PeopleSoft Mobile Expenses at Hackensack Meridian Health :

PeopleSoft Expenses with Fluid UI, Duo and Twilio Text Receipts

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Randall Johnson

SpearMC

Vice President, Sales & Delivery

randall.johnson@spearmc.com

Kawaljit Ahluwalia

IT Business Applications

Kawaljit.Ahluwalia@hackensackmeridian.org

June 1, 2020

Agenda

• Introductions• Hackensack Meridian

Health

• SpearMC

• Fluid Migration • Why now?

• Change Management

• Lessons Learned

• Mobile Security and User Experience

– Keeping Up with User Demands

– Accessing PeopleSoft Remotely

– PeopleSoft From any Device

– Two Factor Authentication via DUO

– Utilizing Twilio for Text To Wallet

• Gary R. Wilhelm, Sr.

• Vice President, Business Applications

• Hackensack Meridian Health

About Hackensack Meridian HealthHackensack Meridian Health (HMH) is a leading not-for-profit health care organization that is truly the most integrated health care network in New Jersey. Our mission is to is to transform health care and be recognized as the leader of positive change. This transformation isn’t just about providing better care to our patients – it’s about creating a better place to work for our team members.Goals established for 2018:

▪ Enable Open Enrollment for HMH team members on PeopleSoft HCM

▪ Enable Leader Self Service in the PeopleSoft Fluid UI

▪ Enable Employee Self Service in the PeopleSoft Fluid UI

▪ Enable PeopleSoft Fluid UI for Leader Self Service and Employee Self Service via the Internet.

▪ Provide secure access to PeopleSoft remotely for all team members to Open Enrollment, Employee Self Service (HR, Benefits and Payroll)

▪ Provide secure access to PeopleSoft remotely for Leader Self Service (HR and Payroll)

▪ PTF and Test Automation

▪ Implement of Elasticsearch to replace SES on PeopleSoft HCM

About Hackensack Meridian Health

HMH has earned multiple Innovator Awards in the past 2 years of their PeopleSoft Optimization Journey

Your Presenter

Randall JohnsonVice President, Sales & Delivery

Randall.Johnson@spearmc.com

• Hometown: Chicago, IL

• My roles: Build Highly Effective Project Teams; Educate Clients; Manage

Engagements

• My focus: PeopleSoft Financials Modernization

About SpearMC

Founded in 2004, SpearMC specializes in:

▪ PeopleSoft FSCM, HCM, SCM, ELM, Grants Management

▪ PeopleSoft Hosting on Oracle Cloud Infrastructure

▪ Hyperion EPM and PBCS

▪ PeopleSoft and Tools Training

▪ PeopleSoft Testing as a Service

▪ PeopleSoft & Hyperion Sales

▪ PTF and Test Automation

▪ OBIEE Business Intelligence

▪ PeopleSoft Managed Services

About SpearMC

9

SpearMC Sessions at Quest Digital Event

PeopleSoft Mobile Expenses at HMH: PeopleSoft Expenses with Fluid UI, Duo and Twilio Text ReceiptsSession ID: 104610

Randall Johnson w/ Hackensack Meridian Health

Monday, June 1, @1:30 PM EDT

Children’s Hospital of Wisconsin: From Outdated and Risky, to Optimized and Rock-SteadySession ID: 104560

Millie Babicz

Date: Wednesday, June 3, @11:00 AM EDT

Integris Health stays current on PeopleSoft through Managed Testing and PUM servicesSession ID: 104510

Tom Tretter

Wednesday, June 3, @2:45 PM EDT

PeopleSoft Lease Management at ANZ Bank: Lease compliance and business intelligence in one solutionSession ID: 104630

Marcus Bode

Thursday, June 4, @11:00 AM EDT

Customer Case Study for FFNWB: A Fast, Lean Migration: PeopleSoft on the CloudSession ID: 104530

Cameron McClurg

Thursday, June 4, @3:15 PM EDT

PeopleSoft Mobile Expenses – Fluid Migration

PeopleSoft Mobile Expenses

Why now?

