With all of the world-class functionality in PeopleSoft many organizations use largely manual processes with their PeopleSoft applications. SmartERP covers the fiscal and common sense drivers and benefits to be gained from automating PeopleSoft processes. Topics range across HCM and Financials/Supply Chain pillars covering automation in employee onboarding/offboarding, electronic forms, advanced workflow approvals, vendor onboarding, Procure-to-Pay processes, and Security/Compliance.
AWS Community Day CPH - Three problems of Terraform
Dollars and Sense of Automating PeopleSoft Processes
1. Dollars and Sense of Automating
PeopleSoft Processes
Doris Wong, CEO
Smart ERP Solutions, Inc.
April 8, 2013
2. AGENDA
• About SmartERP
• Dollars and Sense of Automation
• Process Automation for HR
– Onboarding New Hires
– Personnel Actions
• Leveraging Process Automation for Financials
• Q&A
3. About SmartERP:
Human Capital Financials and Campus
Management Supply Chain Solutions
Innovative Solutions & Services for PeopleSoft
Common – Critical – Complementary
Extend Improve ROI Get Faster Leverage Existing
Functionality Results Investment
• Pre-built, packaged, • Architected as add- • Rapid • PeopleSoft data
proven solutions on solutions implementation model and existing
• Highly configurable – • Avoid customizations • Deep PeopleSoft data
tailor to YOUR needs • Low-cost knowledge & • Current PeopleSoft
• Customer driven experience business rules and
• Minimal risk
requirements • Unique best processing
• Release independent
• Affordable practices for • End-user PeopleSoft
– no upgrade
implementations & skills
• Integrated with required
existing PS apps upgrades • Infrastructure and
• On Premise solution
technology
5. The average U.S. office worker uses 10,000
sheets of paper each year.
US EPA Data, 2011
6. Paper Files are Costly
Over 10% of all
documents are
$25,000 to fill
lost or misfiled $2,000/yr to maintain
PriceWaterhouseCoopers Delphi Group
File Docs
$
Find Misfiles
$$$$$$
$400,000 10,000
docs/year
Reproduce Lost Docs
$$$$$$$$$$$
PriceWaterhouseCoopers
$4,000,000 100,000
docs/year
Professionals spend Time spent to locate a
5 to 15% of their Other
document is equivalent
time reading to commercial ad time
Searching
information, but up to during a single hour of
50% looking for it. television.
Reading
Gartner Research
7.
8. 70% of today’s businesses would fail within 3
weeks
after a catastrophic loss of paper-based records
The Paperless Project,
9. Typical Manual Business Process
Initiator
First Approver
Complete Paperwork
Request Add’l Info First Approval
Second Approver
Amend Paperwork
Interoffice Routing Paperwork Missing Approval
Administrator
Track Down Missing
Paperwork
Final Approval Complete Data Entry
Paperwork Found
10. Automated Business Process with
Initiator
Online Documents
First Approver
Complete Request
Request Add’l Info First Approval
Second Approver
Amend Data
Automated Routing Approval Destress
& Workflow
Administrator
Coach Employees
Final Approval Analyze Data
Vacation
11. Still Using Paper and Manual
Processes?
Poor User Experience
Time Consuming
12. Replace with Electronic Forms and Automated
Business Processes
Streamlined, online process Online Admin Tools, Status Reports
Online forms, eSignature Reduced Admin Time & Effort
13. Value of Electronic Forms and Automating
Business Processes
Reduce Increase Improve Data Higher Quality
Operating Costs Productivity Security Data
Reduce Admin Better Service Ensure Environmentally
Time Levels Compliance Sound
17. Average 1st Year New Hire Attrition
22.7%
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group
19. Turnover is Costly
Recruiting a Replacement $
Compensation Paid to Departing $
Employee
Training (Classroom & On the Job) $
Hiring Manager and Work Team Time $
Lost Productivity $
Total Cost 50% – 150% of
Annual Salary
20. What Drives Turnover?
Poor Onboarding
Problems with Poor Mgr / New
Hiring Process Hire Relationship
Role Not as Inadequate
Expected Candidate Pool
Failure to Connect & Build Relationships
21. 1st Year New Hire Attrition
22.7%
4%*
*With Onboarding Best Practices
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group
22. Key Onboarding Activities
Forms Completion
Mgmt Involvement
Benefits Enrollment
Orientation to Company Info
Employment Elig Verification
Socialization
Provisioning
30-60-90 Day Performance… Aberdeen
Team Building Bersin
Plan a Lunch
Buddy System
Mentor Programs
Other
First Day Assignment
New Hire Clubs
0% 20% 40% 60% 80% 100%
Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011
23. Who to Onboard
New
Hires
M&A Internal
Employees Transfers
Temporary Consultants
Employees
24. Smart Onboarding
Configurable Automated
Task
Criteria-based Forms
Management
Processes Management
Delivered
Socialization Administrative
Onboarding
Tools Support
Metrics
Integration with
Applicant Delivered PS
Tracking HCM Integration
System
25. One Size Doesn’t Fit All
Vary Onboarding Process Based On:
•Role or Job
•Generation
•Location
•Culture
•FT/PT/Temp Status
•New Hire vs. Transfer
30. Personnel Transaction Types
HR Transactions Type of Transactions Dept. Manager
(not inclusive) Admin.
Hire •New Hire
X X
•Rehire
Separation •Resignation
•Retirement X X
•Termination
Job Changes •Position Change
•Job Code Change
•Title Change X X
•Salary Change
•Supervisor Change
Interdepartmental •Department Change
X X
Transfers
Retroactive Pay •Transaction driven
X X
Adjustment
Others •LOAs, Others X X
31. Smart Personnel Action Requests
Manager
Personnel External Form Self-
Action Forms Source Service
Online Smart Personnel Action Request
Electronic Workflow Approval Routing
Automated PeopleSoft Employee Data Updates
Electronic Record Retention and Audit Trail
35. The Solution – Smart PAF TM
Quick to
Implement
Integrated
within
PeopleSoft
Flexible,
Configurable
36. The Results
• End to end HR processes automated Automated
and streamlined
• Automated approvals and seamless
updating of Human Resources data
• Enhanced visibility and accountability
of transactions Streamlined
• Improved effectiveness
• Dramatically reduced cycle times
Simplified
37. “. . . countywide, departments and HR
process approximately 5,400 PAF per
year. . . Staff estimates a 300% ROI for
this project in its first full year.”
Solano County Department of HR
Recommendation to Board of
Supervisors
38. Smart Personnel Transactions Demo
• Electronic Transaction Request
– Promotion with Pay Rate Change – Retroactive
– Electronic Request
– Configurable Workflow Approval – 4 approvals required
• Smart Personnel Transaction Processing
– Automatically validates and populates employee data
– Correctly updates PeopleSoft upon final approval
– Creates Audit Trail
– Retains record of transaction and approvals