Transcript Slide Show Title - Gideon Taylor Consulting

When 'To-Be' is Finally 'Here'!
University of Missouri's Journey to Process
Automation
Session # 31219
March 19, 2013
1
Introduction
John Nemec
Director Strategic Project Management Office,
University of Missouri System
Paul Taylor
CEO and Founder, Gideon Taylor Consulting LLC
2
Overview
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UM Overview and Background
The Big Picture
The Selection Process
The ‘Typical’ Project
o Uncovering True Scope
o Planning the Project
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UM ePAF project
Demonstration – UM’s ePAF Solution
UM Learnings
UM Next Steps
o Onboarding Dashboard
o Other PS Pillars
3
The University of Missouri
University of Missouri System
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$5,000,000
Transition slide - Title
Sub-title
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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 Picture
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Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4
Efficiency
Talent Management
Analytics / Enablement
New Retirement Plan
HireRight
Global Grading
Dept Budget Table Solution
ePAF
OEI Level Projects
Potential OEI Projects
PT 8.52 New UI
& Comp Stmts
Avail
Healthcare Reform (Track Concurrent Jobs)
HR 9.2 Upgrade
Fit-Gap Existing Applications / Absence Management,
including FMLA Tracking, PT 8.54
New ASIA ?
New ASIA ?
Performance Management
Online Evaluation Process w/Workflow
Compensation Module?
Analytic (Enterprise) Reporting
Mobile Enablement
Pillar Integration
Functional Projects / Business Requirements
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The Selection Process – GT Philosophy
• Teach you to fish
o On site, full time functional lead
o Development partnership that ensures technical & functional skills stay in
house
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Ability to develop new solutions
Minimize maintenance and upgrade issues
• Create winning solutions
o Leverage experience to push team to better solutions
o Encourage ownership of all documentation
• License covers the multiple pillars
o Single Instance
o 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
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Journal Voucher eForm
Deposit eForm
Expense Approval
Expense Reimbursement
Reports To eForm
Leave Cash-Out eForm
Additional Pay eForm
Merit eForm
Readmission 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
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
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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
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.
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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 Form
o Onboard Form
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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.
Uncovering True Scope
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
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UM Scope Following Discovery
Following Discovery and ODA, the following scope emerged:
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ePAF™ (Hire, Job Change, Status Change eForms)
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Onboarding eForm Solution
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Paperless I-9™ with E-Verify Integration™
Plus…
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Security eForm
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Appointment Notification eForm
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Additional Pay, Extra Compensation eForm
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Criminal Background Authorization eForm
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Position Data Request
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Roster & Retro eForm
GT Plan of Attack – A ‘Typical’ Project
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15-Oct
22-Oct
29-Oct
5-Nov
12-Nov
19-Nov
26-Nov
3-Dec
10-Dec
17-Dec
24-Dec
31-Dec
1/7/143
14-Jan
21-Jan
28-Jan
4-Feb
11-Feb
18-Feb
25-Feb
4-Mar
11-Mar
18-Mar
25-Mar
1-Apr
8-Apr
15-Apr
22-Apr
29-Apr
UM ePAF™ Project Plan
Form Development
Initial Rollout
Hire
Job Change
Status Change
Security
I-9 / eVerify
Appointment Notification Form
Personal Data Forms
Tax Forms
Direct Deposit
Additional Pay + Extra Comp
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Building the Team
Project Manager
Functional Lead
Technical Lead
Business Analysts
UM System
UM
Campuses
Business Analysts
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UM Project
Support
Exec. Committee
Steering Committee
Sys/Security Admin
DBA
SMEs
(As Needed)
Gideon
Taylor
Principal Consultant
Sr. Func. Consultant
Sr. Tech. Consultant
Solution Center
Show and Tell
Demonstration:
University of Missouri System’s
ePAF™ Solution
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UM Learnings
• Know thyself and know thy partner
o Can you leverage the
“agile development”
possibilities?
6 Different PAFs
o How important is
process standardization?
o Will your governance
allow rapid decisionmaking?
• Develop a very strong…
o Issues resolution process
o Testing plan
 Balance between structure and flexibility
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UM Next Steps
Onboarding Dashboard / New User Interface
Take eForms to Finance and Campus Solutions
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Questions??
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