ePAF Demo Screenshots Session #10741 March 24, 2005 HEUG 2005 Conference Las Vegas, Nevada

The presentation shown in our session includes a live demo of the ePAF system. This presentation consists of screenshots of an ePAF process, similar to the live demo. What We Will Cover

At BYU, our ePAF processes usually start with the departmental user, who submits Personnel Action Forms. Our departmental users have an ePAF Home Page from which they can create, modify and review ePAFs for their area of responsibility.

A departmental user in the English department starts a new ePAF to hire Jane Doe into the English department.

The first step is to choose an applicant. This custom BYU search page returns results from our external Person database, which includes all students, employees and applicants.

The next step gathers fields that are common to all types of hires. Entries in these fields will determine what pages the following steps show. We’ll start by specifying a Student Contract employee.

Since we specified Student Contract on the previous step, Step 3 is a compensation page specific to Student Contracts. The Calculator provides flexibility by allowing Goal Amount to be set and Pay Period Amt to be calculated, or vice versa.

Going back a step, let’s see what happens if we chose a different employee class. We’ll change to Student Hourly, which won’t require the Contract Compensation page.

The eForms framework allows for conditional branching in the step process, and the change to Employee Class causes us to take a different branch. Step 3 is now appropriate for the type of employee we are hiring.

Step Four allows the user to enter comments that will become part of the history of the form. Messages that appear on this page can be customized, and must be acknowledged in order to continue, like BYU’s Nepotism Statement.

The form has now been submitted and passed to the next approver! In this case, the Departmental HR Approver will be the English Department Chair. The submitter can follow the progress of the form from the ePAF Home Page.

For example, if the user needs to make a change to the form they just submitted, they can do so from the ePAF Home Page.

We are going to update the form we just submitted, which is a Hire.

We can search in many ways, including Form Status, Original Operator, Last Operator, or with date ranges. We searched by the subject’s last name, DOE. The search returns the form we just submitted, which we select.

We’ll update the Compensation Rate, include an explanatory comment, and resubmit. We could also Withdraw the form, which would end form processing.

Since the Departmental Approver may be only a periodic PeopleSoft user, he/she will receive an notifying them that they have a form to evaluate.

The contents are customizable, and a link is included in the that will take the approver directly to the form they need to evaluate. Other links can also be included. We will choose the link that will take us directly to the form.

If the approver isn’t already logged in, he/she is prompted to do so, which will constitute the approver’s electronic signature on the forms they evaluate.

The Approver is brought directly to the form, without having to know any PeopleSoft navigation!

Alternatively, the Approver could have selected the form from his/her Worklist page, which navigates to the same page.

We’ll collapse the Personal Info section for the sake of PowerPoint’s limited screen real estate…

The Approver can see all the pertinent fields from the Hire form, including all the comments that have been made to date. They can Recycle the form back to the originator for changes. They can Deny the form, or, they can Approve it!

That’s it! The Departmental Approver is done, and the form has been routed to the HR Office. BYU actually has Front and Back Office approvers, but we will skip straight to the Back Office.

The Hiring Offices have their own ePAF Home Page, which includes an option to search forms to be evaluated. They can also work from their worklists.

The Student Back Office user is the last approver in this business process. When they approve the form, it will be sent to the system to be entered into Job Data through a Component Interface, reusing all the business logic of the delivered system.

Although the next step is for the form to be executed by the system, the final approver doesn’t need to wait for the processing to occur. Their approval publishes an asynchronous message to the system, so control is returned immediately to the user.

The messaging step also allows processing into the system to be paused without stopping data entry. If processing is not paused, the form will be processed into the system in a few seconds. By viewing the form, we can check on its progress.

The View pages can also be seen by the originator, or anyone else with departmental security access. Forms are automatically archived, and are kept on the system as a permanent record, or until purged. Making room again…

… we can see that the Comments History is also maintained as part of the permanent history of this form. No sticky notes falling off in the file cabinet! Moving to the next page…

… we have the Form History page, which tells us about the form. Had we viewed this in the middle of the approval process, we would have seen whose ‘desk’ the form was on. This page is a bit bigger than PowerPoint, so scrolling down…

… we see a complete history of who touched the form, and what they did to it, through the entire approval process! We can see that the last participant to touch the form was… the System! The form’s data has been executed into the Job Data pages.

Let’s confirm that. Going back to the first page…

… and following the Job Data link…

… we find the form data entered appropriately into Job Data!

To demonstrate some additional functionality of the View pages, let’s look at a form that is still being processed. Moving to the Form History page…

Note the Who can work this form? hyperlink. This will show the individuals in the Student Back Office who currently have this form on their worklists.

Here we can see exactly who this form is waiting on, along with their and phone contact information! Here’s one more little extra. Click on one of the links…

…and a message window opens in your editor, with the subject line pre- populated with information about this form. You have complete oversight of the form from creation to system entry to archive!

This concludes the not-quite-live demo. Please see the main presentation for this session for a discussion of the benefits of the ePAF approach. Feel free to contact us if you’d like a truly live demo, or with any questions you may have. Thanks! Summary

Alisha Steere Assistant Product Manager PeopleSoft HCM Upgrade Project Brigham Young University Paul Taylor Technical Consultant PeopleSoft HCM Upgrade Project Gideon Taylor Consulting LLC for Brigham Young University Contacts

This presentation and all HEUG 2005 presentations are available for download from HEUG Online