1. Automation of Personnel Action Forms
Upper Midwest Regional User Group (UMRUG)
October 25, 2017

2. Presenters Jill Vanyo Paul Taylor Lead HR Project Analyst
HR Operations
Xcel Energy
Jill Vanyo has 30 years HR experience in the areas of employee benefits administration, system implementations, process improvement, and project management.
Paul Taylor
President and CEO
Gideon Taylor Consulting
Paul Taylor is the original creator of the GT eForms™ workflow toolkit for PeopleSoft and ePAF™. He has 18 years of PeopleSoft industry experience, and a passionate focus on revolutionizing operational efficiency through business process automation.

3. Xcel Energy At A Glance
We provide the energy that powers millions of homes and businesses.
Eight states served: Colorado, Michigan, Minnesota, New Mexico, North Dakota, South Dakota, Texas and Wisconsin
Electricity
3.5 million
$9.27 billion
Customers:
Revenues:
Natural gas
2.0 million
$1.67 billion
Operations:
Employees: 12,475 total employees
Approximately 6,000 non-bargaining
Approximately 1,600 leaders (at various levels)

4. Agenda Background Project Scope & Timeline PAF Design
PAF Functionality
PAF Resources
Business Benefits

5. Background Confusion 40+ Unique Personal Action Forms (PAF)
Lack of Transparency for Managers and Business
No visibility into PAF fulfillment status
Unsustainable Process Design & Workload
Approximately 30,000 PAFs submitted per year
800+ calls per year to the HR Service Center regarding PAFs
44% of PAFs need follow up prior to entry

6. Project Scope
Replace current process that uses a patchwork set of tools including Company Intranet, IT and Case Management before finally being manually entered into PeopleSoft.
Forms consolidation to
Hire
Job Change
Status Change
Personal Data
System integrations with
HP Service Manager (Case Management)
BACH (Security)
SailPoint (Access Management)
Development of baseline form functionality
Reduced fields to complete through data defaulting
Auto-population based on data inputs
Drop-down options for field inputs
Automated notifications
Automated approval routing
Automatic updates to PeopleSoft

7. Project Timeline
For implementing an integrated solution for automating personnel actions for managers and employees.
Phase 1
Job Change, Personal Data Change
Status Change Forms
Phase 2
Hire, Mass Change Forms
May ‘16
Jun –
Aug ‘16
Sept ‘16
Oct ‘16
Oct ‘16
Nov ‘16
Feb ‘17
Apr ‘17
Go Live
Go Live
Form Development and Core Team Testing
User Acceptance Testing
User Acceptance Testing
Project Kickoff
Form Development and Core Team Testing
Phase 2 Kickoff

8. PAF Design
PAF Application Landing Page and ePAF Launch Page

9. PAF Form Functionality
Manager View of PAF Landing Page

10. PAF Form Functionality – Job Change
PAF used to update:
Job Information
Supervisor
Compensation
FERC Code/ID
Pandemic Planning
DOT

11. Job Change PAF Video

12. PAF Form Functionality – Status Change

13. PAF Form Functionality – Mass Change
PAF used to update multiple employees:
Department
Location
FERC
Supervisor

14. Mass Change PAF Video

15. PAF Workflow
After submitting a form, users see a summary of form results, a Workflow Visualizer and a Transaction Log.

16. PAF Email Notifications
Leaders and Delegates receive notifications to access the form via a link when action is required.
From:
Sent: Friday, June 30, :03 PM
Subject: PAF On Boarding Thomas Christopher SMITH -- Action Required
The security screening process has started for Thomas Christopher SMITH and has generated an on boarding PAF. Please access the PAF through the link below to complete the HR Data.
Once security verifies that this worker has passed the security screening, you will receive a second requesting you to access the PAF to confirm the start date.
To view this form click on the link below:
If you have any questions regarding the security screening or drug testing process, please contact Personnel Security via or phone
For questions regarding the PAF form or process, please contact the HR Service Center via or phone or
Thank you,
HR Service Center

17. PAF Resources

18. PAF Implementation Benefits
Increased Efficiency
Free up managers time to focus on their core job duties rather than on submitting PAFs
Free up HR Operations time by removing manual entry, follow up required, etc.
Dramatically reduced processing time
Elimination of separate dedicated IT resources
Integrations between systems (Security, IT, Access Management)
Risk Mitigation
Timely termination submissions
Addition of role security for authorized PAF submissions and approvals
Timely notifications for Department of Transportation (DOT) changes
Timely notifications for Federal Energy Regulatory Commission (FERC) designation changes
Addition of tracking and reporting for compliance

19. The Results We’ve Seen…
Historic average of 5 days based on approx 30,000 PAFs per year
Form Type
Completed
Form Count (2017)
Average Business Days
(OLD = 5 days)
Median Business Days
Hire
2,786
% faster
% faster
Job Change
12,207
% faster
% faster
Mass Change
419
% faster
Personal Data
4,253
% faster
% faster
Employment Status
7,511
TOTAL
27,176
% faster
YESTERDAY
800+ calls per year to the HR Service Center regarding PAFs
44% of PAFs need follow-up prior to entry
TODAY
Comparable #, but DIFFERENT calls – requests for action rather than information
< 1% of PAFs need follow-up prior to entry

20. What’s Next?
Upgrade to eForms 3.01 to include GT Analytics

21. Questions?