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ERP Customization: Is it ERP Customization: Is it Always a Bad Thing?Always a Bad Thing?
CUMREC 2005
Dan McDevittBarry 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.
CUMREC 2005, Keystone
Build/Buy DilemmaBuild/Buy Dilemma
Are These the Only Choices?
Buy
Build
“Borrow”
CUMREC 2005, Keystone
Build/Buy DilemmaBuild/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?
CUMREC 2005, Keystone
Our PremiseOur 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
CUMREC 2005, Keystone
Indiana University Electronic Documents Indiana University Electronic Documents
Indiana University overview Objectives of HR Electronic Documents Demonstration Issues encountered Integration with PeopleSoft Wrap up – questions/answers
CUMREC 2005, Keystone
Indiana UniversityIndiana 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
CUMREC 2005, Keystone
Indiana University – Environment 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)
CUMREC 2005, Keystone
Indiana University – HRMS Project 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
CUMREC 2005, Keystone
Objectives of IU Electronic Documents 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
CUMREC 2005, Keystone
IU Electronic Document Design PrinciplesIU 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
CUMREC 2005, Keystone
Types of Electronic DocumentsTypes 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
CUMREC 2005, Keystone
Electronic Document Architecture/Dependent ComponentsElectronic 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
CUMREC 2005, Keystone
OneStart Portal Key FeaturesOneStart 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
CUMREC 2005, Keystone
Workflow: Automated Routing of E-docsWorkflow: 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.
CUMREC 2005, Keystone
IU HR Electronic Document Workflow/User RolesIU 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
CUMREC 2005, Keystone
Electronic Document Features 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
CUMREC 2005, Keystone
Demonstration Demonstration
Initiation Approval Process
Action List Final Approval – “Save to PS”
One document updating multiple PS components Document Search
CUMREC 2005, Keystone
Overcoming Electronic Document IssuesOvercoming 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?
CUMREC 2005, Keystone
PeopleSoft Integration Plan/IssuesPeopleSoft 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
CUMREC 2005, Keystone
Plan Revision Pros & ConsPlan 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
CUMREC 2005, Keystone
Electronic Document Statistics 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
CUMREC 2005, Keystone
Operational IssuesOperational Issues
Training/Support - power users versus infrequent users
Disapprovals/Corrections Pairing up supporting documents
Transmittal sheet Workflow troubleshooting Managing expectations
CUMREC 2005, Keystone
Requested (future) EnhancementsRequested (future) Enhancements
Updating multiple employee records via one document/transaction
Improving usability – primarily related to approvals
Ad Hoc Routing Electronic Document Reporting
CUMREC 2005, Keystone
Summary 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
CUMREC 2005, Keystone
Questions?
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