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HRMS Electronic Documents at Indiana University
EDUCAUSE Midwest Conference Track 3Friday – 9:45 -10:30am
Dan McDevittHRMS Project Manager
Indiana University
Copyright Dan McDavitt, 2004. This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright appears on the
reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.
Indiana University Electronic Documents
• Indiana University overview• Objectives of HR Electronic Documents• Demonstration• Issues encountered • Integration with PeopleSoft • Wrap up – questions/answers
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
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)
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
• Student project currently in Phase V of VII
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
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
Types of Electronic Documents22 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
Electronic Document Architecture/Dependent Components
• HRMS (PeopleSoft)– Extract data upon document initiation – Documents made official or “saved to PS” upon
final approval
• IUs OneStart Portal • IUs “EDEN” Workflow • HRMS Electronic Documents
– Considered “pending” transaction until final approval
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
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”
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
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
Demonstration • Initiation• Approval Process
– Action List
• Final Approval – “Save to PS”– One document updating multiple PS
components
• Document Search
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?
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
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
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
Operational Issues• Training/Support - power users versus
infrequent users
• Disapprovals/Corrections
• Pairing up supporting documents– Transmittal sheet
• Workflow troubleshooting
• Managing expectations
Requested (future) Enhancements
• Updating multiple employee records via one document/transaction
• Improving usability – primarily related to approvals
• Ad Hoc Routing• Electronic Document Reporting
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
Questions?