1. QUT Payroll Services Sessional eForm Presented by Christine Delaney, QUT Payroll Manager with Technical Support from Edward Eacock, QUT Financial Systems & Projects Manager
26th May 2014

2. Agenda Sessional eForm General Background
Sessional eForm Process Overview and Features
Sharepoint Overview and Features
Where To Now?
Questions

3. Sessional eForm Development
WHY?
To address significant challenges identified by Sessional Staff in a Staff Opinion Survey in relation to the appointment and payment process
To remove a slow paper based appointment process
To improve data quality of the paper based forms
To streamline the appointment process for Sessional Staff

4. Sessional eForm Aim
To improve efficiencies in Appointment of Sessional Staff, i.e building the eForm and developing Workflow in consultation with the Faculties
To improve data quality
To reduce the time taken between on boarding, approval and initial payment to the Sessional Staff member
To Assist the Faculties in reducing, and in some cases eliminating the need for some Administrative manual processes

5. Sessional eForm Benefits
Sessional Staff are able to gain access to QUT systems, s, Web Self Service, etc in a more timely manner – these accesses are dependant on the employee being live in Alesco
Managing Sessional Staff payments in a shorter timeframe
Having a more streamline appointment processing for Faculties and reducing the need for independent Faculty based systems
Having the ability for tracking and reporting for Faculties within Sharepoint
Being able to export reports in an Excel format

6. Sessional eForm Solution Design
Platform = Sharepoint
Application = Infopath
Integration = via Oracle Services Orientated Architecture (SOA) Suite
Data Sources = Alesco and Oracle E Business Suite R12

7. QUT Sessional eForm Features
Appointee Details
Search by Employee Number and/or Employee Name
Existing Employees able to be recommended for Auto Pay
Acknowledgment of Employee being a Scholarship Holder
Mandatory fields to ensure all relevant information is included
Inclusion of Work and/or Personal contact details

8. QUT Sessional eForm Features
Work Rights
Mandatory acknowledgement regarding Right to Work Status
(if International chosen, ability to enter relevant Passport/Visa information)
Professional Licenses
Organisational Details
Preloaded Faculties/Divisions which determine the School and C-Level (Cost Centre)
Location of Work including Interstate and Overseas
Validation of Account Codes with the Oracle System
Options for more that one Cost Centre Account Code (split costing)

9. QUT Sessional eForm Features
Job Details
Mandatory fields for Appointment details to ensure data quality
Approver Name – populates Approver/Appointee Position numbers
List of Values for Dates available
List of Values for Classifications/Payment Rates
Ability to add additional jobs
Faculty/School Contact Details
Prepopulates with details of Form Initiator
Can be changed if required
Ability to Enable Worklfow

10. QUT Sessional eForm Workflow
Ability for Admin Staff to attach documents if required
Form Reviewer (Optional)
The Form Reviewer has the ability to change any detail on the form
Account Reviewer (Optional)
The Account Reviewer has the ability to change only Account Details on the form
Entering Form/Account Reviewers Names prepopulates additional information, cutting down on data entry
Both Reviewers also have the ability to Reject the form if necessary, which requires comments to be added
Rejected forms are returned to the Initiator for further action

11. QUT Sessional eForm Workflow
All QUT Sessional Appointment forms are required to be authorised by the Head of School
Entering Head of School Name prepopulates additional information, limiting input for data entry
Nominated Head of School has ability to reject forms if required
Rejected forms are returned to the Initiator for further action
Head of School (Mandatory)
NB: - An is sent out at each point the form has advanced through Workflow with a link to either the form or Sharepoint.
- s are sent at nominated times depending on the needs of the business

12. Sessional eForm Workflow Process
Initiator creates eForm
Workflow is enabled
Form and/or Account Reviewer receive form to review
Sessional receives form to accept
Head of School receives form to Approve
Payroll Services receive form to process
Initiator and Sessional receive an when form is processed into HR/Payroll System

13. Overview of Sessional eForm
BENEFITS
Data integrity
Tracking of forms
Create/maintain views for reporting purposes
Bulk Acceptance for Reviewers
Bulk Approvals for Head of Schools
Reducing manual administration functions
All fields on eForm are available for reporting purposes
Ability to reuse previous forms and reduce data entry for Faculties/Divisions
Ability to clear reused forms either partially or in total
Meeting requirements of Internal/External Audit and Immigration, etc
All forms initiated remain in the library, archived periodically as required

14. Application Features eForm Views
Sharepoint allows the user to create and maintain different views for their own purpose
Standard views have been created to assist with tracking of Sessional eForms
Each view can be exported to Excel to assist reporting purposes as required

15. Application Features All Forms Default View
Only nominated staff within a school have access to view the All Forms library
Prepopulated views are maintained by QUT Payroll Services
Users have the ability to create and maintain their own custom views
If Workflow is enabled, users are able to track their forms
Ability to export data to Excel for reporting purposes

16. Application Features Form Reviewers View
Able to view at a glance relevant information pertaining to each form
Ability to Bulk Accept selected forms
Form Reviewers have the ability to edit relevant fields on the form
Form Reviewers only have access to see forms sent directly to them

17. Application Features Account Reviewers View
This view is typically used by Budget/Finance Officers for monitoring the total cost of appointments and Cost Centre monitoring
Able to view at a glance relevant information pertaining to each form
Ability to Bulk Accept selected forms
Account Reviewers have the ability to edit the Account Details only
Account Reviewers only have access to see forms sent directly to them

18. Sharepoint Features Head of School Approval View
Head of School is able to Bulk Approval appointment forms
The Head of School does not have the ability to edit any fields on Appointment Forms
View will only show appointment forms the Head of School has authority to approve
Head of School can see at a glance the total cost of each appointment

19. Sessional eForm Notification

20. Sessional eForm Notification
Sessional Staff
Employees receives an with a link to the appointment form
Employees can update their personal details, such as address. They cannot update any other field
After reading and acknowledging the Conditions of Employment, the employee can accept the appointment
If employee no longer has access to QUT systems, the Initiator is able to Revert Workflow and change to a manual acceptance

21. Payroll Services Functions
Payroll Services have ability to view all QUT Sessional eForms in Sharepoint
Payroll Services cannot edit any fields on forms however have the ability to add Job Numbers
Payroll Services Completion generates an to the Sessional Staff member and the Initiator advising completion of processing and relevant Job Numbers
Payroll Services can reject a form and attach comments

22. Summary
Why? : To have Sessional Staff appointed in a more timely manner
Aim : To improve efficiencies in appointment of Sessional Staff
Benefits : Happy Employees! More timely access to QUT Services & Systems necessary for Sessionals to fulfil their duties, better reporting

23. Where To Now?
Create an API to upload data direct from Sharepoint into Alesco to eliminate manual processes thus creating an end to end process
Expand this functionality to process Casual Professional Staff

24. Questions ?