1. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Down the Rabbit Hole: Electronic Forms and Business Process Automation Regional HEUG Conference Summer/Fall 2015 Presenters: Paul Taylor, President and CEO Scott Antin, VP Business Development Lani Urreta, Manager, Process Consulting Services

2. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED What are we talking about today? Business Process Automation Projects are usually done to simplify complex processes Choosing the perfect tool is only one piece Complexity can come from any of the other pieces: o Deciding and maintaining scope o Analysis and Design o Implementation Goals and Communication What are some of the rabbit holes and how can we best avoid them, and others?

3. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Gideon Taylor Consulting Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education and government organizations. GT’s MISSION is to revolutionize business processes through innovative automation strategies, integration and custom development expertise, and electronic forms technology. GT’s VISION is to help our clients work simply, effectively, efficiently, and flexibly. Founded in 2001 by Paul Taylor, Original creator of GT eForms™ and ePAF™

4. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED

5. HCM Financials/Supply Chain Campus Solutions GT eForms™ Library for PeopleSoft GT ePAF™ GT OnBoarding™ GT eVoucher™ GT Paperless I-9™ GT E-Verify Integration™ GT Personnel eFile™ GT eTime™ GT ePost™ Security eForm Overtime eForm Non-Tuition Fee Request eForm Merit eForm Reports To eForm Leave Cash-Out eForm Additional Pay eForm Undergrad Academic Record Change E-Degree Certification Description Faculty Discipline Description Faculty Teaching Certification Graduate Status Change Thesis and Dissertation Release Option Travel Fellowship Application Travel Fellowship Expense Report Expense Approval Expense Reimbursement Readmission Application Grade Change Course Add/Drop/Withdraw Faculty Promotion/Tenure Credit Card Reconciliation Vendor Add/Update Journal Voucher Delegation eForm

6. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED What is GT eForms™? GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and manage: o Custom Self-Service Applications and Electronic Forms o Workflow, Notifications, Approvals and Electronic Signatures o Service-Oriented Architecture (SOA) Integrations

7. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED “We just need a simple electronic form…” … and we just need to have their manager approve it… “All we need is a form to enable any employee to nominate any other employee for a bonus award. We just need them to complete three fields: the name of the person they’re nominating, why they’re nominating them, and the amount for which they’re being nominated.” …unless the award amount is over $1,000… …and then if we could have it update the system on the backend and add the pay once it’s been approved… …oh, and I guess that all of them need to be reviewed by the divisional HR approver… …of course, if it’s over $5,000… ….hmmm, but if the manager is out it needs to route to the delegate… …and we do need to make sure it’s routing to the appropriate managers based on our organization… …oh, and did we talk about nominating teams?

8. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED What are the Goals of Automation? S imple E ffective E fficient F lexible

9. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Discovery Explore the full business process o SMEs who are directly involved o Understand the ‘why’ behind each step o Cover all touch-points (triggers, outputs, routing, exceptions, etc.) ODA – Optimization and Defaulting Analysis o Field-level analysis of data sources and destination fields o Identify or create relationships between data to eliminate fields, restrict values, create edits, etc. Rough design and/or prototype

10. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Create a Project Vision A Project Vision guides the team, especially when complexities are introduced Clearly define the limits: budget, time, resources, scope Understand which factor is most important – this helps when requirements start to get bulky Define the goals – when will it be “successful”?

11. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Automation Project Development Effort Simplify Re-Host Automate Workflow 10 %

12. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Analysis and Design Expect the simplest of forms to have its share of complexities to work through Use the Project Vision to guide difficult decisions Employ some principles to keep the form SEEF-ful Keep an eye out for common complexities

13. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Vision Principles Hide the Complexity o Logic into code or config; setup tables o Pinpoint repetitive or labor-intensive tasks Focus on User Experience o Minimalist, guided and naturally unfolding o Only show valid fields and values o Focus on task completion Focus on the Bulk of the Transactions Trust the Solution

14. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Complexity vs Transaction Coverage % of Transactions Covered in Solution 0% 100% Level of Complexity 1x 50% 90% 95% 98% 99.5% 2x 4x

15. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED The Parts of Complexity Complexity Covering Old System’s Problems Fears of the New System Building for Exceptions Gold Plating

16. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Complexity: Covering Old System’s Problems Watch out for: Unnecessary “visual validation” fields Asking for information that isn’t used Outdated processes “We’re not sure who uses that.” “That’s just how I was taught to do it.” Some approaches and suggestions: Question fields and processes to identify those that are no longer useful. Test/revisit processes that the team is unsure about Cut out debated fields for the prototype and examine during modeling Covering Old System’s Problems

17. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Complexity: Fears of the New System Watch out for: Unnecessary “visual validation” fields Asking for a bunch of “just in case” fields Stated mistrust of the system/technology Some approaches and suggestions: Use edits in place of extra fields and information Modeling and testing cycles can help eliminate those worries Validation reports can go a long way in eliminating complexity on a form Fears of the New System

18. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Complexity: Building for Exceptions Watch out for: High amount of effort spent on low-use fields/logic Long discussions around rare scenarios Conversations that go in circles Some approaches and suggestions: The goal is never to cover EVERY SINGLE TRANSACTION Keep in mind the average user’s experience Exceptions can be addressed in later phases; after usage analysis Building for Exceptions

19. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Complexity: Gold Plating Watch out for: Unnecessary fields and logic “Can’t we just add this field/function too?” Requests for overly-complex logic trees Clutter, small impacts, and distraction from real goals Some approaches and suggestions: Focus on the Project Vision – distractions put that at risk Move gold-plating features to a post-go-live phase Keep a visible list of the “nice to haves” so that the group can let them go Gold Plating

20. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Get it in…get it done…and go live! Time to Go-Live Risk Cost Effort Resistance Complexity Early Go-Live INCREASES… Later Go-Live INCREASES… ROI Actionable Intelligence Product Satisfaction

21. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED SAMPLE: Design Result – Spec and screenshots By selecting ‘Leave of Absence’ and ‘Maternity’, specific fields related to parental leave are displayed to the user.

22. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED These were our process requirements…

23. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Building Relationships – “Hey, Data, meet Logic!” (1) Submitter Name (12) Reg/Temp (11) Job Code (10) Employee Group (9) Location Code (8) Dept # (7) Business Unit (6) Company (5) Effective Date (4) Employee ID (3) Employee Name (2) Submitter ID (18) Comp Rate (17) Holiday Schedule (16) Pay Group (14) FTE (15) Standard Hours (13) Full Time/Part Time (24) Supervisor ID (23) Supervisor Name (20) Position # (19) Comp Rate Code (22) Reason(21) Action (25) Supervisor Phone Hire Form

24. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Now, isn’t that so much easier? (10) Employee Group (5) Effective Date (4) Employee ID (18) Comp Rate (20) Position # Hire Form

25. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED GT eForms™ Demonstration Hire

26. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Questions?

27. COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Contact Information Paul Taylor President and CEO Offc: 801-434-7260 paul@gideontaylor.com www.gideontaylor.com