1. HRMS Electronic Documents at Indiana University
EDUCAUSE Midwest Conference Track 3
Friday – 9:45 -10:30am
Dan McDevitt
HRMS Project Manager
Indiana University
Copyright Dan McDavitt, This work is the intellectual property of the author. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright appears on the reproduced materials and notice is given that the copying is by permission of the author. To disseminate otherwise or to republish requires written permission from the author.

2. Indiana University Electronic Documents
Indiana University overview
Objectives of HR Electronic Documents
Demonstration
Issues encountered
Integration with PeopleSoft
Wrap up – questions/answers

3. Indiana University 8 Campuses Annual budget $2.2 billion
40,000 active employees
47, W-2s issued
58,000+ active job records
99,000 students

4. Indiana University – Environment
Complex environment with:
Eight geographically dispersed campuses
Each campus has independent campus HR, Academic, Payroll offices
Academic HR, Staff HR and Payroll oversight administered separately
Hundreds of departmental units process HR transactions
Approval/review process includes multiple steps that vary by personnel group, department, campus, etc.
Many employees with multiple (concurrent jobs)

5. Indiana University – HRMS Project
HRMS Project -Live since December, 2002
PeopleSoft version 8.0 SP1 - Components
Base HR
Payroll Process
Benefits Administration
Customized accounting/funding model – (not using PS financials)
HRMS Data Warehouse
Time Keeping
HRMS Electronic Documents
Student project currently in Phase V of VII

6. Objectives of IU Electronic Documents
Replace paper forms with electronic documents, including workflow
Provide departmental users with friendly interface to conduct Human Resource business activities
Provide alternative to distributing robust “native” PeopleSoft pages to departmental users
Documents must stay in “pending” state until final approval

7. IU Electronic Document Design Principles
Documents intended to facilitate initiation close to the source
Present only necessary data attributes required to complete selected document type
Indicate fields that must be updated
Enforce policy & accuracy by providing filter valid values based on pre-selected attributes

8. Types of Electronic Documents
22 Document Types
Grouped by four categories
Employee Activities - 16
Hire
Maintain Job Data
Transfer
Maintain Funding
Administrative Posts
Additional Pay
Create Additional Pay
Maintain Additional Pay
Position Management
Create Position
Maintain Position
Person
Add New Person
Maintain Person

9. Electronic Document Architecture/Dependent Components
HRMS (PeopleSoft)
Extract data upon document initiation
Documents made official or “saved to PS” upon final approval
IUs OneStart Portal
IUs “EDEN” Workflow
HRMS Electronic Documents
Considered “pending” transaction until final approval

10. OneStart Portal Key Features
Standard Portal Features
Central Authentication
Role-Based Access
Personalization
Information and Application Service Delivery
OneStart’s Distinguishing Features
Persistent Navigation
Built-in Enterprise Workflow Engine

11. Workflow: Automated Routing of E-docs
True workflow…routing E-docs from initiation to completion resulting in a business transaction
A single place for all IU action requests
Assignable routing paths with status tracking
Automates IU’s business rules
Digital signatures on transactions
“Stop the paper/ insanity”

12. IU HR Electronic Document Workflow/User Roles
Document Initiators –
Three level of approvals
Required approval – 300+
Based on specific roles assigned to each department
Optional approval/reviews
Rules based Document Type, Employee Type
Individuals or Workgroups
Campus office level “final” approval – 40+
FYI notices

13. Electronic Document Features
Individual document bridges multiple PeopleSoft Components, i.e.;
Job data & Administrative Post
Job data & Additional Pay
Position & Job Data (update incumbent)
Workflow path for each document is logged and available for inquiry
Ability for users to add and view notes at each routing stop
Changes are logged as document is routed

14. Demonstration Initiation Approval Process
Action List
Final Approval – “Save to PS”
One document updating multiple PS components
Document Search

15. Overcoming Electronic Document Issues
Subject & Document locking
ensures data integrity by limiting updates on same person/job/position by two documents
Open validation
validates “pending” document data against matching PeopleSoft data each time document is open
Security
Careful to eliminate sensitive data attributes
Rely on workflow
Adding new people – decentralizing Search Match?

16. PeopleSoft Integration Plan/Issues
Collect data using custom written application in Java
Data collected may cross multiple PeopleSoft Components
Data saved to PeopleSoft using Component Interface (CI) API for Java
Issues
Discovered CI’s work well with simple components
Encountered issues when using CI’s with complex components requiring a change to customized approach

17. Plan Revision Pros & Cons
Positives of custom approach
We are in control, not dependent on PS Fixes
PeopleSoft business logic executed
User can see PS errors and correct easily
It works
Negatives of custom approach
Customizations to maintain
Multiple steps for end user
User can change data during the save

18. Electronic Document Statistics
Avg. 11,000 docs per month
Highest number of transactions:
Hire
Terminate
Maintain Pay Rate
Maintain Funding
Create Additional Pay
3.5 days = Avg. timeline from initiation to final
3 stops = Avg. number of routing stops

19. Operational Issues
Training/Support - power users versus infrequent users
Disapprovals/Corrections
Pairing up supporting documents
Transmittal sheet
Workflow troubleshooting
Managing expectations

20. Requested (future) Enhancements
Updating multiple employee records via one document/transaction
Improving usability – primarily related to approvals
Ad Hoc Routing
Electronic Document Reporting

21. Summary Elimination of duplicate efforts – one point of entry
Improved data integrity
Optimal turnaround time – automated routing path
User access to transactions at any point in time – electronic file cabinet
Transaction prioritization – ability to organize work list

22. Questions?