SEEMLESS Simplify, Streamline, Organize, Automate HCM Implementation: Summer Employment and Effort Management Leading Efficiency through a Simple Solution SEEMLESS Simplify, Streamline, Organize, Automate

Premier Higher Ed Institution Why? Premier Higher Ed Institution Support our world class pillars Improve Faculty experience Increase Transparency Research Teaching + Learning Engagement Too many people doing too much dumb work- Making this a great place to work We are the foundation- When we are ineffective/inefficient, the university suffers. HCM Summer Payroll Eliminates the need for manual rekeying of summer calendars Reduces rework due to retroactive adjustments Eliminates paper processing Intuitive to use  Processes + Systems (Cracking Administrative Foundation)

Is it Perfect? Nope. Change isn’t an event it’s a process. Some things we have to figure out as we go. There will be transitions as we roll out Effort Reporting. The Business Office is providing support with initial roll out Some Faculty are already using the tool autonomously – we expect more to adopt over time The tool is good now but will get better over time. We are getting constructive feedback.

Adoption Off to good start – Calendars created during initial implementation period (516) was 18% higher than previous May 2017 period (435); no reason to believe that trend should not continue through summer months.

Feedback:

Endorsements: “It was easy to use and an improvement to use an online tool to input the account numbers for summer work and see the expected pay for the summer. “ – Daphene Koch, Associate Professor, School of Construction Management “This tool is long overdue at Purdue – it’s quick, it’s easy and it will streamline and increase accuracy of reporting processes, reduce paper and enhance efficiency” – Karen Hudmon, Professor of Pharmacy Practice “The trick is to create a template and fill the entire summer with it, then go back and edit possible changes. Makes this faster than the old paper forms. Plus I hear the business office is super happy with it as it simplifies their lives too. Win win! ” – Rafeal Lang, Associate Professor of Physics

Positive feedback: “Actually, pretty impressive. Not to be cheeky, but I am not used to Purdue putting out a system that is intuitive. It made sense. Congrats to the developer who assembled/programmed this new system.” “Straight forward process. It calculated the $ value "right before your eye" :) Once I understood what was going on ... all good.” “I liked the fact that our business office explained the process to us clearly. The application itself works as advertised.” “It was pretty intuitive. I figured it out with one orientation and a bit of clicking around.” “It was very self-explanatory - didn't need to go to a training or watch a video - the written documentation was sufficient. I also really like being able to see how much I make.” “I only had to ask my BO person (Hillary Fox) one question and she was able to help me. I will have to go in and change my calendar (already my summer has changed) so I will find out more then.”

Constructive feedback: “The system did not have all my accounts listed and had to manually find the accounts. - The accounts should include the latest balance to facilitate planning for summer pay schedule.” “I could not see the entire summer at once - had to keep switching from month to month and couldn't see a total for the summer session - I had to use my own calendar and track dates and totals with pen and paper. I couldn't find where to allocate funding accounts and had to contact the business office to find this.” “The account list uses titles pulled from COEUS, so I needed to cross-reference from AIMS to add my own new account "nicknames" before I could figure out which accounts I needed to enter. If my account manager had not told me in advance the number of summer days I had budgeted, there was no easy way to see this.” “Most often, I budget pay for the summer based on number of days or half days - perhaps because of our old approach to summer pay. That means that I would have 3 days on one grant, 7 days on another, etc. I could not choose days for pay on a specific grant. While not terrible, I did have to compute what percentage is 3 days of 22 days, and then enter that; it would seem more straightforward if I could enter number of days and / or select those specific days. I had to submit each month for review individually.”

Negative feedback: “Useless, did not allow me to create my summer pay in any easy form. I need to be able to do it in hours not 1/2 days. I need to control all the billing.” “There was confusion and missing account numbers. It was hard to decipher what was allocated to my regular statewide teaching load and that assigned to workforce development.” “Why are you pushing this task on faculty who are untrained and unprepared for doing accounting work?.” “I appreciate the intent to save paperwork and perhaps off-load some of the work of our business office, but this took me far longer to do than the previous method of providing a completed excel spreadsheet.” “It seems a little backwards for me to determine how many days I'm working in the summer. How do I know how many days are allocated per teaching, each grant, other, etc.?”

Thank You Simplify, Streamline, Organize, Automate