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Automating PeopleSoft HR Processes and Eliminating Paper Forms

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HIUG Interact 2012 Conference presentation on benefits realized using the Paperless PeopleSoft Employee Onboarding solution by Smart ERP Solutions. With rapid growth, operational efficiencies and …

HIUG Interact 2012 Conference presentation on benefits realized using the Paperless PeopleSoft Employee Onboarding solution by Smart ERP Solutions. With rapid growth, operational efficiencies and improved experience for new-hires as drivers the employee onboarding process is automated eliminating paper forms and increasing visibility/accountability.

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  • 1. Automating PS HR Processesand Eliminating Paper Forms Session #12096 June 17-20, 2012 Interact 2012 Orlando, Florida
  • 2. Speaker Info Dan White  Vice President, Product Strategy  Smart ERP Solutions  Dan.w@smarterp.com Sorry, Doris couldn’t make it!  CEO, Smart ERP Solutions  Doris.w@smarterp.com 2 Healthcare Industry User Group June 2012
  • 3. About SmartERP •Provider of pre-packaged, release-independent PeopleSoft solutions: –Extend PeopleSoft functionality and improve ROI –Highly configurable – tailored to YOUR business requirements –Architected and designed “add-on” solutions –Minimal upgrade impact –No customizations –Leverage existing PeopleSoft features –Seamless integration with PeopleSoft applications –Lower total cost of ownership •Rapid implementation & deployment •Deep PeopleSoft product knowledge and experience 3 Healthcare Industry User Group June 2012
  • 4. Agenda/Contents  The Challenge  Paperless PeopleSoft HR Processes  Onboarding  Personnel Actions  Q&A 4 Healthcare Industry User Group June 2012
  • 5. Replace with Electronic FormsStill Using Paper Processes? Poor User Experience Time Consuming 5 Healthcare Industry User Group June 2012
  • 6. Replace with Electronic FormsStill Using Paper Processes? Streamlined, online process Online Admin Tools, Status Reports Online forms, eSignature Reduced Admin Time & Effort 6 Healthcare Industry User Group June 2012
  • 7. Automate Streamline Simplify Paperless Business Processes 7 Healthcare Industry User Group June 2012
  • 8. Opportunities for Automation in HROnboarding and OffboardingPersonnel Action RequestsAnnual Performance ReviewsOpen EnrollmentCertifications 8 Healthcare Industry User Group June 2012
  • 9. Use Case #1:Onboarding New Hires 12Healthcare Industry User Group June 2012
  • 10. Before Smart After Smart Onboarding Onboarding 13 Healthcare Industry User Group June 2012
  • 11. Sample Onboarding Content • Welcome, Company, Management, People, Company Info Culture Compliance • I9, W4, State Withholding Payroll • Direct Deposit, Pay Options Agreements and • Confidentiality, Code of Ethics, Information Policies Security Policy, Insider Trading Benefits • Plan Information, Self Service Enrollment Surveys • Onboarding, 3 Days, 45 Days Feedback 14 Healthcare Industry User Group June 2012
  • 12. Benefits of Automated Onboarding Improved day one Streamline new employee administrative readiness activities Reduced soft and Improve HR hard onboarding costs Productivity Provide visibility Increased employee morale into Onboarding activities 15 Healthcare Industry User Group June 2012
  • 13. EMPLOYEE ONBOARDINGWELCOME Healthcare Industry User Group June 2012
  • 14. EMPLOYEE ONBOARDINGSMART ERP POLICIES Healthcare Industry User Group June 2012
  • 15. EMPLOYEE ONBOARDINGHR ADMINISTRATOR DASHBOARD WITHSMART ENTERPRISE ANALYTICS Healthcare Industry User Group June 2012
  • 16. SMART ELECTRONIC FORMSAT WILL AGREEMENT Online Form with eSignature 19 Healthcare Industry User Group June 2012
  • 17. SMART ELECTRONIC FORMSACKNOWLEDGEMENTS / SIGNATURES The Paper Form 20 Healthcare Industry User Group June 2012
  • 18. Video Demos: Smart Onboarding eVerify 22Healthcare Industry User Group June 2012
  • 19. Use Case #2:Solano County Automates Personnel Action Forms 23Healthcare Industry User Group June 2012
  • 20. Project GoalsImprove HR Processes by replacing paper- based personnel actions forms with automated online processesReplace costly, time-consuming, manual paper personnel transaction forms with automated, streamlined online processesEliminate redundant data entry and improve accuracyImprove effectiveness and reduce cycle times 24 Healthcare Industry User Group June 2012
  • 21. Challenges• Business rules and processes differed across departments• Decentralized departments across County• Required seamless integration to PeopleSoft eliminated ability to use generic forms solution• Tight budget constraints 25 Healthcare Industry User Group June 2012
  • 22. “. . . countywide, departmentsand 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 26 Healthcare Industry User Group June 2012
  • 23. Benefits of Smart Personnel Transactions at Solano County • End to end HR processes automated and streamlined • Automated approvals and seamless updating of PeopleSoft Job data • Enhanced visibility and accountability of transactions • Improved effectiveness • Dramatically reduced cycle times Automated Streamlined Simplified 27 Healthcare Industry User Group June 2012
  • 24. Smart Personnel Transactions 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 28 Healthcare Industry User Group June 2012
  • 25. Smart Personnel Transactions Demo• Electronic Transaction Request • Promotion with Pay Rate Change • Completed via Manager Self Service • Configurable Workflow Approval – 4 approvals required• Smart Personnel Transaction Processing • Automatically validates and populates employee data • Correctly updates PeopleSoft data rows • Creates audit trail • Retains record of transaction and approvals 29 Healthcare Industry User Group June 2012
  • 26. Video Demo:Smart Personnel Transactions 30 Healthcare Industry User Group June 2012
  • 27. Questions? 42Healthcare Industry User Group June 2012
  • 28. Contacts Dan White Vice President, Product Strategy SmartERP Solutions E-mail: dan.w@smarterp.com 43 Healthcare Industry User Group June 2012