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Transcript of 1 When 'To-Be' is Finally 'Here'! University of Missouri's Journey to Process Automation Session #...
1
When 'To-Be' is Finally 'Here'!
University of Missouri's Journey to Process Automation
Session # 31219March 19, 2013
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Introduction
John Nemec
Director Strategic Project Management Office, University of Missouri System
Paul Taylor
CEO and Founder, Gideon Taylor Consulting LLC
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Overview
• UM Overview and Background• The Big Picture• The Selection Process• The ‘Typical’ Project
o Uncovering True Scopeo Planning the Project
• UM ePAF project• Demonstration – UM’s ePAF Solution• UM Learnings• UM Next Steps
o Onboarding Dashboardo Other PS Pillars
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The University of Missouri
University of Missouri System
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Transition slide - Title
Sub-title
$5,000,000
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We weren’t serving our customers
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Bad and getting worse
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Background Summary“ Although the current state has prevailed for many years, it is not
sustainable and provides significant business risks.” Towers / Watson Report , March
2010
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The Big PictureJ A S O N D J F M A M J J A S O N D J F M A M J J A S O N D J F M A M J Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Potential OEI Projects
Functional Projects / Business Requirements
F'16 F'17
Healthcare Reform (Track Concurrent Jobs)
ePAF
EfficiencyTalent Management
Analytics / Enablement
F'13 F'14 F'15
Mobile EnablementPillar Integration
New Retirement Plan
HR 9.2 Upgrade Fit-Gap Existing Applications / Absence Management,
including FMLA Tracking, PT 8.54
Performance Management Online Evaluation Process w/Workflow
Analytic (Enterprise) Reporting
PT 8.52 New UI & Comp Stmts
Avail
Global GradingDept Budget Table Solution
HireRight
New ASIA ? New ASIA ?
Compensation Module?
OEI Level Projects
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The Selection Process – GT Philosophy• Teach you to fish
o On site, full time functional leado Development partnership that ensures technical & functional skills stay in
house• Ability to develop new solutions• Minimize maintenance and upgrade issues
• Create winning solutionso Leverage experience to push team to better solutionso Encourage ownership of all documentation
• License covers the multiple pillarso Single Instanceo HR, Finance, Campus Solutions
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The Selection Process - Experience
GT eForms™ Process Automation Solutions
GT ePAF™ GT OnBoarding™
GT eVoucher™ GT Paperless I-9™
GT E-Verify Integration™ GT Personnel eFile™
GT eTime™ GT ePost™
Security eForm Overtime eForm
Bonus Award eForm
Journal Voucher eFormDeposit eForm
Expense Approval Expense Reimbursement
Reports To eFormLeave Cash-Out eForm Additional Pay eForm
Merit eFormReadmission Application
Faculty Promotion/Tenure Non-Tuition Fee Request eForm
Grade Change Course Add/Drop/Withdraw
E-Degree Certification Description
Faculty Discipline Description Faculty Teaching Certification
Graduate Status Change Thesis/Dissertation Release
Option Travel Fellowship Application
Travel Fellowship Expense Report
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The Selection Process - Credibility
Brigham Young University James Madison University University of Oklahoma
University of Florida University of Central Florida University of Alberta
University of British Columbia Northern Arizona University
University of Maryland, The Founding Campus
Maricopa County Community Colleges
University of Oklahoma Health Sciences Center
University of Houston City of Boston & Boston Public Schools University of Utah
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So, going back to the RFP…
REQUEST FOR PROPOSALS FOR FURNISHING AND DELIVERY OF A WORKFLOW ENABLED
ELECTRONIC FORMS TOOLKIT
RFP #13-4000-HR-U
The University of Missouri is interested in incorporating electronic forms and workflow into the HCM System in several key areas: o eliminating the collection of paper
documents around PeopleSoft delivered functionality to support employment activities,
o ensuring that these transactions are routed correctly and the proper authorizations have been obtained,
o empowering business owners to control and manage routing procedures and workflow.
Some of the specific form types that the University of Missouri plans to convert to electronic processing include, but are not limited to:
o Personnel Action Form (PAF)o Employee Information Formo Onboard Form
PeopleSoft HCM 9.1, PeopleTools 8.50 Over 100,000 transactions each year Personnel transactions currently paper-based Forms vary in complexity and approval
processes Forms often contain errors, make transaction
tracking difficult, and are highly inefficient.
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Discovery / Optimization and Defaulting Analysis (ODA)• Learn about UM’s unique business process needs
• Study data collection and entry requirements
o SIMPLIFY! Remove unneeded elements, conditionally include elements
• Identify defaulting and value restricting opportunities based on UM business processes
• Rough out a page field-level design
• Deliverables:
o ‘Roadmap to a Paperless Environment’
o Finalized Project Plan
o Firm Project Cost Estimates
Uncovering True Scope
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Following Discovery and ODA, the following scope emerged:
• ePAF™ (Hire, Job Change, Status Change eForms)
• Onboarding eForm Solution
• Paperless I-9™ with E-Verify Integration™
Plus…• Security eForm
• Appointment Notification eForm
• Additional Pay, Extra Compensation eForm
UM Scope Following Discovery
• Criminal Background Authorization eForm
• Position Data Request
• Roster & Retro eForm
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GT Plan of Attack – A ‘Typical’ Project
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UM ePAF™ Project Plan
15-O
ct22
-Oct
29-O
ct5-
Nov
12-N
ov19
-Nov
26-N
ov3-
Dec
10-D
ec17
-Dec
24-D
ec31
-Dec
1/7/
143
14-J
an21
-Jan
28-J
an4-
Feb
11-F
eb18
-Feb
25-F
eb4-
Mar
11-M
ar18
-Mar
25-M
ar1-
Apr
8-Ap
r15
-Apr
22-A
pr29
-Apr
Initial RolloutHireJob ChangeStatus ChangeSecurityI-9 / eVerifyAppointment Notification FormPersonal Data FormsTax FormsDirect DepositAdditional Pay + Extra Comp
Form Development
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UM Project Support(As Needed)
Gideon Taylor
UM Campuses
UM System
Project ManagerFunctional LeadTechnical Lead
Business Analysts
Exec. CommitteeSteering CommitteeSys/Security Admin
DBASMEs
Building the Team
Principal ConsultantSr. Func. ConsultantSr. Tech. Consultant
Solution Center
Business Analysts
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Show and Tell
Demonstration:University of Missouri System’s
ePAF™ Solution
20
UM Learnings
• Know thyself and know thy partner
• Develop a very strong…o Issues resolution processo Testing plan
- Balance between structure and flexibility
o Can you leverage the “agile development” possibilities?
o How important is process standardization?
o Will your governance allow rapid decision-making?
6 Different PAFs
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UM Next Steps
Onboarding Dashboard / New User Interface
Take eForms to Finance and Campus Solutions
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Questions??