1 When 'To-Be' is Finally 'Here'! University of Missouri's Journey to Process Automation Session # 31219 March 19, 2013.

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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

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-Oct

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Nov

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-Nov

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Dec

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-Dec

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-Jan

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Feb

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Mar

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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

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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??