1. Smarter HR Automation for Tennessee
eForms, eForms, eForms!
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Chris Harmon
IT Supervisor for HR and ELM
State of Tennessee-Strategic Technology Solutions

2. Presentation Overview
Business Drivers for Automation – Why did Tennessee decide to automate?
Previous Successes – ePAF, eBAF and AWS
Projects Underway – EE Policy Acknowledgements, ePCR
Functionality – What does Tennessee gain with these projects?
Show and Tell – Demonstration of AWS and EE Policy Acknowledgements
Business Benefits – How is business improving in Tennessee?
Concluding Thoughts – Roadmap and Questions

3. Business Drivers - Background
The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

4. Business Drivers
TN focused on achieving greater business efficiencies in Human Resources and Payroll functions
Oracle Insight Initiative – December 2012
Assess TN Human Capital Management (HCM) functions
Benchmark HCM KPIs against median and best-in-class organizations
Identify improvement opportunities
Identify “to-be” recommendations
Oracle Insight Findings – March 2013
TN has large, decentralized HR structure
HR staffing levels significantly above median and best-in-class
Lack of automation/self-service key contributors to high staffing levels
The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

5. Business Drivers
The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

6. Business Drivers Oracle Insight Recommendations
Reshape HR from transactional focus to consultative partner
Implement/promote more Employee Self-Service/Manager Self-Service options
Automate HR forms to allow initiation, approval routing & updates
Consider move to centralized HR shared services model
State of Tennessee Actions
Procure/implement PeopleSoft integrated forms/workflow solution for HR
Evaluate/reengineer existing statewide HR business processes for efficiencies and standardization
Establish data retention policies to control costs associated with data growth
The State of Tennessee employs roughly 40,000 people in more than 50 agencies across all 3 branches of government. Those dedicated employees serve an estimated 6.6 million citizens each day.

7. Previous Successes
ePAF – automate all HR transactions involving an employee’s job data
Position actions and corrective actions to job data were excluded
eBAF – automate hiring and benefits selections for our non-payroll population
Retirees, local and higher education and local government employees
AWS – automate Alternative Workplace Solutions authorization forms
Go-live March 27th, 2017

8. Projects Underway Employee Policy Acknowledgements Form
Go-Live July 14
Project Closure scheduled for July 21
ePCR (Position Change Requests)
Project planning phase
Requirements gathering
Prototype review

9. Functionality - Overview
Tennessee made great gains in functionality with our eForms projects in three broad areas:
Form Logic
Workflow Logic
Audit/Visibility

10. Functionality – Form Logic
Form fields default based on types of transactions, reducing data entry errors for all forms
Action/Reason combination derived from data entered on form
Attachment capability and required attachments based on transaction type
Elimination of paper justifications and paper forms
Configurable text and links in forms

11. Functionality – Workflow Logic
ePAF - Single form encompassing all job data transactions and elimination of 2 third-party interfaces
eForms Transactions route for approval based on transaction type, certain field values
eBAF triggers Benefits Hire Event, interacting with the COBOL process supporting Benefits On Demand Event Maintenance
Configurable notifications, flexible workflow using Ad Hoc approvers

12. Functionality – Audit/Visibility
Security-based user view of approval process
Easily identify bottlenecks in approval process
Enhances accountability during approval process, providing insight not possible with a paper form

13. Show and Tell - AWS

14. Show and Tell – EE Policy Acknowledgements

15. Business Benefits Eliminates “peaks and valleys” in workload
Multiple transactions in single forms
Defaulting fields, requiring fewer key strokes
Form Logic replaces need for specialized HR Knowledge
Attachments reduce printing/paper, storage
Audit/Visibility highlights accountability in approval process
notifications for approvers

16. Business Benefits ePAF Stats
Average approval time reduced by as much as 33% to just 8 days
Agencies average 5 days to approve, DOHR averages 3 days
eBAF Benefits
Currently process a day’s worth of enrollments in an hour
Reduced mandatory overtime by half during Annual Enrollment
Reduced turnover in staff from 30-40% to just 15%

17. Business Benefits AWS Stats
Since 3/27, about 1000 AWS forms have been executed in PRD
AWS is rolling out to other agencies and we expect utilization to climb
Policy Acknowledgement Stats
Go-Live 7/14, eagerly awaiting first round of stats on new product
Expect every Executive Branch employee to have a form executed within 12 months

18. Concluding Thoughts
Agencies continue to roll out ePAF initiation to hiring managers as HR offices are consolidated
Self-Service forms for AWS and Policy Acknowledgements are saving paper and time in getting approvals
Tennessee considering upgrade to 3.0 platform to enable greater business analyst involvement in creating new forms
Planning for automation of EEO Complaint forms and considering a security forms project

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