1. Houdini’s Challenge – Quick eForms for PeopleSoft LIVE!
University of Houston’s
Honors College Affiliation Form
Regional Conference Series | 2017

2. In what city did Houdini claim he was born?
At the age of 22, what did Houdini vow to do?
What was Houdini’s “Challenge Act”?
In 1910, he became the first person to do this in Australia.
For what invention was he granted a patent in1921?
On what holiday did Houdini die?
How did Houdini die?
Appleton, WI (1874)
Quit magic
He challenged audiences to create inescapable situations.
Pilot an airplane.
A two-part diving suit
Halloween (1926)
Peritonitis, caused by a punch to the abdomen.

3. Gideon Taylor Consulting
Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education, and government organizations.
Our MISSION is to revolutionize business processes through innovative automation strategies, integration and custom development expertise, and electronic forms technology.
Our VISION is to help our clients work simply, effectively, efficiently, and flexibly.
Founded in 2001 by Paul Taylor,
Original creator of GT eForms™ and ePAF™

4. Some of our clients…
Some of our clients…

5. U of Houston – Honors College Affiliation
University of Houston – Honors College Affiliation
The following pages outline the business process and data requirements for UH’s Honors College Affiliation form.
Honors College Affiliation for Degree Applicants
Field Requirements
Student ID:
(Look Up/enter: Add/Update (Student)
Student Name:
(Auto Populate based on Emplid: Add/Update (Student)
Submitted on Time/Date:
(Auto populate: System Date)
To be applied to Graduation Term:
(Look up: Applied status in Program/Plan stack)
To be awarded Honors Designation:
(Look up: Degree Honors Table)
Comments:
This is a screenshot of the University of Baltimore’s Adjunct Faculty Contract form. The form is used to hire or rehire adjunct faculty.
The 30 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, configuring pre- population to have fields automatically populate with existing data from PeopleSoft (for rehires), conditional defaulting of fields values based on values entered in other fields by the user, creation of a grid for capturing funding information, setting up workflow including conditional routing, and basic notifications.

6. U of Houston – Honors College Affiliation
University of Houston – Honors College Affiliation
Notifications
“SUBMIT” triggers notifications with (a) form type, (b) time/date submitted, and (c) Emplid of student to the following recipients:
Honors College Advisor: confirms request has been submitted successfully
Office of the University Registrar (OUR) staff members that are eligible to work request based on a) request type, b) time/date submitted and c) Emplid of student in
Workflow
Forms would automatically route to OUR staff authorized to work specific types of requests. Alternate assignments (e.g. delegates, ad hoc routing) could be made if staff member is out of office.
Certain form types require multiple levels of approval, and OUR requires ability to re-assign the request to different staff member/managers for review or processing.
This is a screenshot of the University of Baltimore’s Adjunct Faculty Contract form. The form is used to hire or rehire adjunct faculty.
The 30 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, configuring pre- population to have fields automatically populate with existing data from PeopleSoft (for rehires), conditional defaulting of fields values based on values entered in other fields by the user, creation of a grid for capturing funding information, setting up workflow including conditional routing, and basic notifications.

7. U of Houston – Honors College Affiliation
University of Houston – Honors College Affiliation
Actions available to OUR staff member:
“REJECT” the request with a text field to explain why
“APPROVE” and sends back to user verifying process has been completed
“HOLD” place the request on hold pending research (this does not “stop the clock”)
In an ideal world, the approval would trigger the process of adding the honor’s designation to the student’s degree records for printing on official transcript/diploma
Honor’s College Advisor or OUR Manager has the ability to file discrepancy ( routes to OUR managers) to identify that something was not done correctly with a free form text field to identify what the problem is so manager may research.
This is a screenshot of the University of Baltimore’s Adjunct Faculty Contract form. The form is used to hire or rehire adjunct faculty.
The 30 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, configuring pre- population to have fields automatically populate with existing data from PeopleSoft (for rehires), conditional defaulting of fields values based on values entered in other fields by the user, creation of a grid for capturing funding information, setting up workflow including conditional routing, and basic notifications.

8. U of Houston – Honors College Affiliation
University of Houston – Honors College Affiliation
Assumptions
Request cannot be submitted without valid student ID (User Id/Emplid in myUH)
User cannot enter free form text name of student, this will error
Time/Date populates from system date, cannot be edited manually
Term can only be pulled from the students’ terms (applicant record or student term activation rows)
User can only pick from items available in Degree Honors Table (not free form text)
This is a screenshot of the University of Baltimore’s Adjunct Faculty Contract form. The form is used to hire or rehire adjunct faculty.
The 30 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, configuring pre- population to have fields automatically populate with existing data from PeopleSoft (for rehires), conditional defaulting of fields values based on values entered in other fields by the user, creation of a grid for capturing funding information, setting up workflow including conditional routing, and basic notifications.

9. U of Houston – Honors College Affiliation
University of Houston – Honors College Affiliation
Reporting
Standard metrics manager reports would identify within adjustable time parameters:
overall number of work orders received in each form area,
average time to completion,
number of work orders put on hold,
number successfully completed,
number rejected, number or
discrepancies reported
Same parameter reports would also be available by staff member that would allow performance managers to monitor productivity against group metrics.
This is a screenshot of the University of Baltimore’s Adjunct Faculty Contract form. The form is used to hire or rehire adjunct faculty.
The 30 minutes that we had to build the form during our session focused solely on the tasks that a business analyst could perform: creating the fields and segments for the form, configuring pre- population to have fields automatically populate with existing data from PeopleSoft (for rehires), conditional defaulting of fields values based on values entered in other fields by the user, creation of a grid for capturing funding information, setting up workflow including conditional routing, and basic notifications.

