1. eForms Update to FAR Office of Human Resources May 23, 2018
Project Manager, Ron Golenski
Director, HR Information Technology Operations

2. Office of Human Resources
Agenda
Status: So Far, So Good
Timeline
Budget: Checking & Updates
What’s Next: Rollout Schedule
Q&A
Office of Human Resources

3. Office of Human Resources
Status: So FAR, So Good!
Go Live
May 2nd – Pilot Group
College of Engineering
Athletics
Campus Recreation
VPAFS
Current Statistics (3 weeks)
269 eForms entered
100 eForms currently in the Approval WorkFlow
96 eForms Completed and in PeopleSoft
Identifying and Fixing “glitches”
A few “usability” type portal issues
Delegation capabilities are in testing
Budget Updates seem to be working well.
Issues with contracts
Dealing with “warning” messages during approvals
duplication and navigation to eForms Requests
Help Desk Process:
Call SPOC or Enter a Ticket in SPOC .
Workflow and Security questions/issues addressed by BIS
Forms or Portal issues will be addressed by HR
Functional questions/issue will be addressed by SMEs (Day1, Comp, Budget)
Office of Human Resources

4. Office of Human Resources
Timeline
Office of Human Resources

5. Budget: Checking & Updates
Significant edits built in, to validate data and impacts to budgets
Elimination of a separate process (DBT)
Increased visibility to more of your data when assigning funding
Must have sufficient budget, prior to submitting request to clear budget check.
Must ensure that you approve, or “work”, your eForms to ensure they funnel through quickly, these effect payroll.
Postive Feedback:
“We Like the simplification, only one process not two”
“The budget check at the time of submitting the form is awesome. Prevents downstream budget issues.”
“Easy, No waiting for multiple signatures”
Office of Human Resources

6. Updated Rollout to Campus
April 9-13, 2018 (Go Live May 2) :
College of Engineering, Athletics, Camps Recreation, VPAFS
June 4-15, 2018 (Go Live immediately following training):
VP Student Success, VP Extern Relations, College of Science, College of Architecture, Office of Information Technology, COPP, Library, Confuscius Institute, Honors College, Institutional Effectiveness, Graduate School
June 18-22, 2018 (Go Live immediately following training):
President Office, VPAA, VPBA, VP Strategic Enrollment, VP Student Affairs
July 9-13, 2018: (Go Live immediately following training):
University College, VP Research, College of Business, College of Education, COLFA, VP International Initiatives.
Office of Human Resources

7. Your partner for successful solutions www.utsa.edu/bussvc
Thank You!
Your partner for successful solutions
Office of Human Resources

8. How do eForms work? Required Workflow Approval Stages
Requester submits eForm
Department Manager
Cost Center Approver
Back Office
Process to PeopleSoft
(BTU)
Efficient
Accurate
Automated
Office of Human Resources

9. Office of Human Resources
What are eForms?
eForm Action Types
New (Appt) Package:
New Employee form
New Appointment form
New Contract form
New Position form
Ending Package:
Terminations form
Retirement form
End Additional Appointment form
Leave of Absence & Return form
Changes Package:
Changes Funding form
Position Attribute Change (PAC) form
Additional Pay form
Job Attribute Change (JAC) form
Transfers, Change of Position form
Office of Human Resources