26 th May 2014

Queensland University of Technology

CRICOS No. 00213J

QUT Payroll Services Sessional eForm

Presented by Christine Delaney, QUT Payroll Manager

with Technical Support fromEdward Eacock, QUT Financial Systems & Projects Manager

26th May 2014

CRICOS No. 00213Ja university for the worldreal R

Agenda

• Sessional eForm General Background

• Sessional eForm Process Overview and Features

• Sharepoint Overview and Features

• Where To Now?

• Questions

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Development

WHY?• To address significant challenges identified by Sessional Staff in a

Staff Opinion Survey in relation to the appointment and payment

process

• To remove a slow paper based appointment process

• To improve data quality of the paper based forms

• To streamline the appointment process for Sessional Staff

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Aim• To improve efficiencies in Appointment of Sessional Staff, i.e building the eForm

and developing Workflow in consultation with the Faculties

• To improve data quality

• To reduce the time taken between on boarding, approval and initial payment to the

Sessional Staff member

• To Assist the Faculties in reducing, and in some cases eliminating the need for

some Administrative manual processes

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Benefits• Sessional Staff are able to gain access to QUT

systems, emails, Web Self Service, etc in a

more timely manner – these accesses are

dependant on the employee being live in

Alesco

• Managing Sessional Staff payments in a

shorter timeframe

• Having a more streamline appointment

processing for Faculties and reducing the need

for independent Faculty based systems

• Having the ability for tracking and reporting for

Faculties within Sharepoint

• Being able to export reports in an Excel format

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Solution Design

• Platform = Sharepoint

• Application = Infopath

• Integration = via Oracle Services Orientated Architecture (SOA) Suite

• Data Sources = Alesco and Oracle E Business Suite R12

CRICOS No. 00213Ja university for the worldreal R

QUT Sessional eForm Features

Appointee Details

• Search by Employee Number and/or Employee Name

• Existing Employees able to be recommended for Auto Pay

• Acknowledgment of Employee being a Scholarship Holder

• Mandatory fields to ensure all relevant information is included

• Inclusion of Work and/or Personal contact details

CRICOS No. 00213Ja university for the worldreal R

QUT Sessional eForm Features

Work Rights• Mandatory acknowledgement

regarding Right to Work Status(if International chosen,

ability to enter relevant Passport/Visa information)• Professional Licenses

Organisational Details• Preloaded Faculties/Divisions which

determine the School and C-Level (Cost Centre)

• Location of Work including Interstate and Overseas

• Validation of Account Codes with the Oracle System

• Options for more that one Cost Centre Account Code (split costing)

CRICOS No. 00213Ja university for the worldreal R

QUT Sessional eForm Features

Job Details• Mandatory fields for Appointment details

to ensure data quality• Approver Name – populates

Approver/Appointee Position numbers• List of Values for Dates available • List of Values for Classifications/Payment

Rates• Ability to add additional jobs

Faculty/School Contact Details• Prepopulates with details of Form Initiator • Can be changed if required• Ability to Enable Worklfow

CRICOS No. 00213Ja university for the worldreal R

QUT Sessional eForm Workflow• Ability for Admin Staff to attach

documents if required

Form Reviewer (Optional) • The Form Reviewer has the ability

to change any detail on the form

Account Reviewer (Optional) • The Account Reviewer has the

ability to change only Account Details on the form

• Entering Form/Account Reviewers Names prepopulates additional information, cutting down on data entry

• Both Reviewers also have the ability to Reject the form if necessary, which requires comments to be added

• Rejected forms are returned to the Initiator for further action

CRICOS No. 00213Ja university for the worldreal R

QUT Sessional eForm Workflow

• All QUT Sessional

Appointment forms are

required to be authorised by

the Head of School

• Entering Head of School

Name prepopulates additional

information, limiting input for

data entry

• Nominated Head of School

has ability to reject forms if

required

• Rejected forms are returned to

the Initiator for further action

Head of School (Mandatory)

