Economics of Automating PeopleSoft HR Processes


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Presentation by Smart ERP Solutions on the economic drivers, considerations and benefits of automating PeopleSoft HR processes. Areas and solutions to automate PeopleSoft HR Processes covered include Onboarding/Offboarding and electronic Personnel Actions to replace common use of paper forms.

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Economics of Automating PeopleSoft HR Processes

  1. 1. The Economics of Automating PeopleSoft HR Processes Doris Wong, CEO Smart ERP Solutions, Inc. July 25, 2013
  2. 2. • About SmartERP • The Economics of HR Automation • Process Automation for PeopleSoft HR – Onboarding New Hires – Personnel Actions • Q & A AGENDA
  3. 3. About SmartERP: • Pre-built, packaged, proven solutions • Highly configurable – tailor to YOUR needs • Customer driven requirements • Affordable • Integrated with existing PS apps • Architected as add-on solutions • Avoid customizations • Low-cost • Minimal risk • Release independent – no upgrade required • On Premise solution • Rapid implementation • Deep PeopleSoft knowledge & experience • Unique best practices for implementations & upgrades • PeopleSoft data model and existing data • Current PeopleSoft business rules and processing • End-user PeopleSoft skills • Infrastructure and technology Extend Functionality Improve ROI Get Faster Results Leverage Existing Investment Human Capital Management Financials and Supply Chain Campus Solutions Innovative Solutions & Services for PeopleSoft Common – Critical – Complementary
  4. 4. The Economics of HR Automation
  5. 5. The average U.S. office worker uses 10,000 sheets of paper each year. US EPA Data, 2011
  6. 6. 100,000 docs/year Over 10% of all documents are lost or misfiled File Docs $ Find Misfiles Reproduce Lost Docs $$$$$$ $$$$$$$$$$$ PriceWaterhouseCoopers $4,000,000 10,000 docs/year $400,000 Searching Reading Other Professionals spend 5 to 15% of their time reading information, but up to 50% looking for it. Time spent to locate a document is equivalent to commercial ad time during a single hour of television. Paper Files are Costly $25,000 to fill $2,000/yr to maintain Delphi Group PriceWaterhouseCoopers Gartner Research
  7. 7.
  8. 8. after a catastrophic loss of paper-based records The Paperless Project, 70% of today’s businesses would fail within 3 weeks
  9. 9. Administrator Typical Manual Business Process Complete Paperwork Interoffice Routing Request Add’l Info Amend Paperwork First Approval First ApproverInitiator Second Approver Paperwork Missing Paperwork Found Approval Track Down Missing Paperwork Final Approval Complete Data Entry
  10. 10. Administrator Automated Business Process with Online Documents Complete Request Automated Routing & Workflow Request Add’l Info Amend Data First Approval First Approver Initiator Second Approver Approval Final Approval Coach Employees Destress Analyze Data Vacation
  11. 11. Still Using Paper and Manual Processes? Poor User Experience Time Consuming Replace with Electronic Forms and Automated Business ProcessesStreamlined, online process Online Admin Tools, Status Reports Online forms, eSignature Reduced Admin Time & Effort
  12. 12. Reduce Operating Costs Increase Productivity Improve Data Security Higher Quality Data Reduce Admin Time Better Service Levels Ensure Compliance Environmentally Sound Value of Electronic Forms and Automating Business Processes
  13. 13. Process Automation for PeopleSoft HR
  14. 14. Opportunities for Automating HR Business Processes Onboarding and Offboarding Personnel Action Requests • Hire/Rehire • Separation • Job Changes • Interdepartmental Transfers • Retroactive Pay Adjustments • Compensation Changes Annual Performance Reviews Open Enrollment Certifications
  15. 15. Automating Onboarding
  16. 16. 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
  17. 17. New Hires Often Feel New Hires Should Feel
  18. 18. 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
  19. 19. What Drives Turnover? Problems with Hiring Process Inadequate Candidate Pool Poor Onboarding Poor Mgr / New Hire Relationship Role Not as Expected Failure to Connect & Build Relationships
  20. 20. 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 4%* *With Onboarding Best Practices 1st Year New Hire Attrition
  21. 21. Key Onboarding Activities 0% 20% 40% 60% 80% 100% New Hire Clubs Other Buddy System Team Building Provisioning Employment Elig Verification Benefits Enrollment Forms Completion Aberdeen Bersin Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011
  22. 22. Who to Onboard New Hires Temporary Employees Consultants Internal Transfers M&A Employees
  23. 23. Smart Onboarding Configurable Criteria-based Processes Automated Forms Management Task Management Socialization Tools Administrative Support Delivered Onboarding Metrics Integration with Applicant Tracking System Delivered PS HCM Integration
  24. 24. One Size Doesn’t Fit All Vary Onboarding Process Based On: •Role or Job •Generation •Location •Culture •FT/PT/Temp Status
  25. 25. Smart Onboarding Demo
  26. 26. Automating Personnel Actions
  27. 27. Benefits of Automated Personnel Transactions • Simplified & Streamlined Process • Contemporary User Interface • Configurable, Rules-Based • Automated Routing • Online Approval Tracking • Electronic Audit Trail • Electronic Records Retention • Low Cost of Ownership • Removes Paper, External Sources & Manual Processes
  28. 28. Electronic Request Replaces Paper
  29. 29. Personnel Transaction Types HR Transactions Type of Transactions (not inclusive) Dept. Admin. Manager Hire •New Hire •Rehire X X Separation •Resignation •Retirement •Termination X X Job Changes •Position Change •Job Code Change •Title Change •Salary Change •Supervisor Change X X Interdepartmental Transfers •Department Change X X Retroactive Pay Adjustment •Transaction driven X X Others •LOAs, Others X X
  30. 30. Smart Personnel Action Requests Electronic Record Retention and Audit Trail Automated PeopleSoft Employee Data Updates Electronic Workflow Approval Routing Online Smart Personnel Action Request Personnel Action Forms External Form Source Manager Self- Service
  31. 31. Solano County Automates Personnel Transactions
  32. 32. The Goal: Replace paper-based HR forms with automated online processes
  33. 33. Challenges Inconsistent Business Rules Decentralized Organization Structure Tight Budget Constraints
  34. 34. The Solution – Smart PAFTM Flexible, Configurable Quick to Implement Integrated within PeopleSoft
  35. 35. The Results • End to end HR processes automated and streamlined • Automated approvals and seamless updating of Human Resources data • Enhanced visibility and accountability of transactions • Improved effectiveness • Dramatically reduced cycle times Automated Streamlined Simplified
  36. 36. Solano County Department of HR Recommendation to Board of Supervisors “. . . countywide, departments and HR process approximately 5,400 PAF per year. . . Staff estimates a 300% ROI for this project in its first full year.”
  37. 37. 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
  38. 38. Demo: Smart Personnel Transactions
  39. 39. Q & A
  40. 40. “The will to win is not nearly so important as the will to prepare to win.” -Vince Lombardi
  41. 41. For more information on employee onboarding best practices and automating your process, contact: Telephone: 925/271-0200 Email:
  42. 42. APRIL 7-11, 2014 Sands Expo and Convention Center Las Vegas, Nevada COLLABORATE 14- Quest Forum is THE source for PeopleSoft roadmaps & news. It matters where you register! All PeopleSoft education and events run through Quest