10. Live Demo: Creating UB’s Adjunct Faculty Hire Form
Time to get down to work!
Live Demo: Creating UH’s Honors Affiliation eForm
Diana

11. Honors College Affiliation eForm
DEMONSTRATION
Watch the demo video of the University of Houston’s Honors College Affiliation eForm at:

12. Creating a new eForm
To start creating a new eForm, we click on the “Create / Update an eForm” tile on our Fluid homepage in PeopleSoft.

13. Naming our new eForm
A series of setup pages help us define our form and its behavior. On the “General” tab, we’ll enter general label and descriptive information about the new form we’re creating. We’ll call this our “Honors Affiliation Form”.

14. Creating my pages for my form
The Pages tab is used to define and configure the parts that make up our form. Not only can a business analyst create and define the parts of our form, but they can also configure conditional logic to define the behavior of our form. Conditional logic can be added for a field, segment, or page to determine when or if they are displayed, and to whom.
A form task defines what pageflow, form messages, and notifications a given user will see. For example, you may want the form to exhibit different behavior or appearance when a user is submitting the form during the “ADD” task than when approvers are interacting with the form in the “EVALUATE” task.
Within each task, we define the pages, segments, and fields that we want the user to see, and under what conditions.
For our Honors Affiliation Form, we’ll have three tasks, ADD, EVALUATE, and Update, and we’ll create two pages (or “STEPS”) for each task.

15. Adding Instructions to our form
Using the rich text editor, we can add text, graphics, and links to each page in our form and even each segment on our pages to help guide the user through the process or provide additional information. There’s no need for our users to navigate to different tabs or pages to review any necessary instructions. In this case, we’ll just insert a header graphic and some basic instructions at the top of the page.

16. Adding segment to our form pages
To organize the fields that we’ll be adding to our form, we can create one or more segments on our pages. These segments can be saved and re-used across pages and forms. Segments can conditionally show and hide using the powerful Visual If configuration tool. Pages can have both configuration segments and custom-built segments. Each segment can be displayed in a column format or a grid.
This example shows 3 different fields that I’ve created for my segment labeled, “Student Info”.

17. Connecting form fields to data records
Using the “Data Pool”, a form designer can associate fields in the new form with data in existing PeopleSoft records to pre-populate fields, and to setup lookups and description displays on the form fields. In this case, we’re going to setup a Data Pool to associate data from the Academic Program, Degree Honors, Person Name, and Term tables in PeopleSoft.

18. Configuring our workflow
GT eForms™ adds a configuration-based UI to the delivered PeopleSoft Approval Framework, enabling business analysts to define the necessary workflow routing within the form designer, so that the form knows where to go and what to do with each user action (e.g. Submit, Approve, Recycle, etc.). Functionally-defined, conditionally branching, reusable Approval Routes guide eForms to the right people under the right conditions. These Approval Routes can use PeopleSoft security roles, department security, position reports-to structures, and many other routing constructs, and through conditional branching, can manage routings of any complexity.
For our Honors Affiliation Form, we’ve setup 2 levels of approvers. If we only needed the form to route to certain approvers under certain conditions, we could use “Visual Ifs” to define and apply those business rules as part of the form logic.

19. Setting up Notifications
GT eForms™ allows functional setup of Templates with dynamic text inserts that customize the recipient message. Direct links back into any task of the form can be included using configuration options.
Notifications and worklist reminders are an important part of the approval workflow process. The Notifications tab of the form builder provides the ability to configure notifications that can be triggered based on very specific business requirements. The online configuration includes the ability to setup notifications at specific steps in the approval process, based on specific form actions, recipient rosters and worklist descriptions.
Our Honors Affiliation Form will automatically send an notification and post a worklist item when the form is ROUTED to another approver. We’ve also set it up to send notifications if the form is DENIED and when it is SUBMITTED.

20. Setting up our Search Record
GT eForms provides robust searches that let you choose what data to prepopulate a form with. You can also use standard PeopleSoft row- level security conventions to restrict what data a given user can see – for example, limiting a departmental user to students in their own department, or restricting students or employees to only see their own personal information.
Here we are setting one search record that will be used across all Form Tasks; more complex requirements might call for different search records for Evaluate and View, for example, and GT eForms accommodates that.

21. U of Houston – Honors Affiliation eForm
And here is a screenshot of the new Honors Affiliation eForm that we just created! A powerful, intelligent, PeopleSoft self-service application.

22. University of Baltimore’s Adjunct Faculty Hire Form
Diana

23. Fluid PS Forms and Approval Builder GT eForms™
= Functional task
= Unstructured technical task
= Tool-guided tech task
= “It can do it, BUT…”
Feature/Function
Fluid PS Forms and Approval Builder
GT eForms™
Purely functional form creation
Handle attachments
Inline instructions
Form Messages
Conditional approval paths
notifications
Conditionally hide or display fields/segments/pages
Auto-populate and dynamically update form data
Advanced data validation
Updates to PeopleSoft
Intelligently derive and default data
PeopleTools-extensible development
Mobile
Drag-and-Drop field placement
Cascading valid value lookups

24. Any Questions?
Questions?

25. Scott Antin VP Business Development
| Office
| Cell