NB: - An email is sent out at each point the form has advanced through Workflow with a link to either the form or Sharepoint. - Emails are sent at nominated times depending on the needs of the business

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Workflow Process

Initiator creates eFormWorkflow is enabled

Form and/or Account Reviewer receive form

to review

Sessional receives form to accept

Head of School receives form to Approve

Payroll Services receive form to process

Initiator and Sessional receive an email when form is processed into

HR/Payroll System

CRICOS No. 00213Ja university for the worldreal R

Overview of Sessional eForm

BENEFITS• Data integrity• Tracking of forms• Create/maintain views for reporting purposes• Bulk Acceptance for Reviewers• Bulk Approvals for Head of Schools• Reducing manual administration functions• All fields on eForm are available for reporting purposes• Ability to reuse previous forms and reduce data entry for

Faculties/Divisions• Ability to clear reused forms either partially or in total• Meeting requirements of Internal/External Audit and

Immigration, etc • All forms initiated remain in the library, archived periodically

as required

CRICOS No. 00213Ja university for the worldreal R

Application Features

eForm Views

• Sharepoint allows the user to create and maintain different views for their own purpose

• Standard views have been created to assist with tracking of Sessional eForms

• Each view can be exported to Excel to assist reporting purposes as required

CRICOS No. 00213Ja university for the worldreal R

Application Features

All Forms Default View• Only nominated staff within a school have access to view the All Forms library

• Prepopulated views are maintained by QUT Payroll Services

• Users have the ability to create and maintain their own custom views

• If Workflow is enabled, users are able to track their forms

• Ability to export data to Excel for reporting purposes

CRICOS No. 00213Ja university for the worldreal R

Application Features

Form Reviewers View

• Able to view at a glance relevant information pertaining to each form

• Ability to Bulk Accept selected forms

• Form Reviewers have the ability to edit relevant fields on the form

• Form Reviewers only have access to see forms sent directly to them

CRICOS No. 00213Ja university for the worldreal R

Application FeaturesAccount Reviewers View• This view is typically used by Budget/Finance Officers for monitoring the total cost of

appointments and Cost Centre monitoring

• Able to view at a glance relevant information pertaining to each form

• Ability to Bulk Accept selected forms

• Account Reviewers have the ability to edit the Account Details only

• Account Reviewers only have access to see forms sent directly to them

CRICOS No. 00213Ja university for the worldreal R

Sharepoint Features

Head of School Approval View• Head of School is able to Bulk Approval appointment forms

• The Head of School does not have the ability to edit any fields on Appointment Forms

• View will only show appointment forms the Head of School has authority to approve

• Head of School can see at a glance the total cost of each appointment

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Notification

CRICOS No. 00213Ja university for the worldreal R

Sessional eForm Notification

Sessional Staff • Employees receives an email with a link to the appointment form• Employees can update their personal details, such as address. They cannot update

any other field• After reading and acknowledging the Conditions of Employment, the employee can

accept the appointment • If employee no longer has access to QUT systems, the Initiator is able to Revert

Workflow and change to a manual acceptance

CRICOS No. 00213Ja university for the worldreal R

Payroll Services Functions

• Payroll Services have ability to view all QUT Sessional eForms in Sharepoint • Payroll Services cannot edit any fields on forms however have the ability to add Job

Numbers • Payroll Services Completion generates an email to the Sessional Staff member and

the Initiator advising completion of processing and relevant Job Numbers• Payroll Services can reject a form and attach comments

CRICOS No. 00213Ja university for the worldreal R

Summary

• Why? : To have Sessional Staff appointed in a more timely manner

• Aim : To improve efficiencies in appointment of Sessional Staff

• Benefits : Happy Employees! More timely access to QUT Services &

Systems necessary for Sessionals to fulfil their duties, better reporting

CRICOS No. 00213Ja university for the worldreal R

Where To Now?

• Create an API to upload data direct from

Sharepoint into Alesco to eliminate manual

processes thus creating an end to end process

• Expand this functionality to process Casual

Professional Staff

CRICOS No. 00213Ja university for the worldreal R

Questions ?