Automation of Personnel Action Forms Upper Midwest Regional User Group (UMRUG) October 25, 2017

Presenters Jill Vanyo Paul Taylor Lead HR Project Analyst HR Operations Xcel Energy jill.vanyo@xcelenergy.com Jill Vanyo has 30 years HR experience in the areas of employee benefits administration, system implementations, process improvement, and project management. Paul Taylor President and CEO Gideon Taylor Consulting paul@gideontaylor.com Paul Taylor is the original creator of the GT eForms™ workflow toolkit for PeopleSoft and ePAF™. He has 18 years of PeopleSoft industry experience, and a passionate focus on revolutionizing operational efficiency through business process automation.

Xcel Energy At A Glance We provide the energy that powers millions of homes and businesses. Eight states served: Colorado, Michigan, Minnesota, New Mexico, North Dakota, South Dakota, Texas and Wisconsin Electricity 3.5 million $9.27 billion Customers: Revenues: Natural gas 2.0 million $1.67 billion Operations: Employees: 12,475 total employees Approximately 6,000 non-bargaining Approximately 1,600 leaders (at various levels)

Agenda Background Project Scope & Timeline PAF Design PAF Functionality PAF Resources Business Benefits

Background Confusion 40+ Unique Personal Action Forms (PAF) Lack of Transparency for Managers and Business No visibility into PAF fulfillment status Unsustainable Process Design & Workload Approximately 30,000 PAFs submitted per year 800+ calls per year to the HR Service Center regarding PAFs 44% of PAFs need follow up prior to entry

Project Scope Replace current process that uses a patchwork set of tools including Company Intranet, IT and Case Management before finally being manually entered into PeopleSoft. Forms consolidation to Hire Job Change Status Change Personal Data System integrations with HP Service Manager (Case Management) BACH (Security) SailPoint (Access Management) Development of baseline form functionality Reduced fields to complete through data defaulting Auto-population based on data inputs Drop-down options for field inputs Automated email notifications Automated approval routing Automatic updates to PeopleSoft

Project Timeline For implementing an integrated solution for automating personnel actions for managers and employees. Phase 1 Job Change, Personal Data Change Status Change Forms Phase 2 Hire, Mass Change Forms May ‘16 Jun – Aug ‘16 Sept ‘16 Oct ‘16 Oct ‘16 Nov ‘16 Feb ‘17 Apr ‘17 Go Live Go Live Form Development and Core Team Testing User Acceptance Testing User Acceptance Testing Project Kickoff Form Development and Core Team Testing Phase 2 Kickoff

PAF Design PAF Application Landing Page and ePAF Launch Page

PAF Form Functionality Manager View of PAF Landing Page

PAF Form Functionality – Job Change PAF used to update: Job Information Supervisor Compensation FERC Code/ID Pandemic Planning DOT

Job Change PAF Video

PAF Form Functionality – Status Change

PAF Form Functionality – Mass Change PAF used to update multiple employees: Department Location FERC Supervisor

Mass Change PAF Video

PAF Workflow After submitting a form, users see a summary of form results, a Workflow Visualizer and a Transaction Log.

PAF Email Notifications Leaders and Delegates receive email notifications to access the form via a link when action is required. From: PAMVSA@xcelenergy.com Sent: Friday, June 30, 2017 1:03 PM Subject: PAF On Boarding Thomas Christopher SMITH -- Action Required   The security screening process has started for Thomas Christopher SMITH and has generated an on boarding PAF. Please access the PAF through the link below to complete the HR Data. Once security verifies that this worker has passed the security screening, you will receive a second email requesting you to access the PAF to confirm the start date. To view this form click on the link below: https://www.hrtest.xcelenergy.com/PSRedirect.aspx?site=PAFFORM&pslnkid=G_XS_WORKCENTER&PORTALPARAM_PTCNAV=G3WORKCENTER_LINK&G3FORM_FAMILY=EPAF&G3FORM_TASK=EVL&G3FORM_ID=103739 If you have any questions regarding the security screening or drug testing process, please contact Personnel Security via email gscrequests@xcelenergy.com or phone 612-330-1916. For questions regarding the PAF form or process, please contact the HR Service Center via email HRSC@xcelenergy.com or phone 1-800-689-7662 or 612-330-7662. Thank you, HR Service Center

PAF Resources

PAF Implementation Benefits Increased Efficiency Free up managers time to focus on their core job duties rather than on submitting PAFs Free up HR Operations time by removing manual entry, follow up required, etc. Dramatically reduced processing time Elimination of separate dedicated IT resources Integrations between systems (Security, IT, Access Management) Risk Mitigation Timely termination submissions Addition of role security for authorized PAF submissions and approvals Timely notifications for Department of Transportation (DOT) changes Timely notifications for Federal Energy Regulatory Commission (FERC) designation changes Addition of tracking and reporting for compliance

The Results We’ve Seen… Historic average of 5 days based on approx 30,000 PAFs per year Form Type Completed Form Count (2017) Average Business Days (OLD = 5 days) Median Business Days Hire 2,786 4.9 2% faster 4.3 14% faster Job Change 12,207 1.7 66% faster 0.1 98% faster Mass Change 419 1.4 72% faster Personal Data 4,253 0.4 92% faster 0.0 100% faster Employment Status 7,511 TOTAL 27,176 1.8 64% faster YESTERDAY 800+ calls per year to the HR Service Center regarding PAFs 44% of PAFs need follow-up prior to entry TODAY Comparable #, but DIFFERENT calls – requests for action rather than information < 1% of PAFs need follow-up prior to entry

What’s Next? Upgrade to eForms 3.01 to include GT Analytics

Questions?