Houdini’s Challenge – Quick eForms for PeopleSoft LIVE! University of Baltimore’s Adjunct Faculty Contract Hire Form Regional Conference Series | 2017

In what city did Houdini claim he was born? At the age of 22, what did Houdini vow to do? What was Houdini’s “Challenge Act”? In 1910, he became the first person to do this in Australia. For what invention was he granted a patent in1921? On what holiday did Houdini die? How did Houdini die? Appleton, WI (1874) Quit magic He challenged audiences to create inescapable situations. Pilot an airplane. A two-part diving suit Halloween (1926) Peritonitis, caused by a punch to the abdomen.

Gideon Taylor Consulting Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education, and government organizations. Our MISSION is to revolutionize business processes through innovative automation strategies, integration and custom development expertise, and electronic forms technology. Our VISION is to help our clients work simply, effectively, efficiently, and flexibly. Founded in 2001 by Paul Taylor, Original creator of GT eForms™ and ePAF™

14 Years of GT eForms™ success PeopleSoft organizations throughout North America and beyond use GT eForms to automate a wide variety of business processes within PeopleSoft HCM, Campus Solutions, and Financials/Supply Chain Management.

University of Baltimore – Adjunct Hire Form This is a screenshot of the University of Baltimore’s Adjunct Faculty Contract form. The form is used to hire or rehire adjunct faculty. The 30 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, configuring pre- population to have fields automatically populate with existing data from PeopleSoft (for rehires), conditional defaulting of fields values based on values entered in other fields by the user, creation of a grid for capturing funding information, setting up workflow including conditional routing, and basic email notifications.

University of Baltimore – Adjunct Hire Form This is the second page of the University’s Adjunct Faculty Hire form, containing the terms and conditions of the contract offer.

Live Demo: Creating UB’s Adjunct Faculty Hire Form Time to get down to work! Live Demo: Creating UB’s Adjunct Faculty Hire Form Diana

Creating a new eForm To start creating a new eForm, we click on the “Create / Update an eForm” tile on our Fluid homepage in PeopleSoft.

Naming our new eForm A series of setup pages help us define our form and its behavior. On the “General” tab, we’ll enter general label and descriptive information about the new form we’re creating. We’ll call this our “Adjunct Contract Form”.

Creating my pages for my form The Pages tab is used to define and configure the parts that make up our form. Not only can a business analyst create and define the parts of our form, but they can also configure conditional logic to define the behavior of our form. Conditional logic can be added for a field, segment, or page to determine when or if they are displayed, and to whom. A form task defines what pageflow, form messages, and notifications a given user will see. For example, you may want the form to exhibit different behavior or appearance when a user is submitting the form during the “ADD” task than when approvers are interacting with the form in the “EVALUATE” task. Within each task, we define the pages, segments, and fields that we want the user to see, and under what conditions. For our Adjunct Contract Form, we’ll have two tasks, ADD and EVALUATE, and we’ll create three pages (or “STEPS”) for each task.

Adding Instructions to our form Using the rich text editor, we can add text, graphics, and links to each page in our form and even each segment on our pages to help guide the user through the process or provide additional information. There’s no need for our users to navigate to different tabs or pages to review any necessary instructions. In this case, we’ll just insert a header graphic and some basic instructions at the top of the page.

Adding segment to our form pages To organize the fields that we’ll be adding to our form, we can create one or more segments on our pages. These segments can be saved and re-used across pages and forms. Segments can conditionally show and hide using the powerful Visual If configuration tool. Pages can have both configuration segments and custom-built segments. Each segment can be displayed in a column format or a grid. This example shows 7 different fields that I’ve created for my segment labeled, “Employee and Position”.

Connecting form fields to data records Using the “Data Pool”, a form designer can associate fields in the new form with data in existing PeopleSoft records to pre-populate fields, and to setup lookups and description displays on the form fields. In this case, we’re going to setup a Data Pool to associate data from the Personal Data and Position Data Records.

Configuring our workflow GT eForms™ adds a configuration-based UI to the delivered PeopleSoft Approval Framework, enabling business analysts to define the necessary workflow routing within the form designer, so that the form knows where to go and what to do with each user action (e.g. Submit, Approve, Recycle, etc.). Functionally-defined, conditionally branching, reusable Approval Routes guide eForms to the right people under the right conditions. These Approval Routes can use PeopleSoft security roles, department security, position reports-to structures, and many other routing constructs, and through conditional branching, can manage routings of any complexity. For our Adjunct Contract Form, we’ve setup 2 levels of approvers, with the final approval being HR. If we only needed the form to route to certain approvers under certain conditions, we could use “Visual Ifs” to define and apply those business rules as part of the form logic.

Setting up Notifications GT eForms™ allows functional setup of Email Templates with dynamic text inserts that customize the recipient message. Direct links back into any task of the form can be included using configuration options. Notifications and worklist reminders are an important part of the approval workflow process. The Notifications tab of the form builder provides the ability to configure notifications that can be triggered based on very specific business requirements. The online configuration includes the ability to setup notifications at specific steps in the approval process, based on specific form actions, recipient rosters and worklist descriptions. Our Adjunct Contract Form will automatically send an email notification and post a worklist item when the form is routed to another approver.

Setting up our Search Record GT eForms provides robust searches that let you choose what data to prepopulate a form with. You can also use standard PeopleSoft row- level security conventions to restrict what data a given user can see – for example, limiting a departmental user to employees in their own department, or restricting employees to only see their own personal information. If the adjunct is a rehire, we can use an existing search record in our form to help the user select the person they want to rehire. Here we are setting only one search record that will be used across all Form Tasks; more complex requirements might call for different search records for Evaluate and View, for example, and GT eForms accommodates that.

University of Baltimore’s Adjunct Faculty Hire Form Diana

U of Baltimore’s OLD Adjunct Hire Paper Form As we showed at the beginning of the demonstration, this is what the University’s current paper form looks like.

U of Baltimore’s NEW Adjunct Hire eForm University of Baltimore’s NEW Adjunct Hire eForm And here are the screenshots of the new Adjunct Hire eForm that we just created! A powerful, intelligent, PeopleSoft self-service application.

PS Forms and Approval Builder GT eForms™ = Functional task = Unstructured technical task = Tool-guided tech task = “It can do it, BUT…” Feature/Function PS Forms and Approval Builder GT eForms™ Purely functional form creation Multiple approvers Handle attachments Inline instructions Conditional form messages Conditional approval routing Email notifications Conditionally display fields, segments, pages Auto-populate data Single form to manage multiple actions Advanced data validation Updates to PeopleSoft Intelligently derive and default data Unrestricted PeopleTools development Comparing GT eForms™ with the delivered PeopleSoft Forms and Approval Builder, it’s important to understand your requirements up- front. The delivered PS Forms builder is designed to create very simple forms that only need to create new records within PeopleSoft. If your requirements involve updating any existing data within PeopleSoft, or simplifying a process by having the form pre-populate data, dynamically hide/display fields or sections of the form under certain conditions, or perform conditional approval routing based on your organization’s business rules, the delivered PS Forms tool just isn’t equipped to do that. GT eForms™ is designed to do all that…and more.

Any Questions? Questions?

Scott Antin VP Business Development 651.207.6599 | Office 651.271.3827 | Cell scott@gideontaylor.com www.gideontaylor.com