1. ERP Customization: Is it Always a Bad Thing? CUMREC 2005 Dan McDevitt Barry Walsh Indiana University Copyright Dan McDevitt and Barry Walsh, 2005. This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

2. CUMREC 2005, Keystone Build/Buy Dilemma Are These the Only Choices? Buy Build “Borrow”

3. CUMREC 2005, Keystone Build/Buy Dilemma  Ideal? Vendor product that meets needs?  Next best may be ‘Build’  Many say the worst option is Buy and Customize  You lose both sides of the game Where is the line? Is there a line?

4. CUMREC 2005, Keystone Our Premise  There is a valid place for buy and customize  There are caveats  There are choices to be made  There are “Do’s” and “Don'ts”  Not an “Eyes Wide Shut © ” situation  There can be great payoffs if done correctly

5. CUMREC 2005, Keystone Indiana University Electronic Documents  Indiana University overview  Objectives of HR Electronic Documents  Demonstration  Issues encountered  Integration with PeopleSoft  Wrap up – questions/answers

6. CUMREC 2005, Keystone Indiana University 8 Campuses Annual budget $2.2 billion 40,000 active employees 47,000+ 2003 W-2s issued 58,000+ active job records 99,000 students

7. CUMREC 2005, Keystone 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)

8. CUMREC 2005, Keystone 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  PeopleSoft SIS implemented in December 2004

9. CUMREC 2005, Keystone Objectives of IU Electronic Documents  Replace paper forms with electronic documents, including workflow  Provide 1200+ 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

10. CUMREC 2005, Keystone 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

11. CUMREC 2005, Keystone Types of Electronic Documents 22 Document Types Grouped by four categories Additional Pay  Create Additional Pay  Maintain Additional Pay Employee Activities - 16  Hire  Maintain Job Data  Transfer  Maintain Funding  Administrative Posts Person  Add New Person  Maintain Person Position Management Create Position Maintain Position

12. CUMREC 2005, Keystone Electronic Document Architecture/Dependent Components  HRMS (PeopleSoft)  Extract data upon document initiation  Documents made official or “saved to PS” upon final approval  IU’s OneStart Portal  IU’s OneStart Workflow©  HRMS Electronic Documents  Considered “pending” transaction until final approval

13. CUMREC 2005, Keystone 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

14. CUMREC 2005, Keystone 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/email insanity”  The E-Doc and its routing history are retained as a permanent auditable record indefinitely.

15. CUMREC 2005, Keystone IU HR Electronic Document Workflow/User Roles  Document Initiators – 1200 +  Three level of approvals 1. Required approval – 300+  Based on specific roles assigned to each department 2. Optional approval/reviews  Rules based Document Type, Employee Type  Individuals or Workgroups 3. Campus office level “final” approval – 40+  FYI notices

16. CUMREC 2005, Keystone 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

17. CUMREC 2005, Keystone Demonstration  Initiation  Approval Process  Action List  Final Approval – “Save to PS”  One document updating multiple PS components  Document Search

18. CUMREC 2005, Keystone 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?

19. CUMREC 2005, Keystone PeopleSoft Integration Plan/Issues  Plan  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

20. CUMREC 2005, Keystone 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

21. CUMREC 2005, Keystone 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

22. CUMREC 2005, Keystone Operational Issues  Training/Support - power users versus infrequent users  Disapprovals/Corrections  Pairing up supporting documents  Transmittal sheet  Workflow troubleshooting  Managing expectations

23. CUMREC 2005, Keystone Requested (future) Enhancements  Updating multiple employee records via one document/transaction  Improving usability – primarily related to approvals  Ad Hoc Routing  Electronic Document Reporting

24. CUMREC 2005, Keystone 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

25. CUMREC 2005, Keystone Questions?