QUT Payroll Services Sessional eForm Presented by Christine Delaney, QUT Payroll Manager with Technical Support from Edward Eacock, QUT Financial Systems & Projects Manager 26th May 2014

Agenda Sessional eForm General Background Sessional eForm Process Overview and Features Sharepoint Overview and Features Where To Now? Questions

Sessional eForm Development WHY? To address significant challenges identified by Sessional Staff in a Staff Opinion Survey in relation to the appointment and payment process To remove a slow paper based appointment process To improve data quality of the paper based forms To streamline the appointment process for Sessional Staff

Sessional eForm Aim To improve efficiencies in Appointment of Sessional Staff, i.e building the eForm and developing Workflow in consultation with the Faculties To improve data quality To reduce the time taken between on boarding, approval and initial payment to the Sessional Staff member To Assist the Faculties in reducing, and in some cases eliminating the need for some Administrative manual processes

Sessional eForm Benefits Sessional Staff are able to gain access to QUT systems, emails, Web Self Service, etc in a more timely manner – these accesses are dependant on the employee being live in Alesco Managing Sessional Staff payments in a shorter timeframe Having a more streamline appointment processing for Faculties and reducing the need for independent Faculty based systems Having the ability for tracking and reporting for Faculties within Sharepoint Being able to export reports in an Excel format

Sessional eForm Solution Design Platform = Sharepoint Application = Infopath Integration = via Oracle Services Orientated Architecture (SOA) Suite Data Sources = Alesco and Oracle E Business Suite R12

QUT Sessional eForm Features Appointee Details Search by Employee Number and/or Employee Name Existing Employees able to be recommended for Auto Pay Acknowledgment of Employee being a Scholarship Holder Mandatory fields to ensure all relevant information is included Inclusion of Work and/or Personal contact details

QUT Sessional eForm Features Work Rights Mandatory acknowledgement regarding Right to Work Status (if International chosen, ability to enter relevant Passport/Visa information) Professional Licenses Organisational Details Preloaded Faculties/Divisions which determine the School and C-Level (Cost Centre) Location of Work including Interstate and Overseas Validation of Account Codes with the Oracle System Options for more that one Cost Centre Account Code (split costing)

QUT Sessional eForm Features Job Details Mandatory fields for Appointment details to ensure data quality Approver Name – populates Approver/Appointee Position numbers List of Values for Dates available List of Values for Classifications/Payment Rates Ability to add additional jobs Faculty/School Contact Details Prepopulates with details of Form Initiator Can be changed if required Ability to Enable Worklfow

QUT Sessional eForm Workflow Ability for Admin Staff to attach documents if required Form Reviewer (Optional) The Form Reviewer has the ability to change any detail on the form Account Reviewer (Optional) The Account Reviewer has the ability to change only Account Details on the form Entering Form/Account Reviewers Names prepopulates additional information, cutting down on data entry Both Reviewers also have the ability to Reject the form if necessary, which requires comments to be added Rejected forms are returned to the Initiator for further action

QUT Sessional eForm Workflow All QUT Sessional Appointment forms are required to be authorised by the Head of School Entering Head of School Name prepopulates additional information, limiting input for data entry Nominated Head of School has ability to reject forms if required Rejected forms are returned to the Initiator for further action Head of School (Mandatory) NB: - An email is sent out at each point the form has advanced through Workflow with a link to either the form or Sharepoint. - Emails are sent at nominated times depending on the needs of the business

Sessional eForm Workflow Process Initiator creates eForm Workflow is enabled Form and/or Account Reviewer receive form to review Sessional receives form to accept Head of School receives form to Approve Payroll Services receive form to process Initiator and Sessional receive an email when form is processed into HR/Payroll System

Overview of Sessional eForm BENEFITS Data integrity Tracking of forms Create/maintain views for reporting purposes Bulk Acceptance for Reviewers Bulk Approvals for Head of Schools Reducing manual administration functions All fields on eForm are available for reporting purposes Ability to reuse previous forms and reduce data entry for Faculties/Divisions Ability to clear reused forms either partially or in total Meeting requirements of Internal/External Audit and Immigration, etc All forms initiated remain in the library, archived periodically as required

Application Features eForm Views Sharepoint allows the user to create and maintain different views for their own purpose Standard views have been created to assist with tracking of Sessional eForms Each view can be exported to Excel to assist reporting purposes as required

Application Features All Forms Default View Only nominated staff within a school have access to view the All Forms library Prepopulated views are maintained by QUT Payroll Services Users have the ability to create and maintain their own custom views If Workflow is enabled, users are able to track their forms Ability to export data to Excel for reporting purposes

Application Features Form Reviewers View Able to view at a glance relevant information pertaining to each form Ability to Bulk Accept selected forms Form Reviewers have the ability to edit relevant fields on the form Form Reviewers only have access to see forms sent directly to them

Application Features Account Reviewers View This view is typically used by Budget/Finance Officers for monitoring the total cost of appointments and Cost Centre monitoring Able to view at a glance relevant information pertaining to each form Ability to Bulk Accept selected forms Account Reviewers have the ability to edit the Account Details only Account Reviewers only have access to see forms sent directly to them

Sharepoint Features Head of School Approval View Head of School is able to Bulk Approval appointment forms The Head of School does not have the ability to edit any fields on Appointment Forms View will only show appointment forms the Head of School has authority to approve Head of School can see at a glance the total cost of each appointment

Sessional eForm Notification

Sessional eForm Notification Sessional Staff Employees receives an email with a link to the appointment form Employees can update their personal details, such as address. They cannot update any other field After reading and acknowledging the Conditions of Employment, the employee can accept the appointment If employee no longer has access to QUT systems, the Initiator is able to Revert Workflow and change to a manual acceptance

Payroll Services Functions Payroll Services have ability to view all QUT Sessional eForms in Sharepoint Payroll Services cannot edit any fields on forms however have the ability to add Job Numbers Payroll Services Completion generates an email to the Sessional Staff member and the Initiator advising completion of processing and relevant Job Numbers Payroll Services can reject a form and attach comments

Summary Why? : To have Sessional Staff appointed in a more timely manner Aim : To improve efficiencies in appointment of Sessional Staff Benefits : Happy Employees! More timely access to QUT Services & Systems necessary for Sessionals to fulfil their duties, better reporting

Where To Now? Create an API to upload data direct from Sharepoint into Alesco to eliminate manual processes thus creating an end to end process Expand this functionality to process Casual Professional Staff

Questions ?