Information about the job itself is known as early as spring for fall semester 2. some planning happens prior to the next fiscal year and fall semester 3. Information about the employee falls much closer to when they will begin work

Evaluation of PeopleSoft tools and Functionality PeopleSoft provides both Job Requisition and Applicant tracking functionality eRecruit module did not fit the multi-level approval requirements PeopleSoft Workflow could be used to automate the approval process

PeopleSoft Work Flow PeopleSoft Workflow is based on three components: Rules – The rules which govern the business process Roles – Defines how people fit into the workflow process Routings – Determines which role owns the process at each step

Detailed Workflow Design Methodology

Design Principles Retain original purpose of the RTF Form as a planning tool Enter information at the time it is known Add to rather than modify existing system Re-Use information where ever possible Push control of data out to its source

Start Open a Requisition Review and Approve or Reject Title III Grant? YesNo Review and Approve or Reject Review and Correct if needed Applicant with ‘Offer Accepted’? NoYes Hire Enter Applicant Data Print RTF Signature Approval RTF Process Flow Rejection Hire Rejection Research

Plan for roll out TEST, TEST, TEST!!! Train the person who prepares the RTF today Train all those in the Approval loop Pilot Academic Departments – heavy users Note all feedback and fine tune

This is a work in progress Is there more we can do with WORKFLOW? Training: using EUT module for RTF page and all hire pages. Pre-encumbering at the Budget approval level. Keep and open mind!

The End If you are interested in seeing Requisition WORKFLOW Please contact Cindy Kelly or

Start Open a Requisition Review and Approve or Reject Title III Grant? YesNo Review and Approve or Reject Review and Correct if needed Applicant with ‘Offer Accepted’? NoYes Hire Enter Applicant Data Print RTF Signature Approval RTF Process Flow Rejection Hire Research Printable Version Property of Coppin State College