• Users wanted modernization for PeopleSoft

• Technical team wanted a standard platform for look and feel

• Remote access demands were ever increasing

• Ability to fully utilize workflow across multiple channels

• Desire to move to a paperless operation

PeopleSoft Mobile Expenses

Change Management

• Focus on Core User Groups for Dashboard Design

– Executive Leadership

– Employee Self Service

– External / Guest Access

• Breadcrumbs are Gone – Get Over It

– Direct Link Tiles are the way to go

– Navigation Collections are a great feature too

– Customized Nav Bar Tiles work just fine

Mobile Expenses Screen Shots

Mobile Access

The Problem

• Increased demand from user community for remote access

• HMH growth is fueling need for: • Standardization• Simplification• Accessing Remotely• Simple requirement: “Quick access from my phone” • Rephrased – Access from Anywhere on Any Device at Any Time

• Needed to provide mobile access, without compromising on security controls

Mobile Access

The Solution

• Standardization onto the Fluid User Interface (shown previously)• Deployment of DUO Two-Factor Authentication• Implementation of Appsian’s Application Security Platform

The Results

• Prototype installed and functioning within 1 week• Within 1 month, deployed Leader Self Service and Employee Self Service• Received PeopleSoft Innovator Award at OpenWorld 2018!

Mobile Access – A Few Screenshots

Mobile Access – A Few Screenshots

Mobile Access – A Few Screenshots

User Training – Powered by Adobe Captivate

User Training – Powered by Adobe Captivate

Business Case

eXpense Summary

23

Expense Report Count

2024

Travel Request Count

106

eXpense Summary

as of 04/21/2020 10:00 PM

eXpense Status Summary

24

eXpense Creation Trend

25

eXpense Submit Trend

26

eXpense Approval Trend

27

eXpense Creation / Submitted / Approval Comparison

28

eXpense Go Live Unit Summary

29

eXpense HMH Region Summary

30

eXpense HMH Team Member Trend

31

eXpense ROI

32

Description Cost / Report Total

Total PeopleSoft Expenses 145,123.50$

Current PS Expense Report Submitted 1,426

Cost per Reports 6.46$ 9,211.96$

Projects Expensible Cost to Date 9,211.96$

Remaining Return on Investment (135,911.54)$

ROI Recoupe Best Forecast Date 12/16/2020

ROI Recoupe Nominal Forecast Date 04/8/2022

ROI Recoupe Worst Forecast Date 04/25/2023

eXpense ROI Summary

eXpense ROI Forecast Comparison

33

eXpense $ Summary

34

eXpense $ Trend

35

Note: Paid Amount Running Total only includes expenses for “Approved for Payment” or “Paid” expense status

Travel Request Status Summary

36

Travel Request Count

as of 04/21/2020 10:00 PM

106

Travel Request Action Summary

37

Travel Request Created Trend

38

Travel Request Submitted Trend

39

Travel Request Approval Trend

40

Travel Request Date Comparison Trend

41

Travel Request Team Member Trend

42

Travel Request Day Statistics

43

Travel Request Days Comparison

44

Expense Monthly Summary

45

Expense $ Monthly Summary

46

Travel Authorizations Monthly Summary

47

Expenses Implementation – Lessons Learned

• Twilio Text Feature – Evaluated but ultimately determined an ROI would not work

• Oracle Maps Feature – Evaluated and Rejected. Missing key features desired, including “Save” favorite locations & auto-generate travel map as attachment

• Roll out in waves was an appropriate approach

• Recorded trainings work best as MP4, excluding the ‘guided learning’ option in Adobe Captivate

• Dashboards to track user adoption are best practice – and enables ability to track ROI as well

Randall.Johnson@SpearMC.com

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