Smarter HR Automation for Tennessee eForms, eForms, eForms! 102190 Chris Harmon IT Supervisor for HR and ELM State of Tennessee-Strategic Technology Solutions

Presentation Overview Business Drivers for Automation – Why did Tennessee decide to automate? Previous Successes – ePAF, eBAF and AWS Projects Underway – EE Policy Acknowledgements, ePCR Functionality – What does Tennessee gain with these projects? Show and Tell – Demonstration of AWS and EE Policy Acknowledgements Business Benefits – How is business improving in Tennessee? Concluding Thoughts – Roadmap and Questions

Business Drivers - Background The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

Business Drivers TN focused on achieving greater business efficiencies in Human Resources and Payroll functions Oracle Insight Initiative – December 2012 Assess TN Human Capital Management (HCM) functions Benchmark HCM KPIs against median and best-in-class organizations Identify improvement opportunities Identify “to-be” recommendations Oracle Insight Findings – March 2013 TN has large, decentralized HR structure HR staffing levels significantly above median and best-in-class Lack of automation/self-service key contributors to high staffing levels The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

Business Drivers The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

Business Drivers Oracle Insight Recommendations Reshape HR from transactional focus to consultative partner Implement/promote more Employee Self-Service/Manager Self-Service options Automate HR forms to allow initiation, approval routing & updates Consider move to centralized HR shared services model State of Tennessee Actions Procure/implement PeopleSoft integrated forms/workflow solution for HR Evaluate/reengineer existing statewide HR business processes for efficiencies and standardization Establish data retention policies to control costs associated with data growth The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

Previous Successes ePAF – automate all HR transactions involving an employee’s job data Position actions and corrective actions to job data were excluded eBAF – automate hiring and benefits selections for our non-payroll population Retirees, local and higher education and local government employees AWS – automate Alternative Workplace Solutions authorization forms Go-live March 27th, 2017

Projects Underway Employee Policy Acknowledgements Form Go-Live July 14 Project Closure scheduled for July 21 ePCR (Position Change Requests) Project planning phase Requirements gathering Prototype review

Functionality - Overview Tennessee made great gains in functionality with our eForms projects in three broad areas: Form Logic Workflow Logic Audit/Visibility

Functionality – Form Logic Form fields default based on types of transactions, reducing data entry errors for all forms Action/Reason combination derived from data entered on form Attachment capability and required attachments based on transaction type Elimination of paper justifications and paper forms Configurable text and links in forms

Functionality – Workflow Logic ePAF - Single form encompassing all job data transactions and elimination of 2 third-party interfaces eForms Transactions route for approval based on transaction type, certain field values eBAF triggers Benefits Hire Event, interacting with the COBOL process supporting Benefits On Demand Event Maintenance Configurable notifications, flexible workflow using Ad Hoc approvers

Functionality – Audit/Visibility Security-based user view of approval process Easily identify bottlenecks in approval process Enhances accountability during approval process, providing insight not possible with a paper form

Show and Tell - AWS

Show and Tell – EE Policy Acknowledgements

Business Benefits Eliminates “peaks and valleys” in workload Multiple transactions in single forms Defaulting fields, requiring fewer key strokes Form Logic replaces need for specialized HR Knowledge Attachments reduce printing/paper, storage Audit/Visibility highlights accountability in approval process Email notifications for approvers

Business Benefits ePAF Stats Average approval time reduced by as much as 33% to just 8 days Agencies average 5 days to approve, DOHR averages 3 days eBAF Benefits Currently process a day’s worth of enrollments in an hour Reduced mandatory overtime by half during Annual Enrollment Reduced turnover in staff from 30-40% to just 15%

Business Benefits AWS Stats Since 3/27, about 1000 AWS forms have been executed in PRD AWS is rolling out to other agencies and we expect utilization to climb Policy Acknowledgement Stats Go-Live 7/14, eagerly awaiting first round of stats on new product Expect every Executive Branch employee to have a form executed within 12 months

Concluding Thoughts Agencies continue to roll out ePAF initiation to hiring managers as HR offices are consolidated Self-Service forms for AWS and Policy Acknowledgements are saving paper and time in getting approvals Tennessee considering upgrade to 3.0 platform to enable greater business analyst involvement in creating new forms Planning for automation of EEO Complaint forms and considering a security forms project

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