PeopleSoft HRMS eProfile eBenefits_How a global auto parts retailer got more horsepower by adding eProfile & eBenefits

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PeopleSoft HRMS eProfile eBenefits_How a global auto parts retailer got more horsepower by adding eProfile & eBenefits

  1. 1. PeopleSoft HRMS Self-Service: How a global auto parts retailer got more horsepower by adding eProfile & eBenefits Presented By: Ajay Stanislause
  2. 2. Agenda eProfile Manager Desktop One Pager Customization One Pager walkthrough eBenefits Overview Custom Life Events Open Enrollment Transaction Walkthrough MSS top 5 Challenges eBenefits top 5 Challenges Open Enrollment top 5 challenges Best Practices
  3. 3. <ul><li>eProfile </li></ul>
  4. 4. PeopleSoft eProfile Manager Desktop <ul><li>View Direct Reports Personal Information </li></ul><ul><ul><li>Enables managers to view important information about an employee on one page </li></ul></ul><ul><ul><li>Change Employee Reporting Manager </li></ul></ul><ul><ul><li>Enables managers to request that their employees report to another manager </li></ul></ul><ul><ul><li>Change Employee Work Location </li></ul></ul><ul><ul><li>Enables managers to assign their employees to another location </li></ul></ul><ul><ul><li>Initiate Employee Retirement Process </li></ul></ul><ul><ul><li>Enables managers to initiate the employee retirement process </li></ul></ul>
  5. 5. PeopleSoft eProfile Manager Desktop (cont) <ul><li>Transfer an Employee </li></ul><ul><ul><li>Enables managers to request an employee transfer </li></ul></ul><ul><ul><li>Promotion an Employee </li></ul></ul><ul><ul><li>Enables managers to request an employee promotion </li></ul></ul><ul><ul><li>Employee Full-Part Time Status Change </li></ul></ul><ul><ul><li>Enables managers to change an employee’s status to full/part time </li></ul></ul><ul><ul><li>Employee Termination </li></ul></ul><ul><ul><li>Enables managers to initiate the employee termination process </li></ul></ul>
  6. 6. eProfile Manager Desktop Links
  7. 7. Requirements <ul><li>One page where a Manager can initiate a transaction like Transfer, Promotion, Pay Rate Change etc </li></ul><ul><li>Based on the Job Action selected, other fields in the following pages should populate dynamically </li></ul>
  8. 8. Approach <ul><li>Design a single page for all Job Related Manager transactions – includes Pay Rate Change, Transfer, Promotion/Demotion, Hierarchy Change, Part Time/Full Time , Termination. However, a Manager will be able to choose only one action per transaction. </li></ul><ul><li>Page/Fields will change dynamically based on the Action chosen. </li></ul><ul><li>Design a configuration page to capture levels of approval for each transaction </li></ul><ul><li>Design a workflow to capture all the above transactions individually </li></ul><ul><li>A Manager will be able to choose from a single page any of the above transactions that (s)h/e wishes to initiate. </li></ul><ul><li>Work list will be generated to the Approving Manager to approve/deny the transaction that has been initiated by Initiating Manager </li></ul>
  9. 9. Process Flow
  10. 10. Transaction – Step1(Initiation) <ul><ul><li>Select the Effective date of the Job change and click continue. </li></ul></ul>
  11. 11. <ul><ul><li>This page will show manager’s direct reports and manager can select any of the below EE to change the Job Details. </li></ul></ul>Transaction – Step2(Employee Selection)
  12. 12. Transaction – Step3 (Transfer) <ul><ul><li>Job Change (STEP – 3) </li></ul></ul><ul><ul><li>A manager will be able to change the details of the selected employee </li></ul></ul><ul><ul><li>Manager will be able to select any given action from the dropdown </li></ul></ul><ul><ul><li>Based on the Job Action chosen from the drop down, the fields are dynamically changed and the Manager can enter the new Job Information </li></ul></ul><ul><ul><li>This page shows the transaction related to transferring an employee to different department and different location </li></ul></ul><ul><ul><li>Once the Submit button is clicked, then workflow is triggered to the next level manager. </li></ul></ul>
  13. 13. Transaction – Step3 (Pay Rate Change) <ul><ul><li>A manager will be able to change the details of the selected employee. </li></ul></ul><ul><ul><li>Manager will be able to select any given action from the dropdown. </li></ul></ul><ul><ul><li>Based on the Job Action chosen from the dropdown the fields are dynamically changed and the Manager can enter the new Salary </li></ul></ul><ul><ul><li>This page shows the transaction related to Pay Rate change of an employee </li></ul></ul><ul><ul><li>Once the Submit button is clicked, then workflow is triggered to the next level manager. </li></ul></ul><ul><ul><li>For mass salary changes, the system will list down all Direct reportees of the Manager </li></ul></ul>
  14. 14. Transaction – Step3 (Promotion) <ul><ul><li>A manager will be able to change the details of the selected employee </li></ul></ul><ul><ul><li>Manager will be able to select any given action from the dropdown </li></ul></ul><ul><ul><li>Based on the Job Action chosen from the dropdown the fields are dynamically changed and the Manager can enter the new Job Information </li></ul></ul><ul><ul><li>This page shows the transaction related to Promotion of an employee </li></ul></ul><ul><ul><li>Once the Submit button is clicked, then workflow is triggered to the next level manager </li></ul></ul>
  15. 15. Transaction – Step3 (Demotion ) <ul><ul><li>A manager will be able to change the details of the selected employee </li></ul></ul><ul><ul><li>Manager will be able to select any given action from the dropdown. </li></ul></ul><ul><ul><li>According to the dropdown selection the fields are dynamically changed and the Manager can enter the new Job Information. </li></ul></ul><ul><ul><li>This page shows the transaction related to Demotion of an employee. </li></ul></ul><ul><ul><li>Once the Submit button is clicked, then workflow is triggered to the next level manager </li></ul></ul>
  16. 16. Transaction – Step3 (FT to PT / PT to FT) <ul><ul><li>A manager will be able to change the details of the selected employee. </li></ul></ul><ul><ul><li>Manager will be able to select any given action from the dropdown. </li></ul></ul><ul><ul><li>Based on the Job Action chosen from the dropdown the fields are dynamically changed and the Manager can enter the new Job Information </li></ul></ul><ul><ul><li>This page shows the transaction related to Status change of an employee </li></ul></ul><ul><ul><li>Once the Submit button is clicked, then workflow is triggered to the next level manager </li></ul></ul>
  17. 17. Transaction - Approval <ul><ul><li>A Manager will be able to click on the particular transaction </li></ul></ul><ul><ul><li>Clicking on the link takes the Manager to the approval pages, where he will be able to review and approve/deny the transactions </li></ul></ul><ul><ul><li>O nce a Manager takes action on any transaction from the work list, then that item is removed from the work list after the Manager marks it as Mark Worked </li></ul></ul>
  18. 18. Transaction – Status View <ul><ul><li>By clicking on the link the Manager will be taken in to the status view pages where he will be able to see the current status of a particular transaction. </li></ul></ul>
  19. 19. <ul><li>eBenefits </li></ul>
  20. 20. PeopleSoft eBenefits Features <ul><li>Benefits enrollment </li></ul><ul><li>Health plan information </li></ul><ul><li>Insurance information </li></ul><ul><li>Savings plan information </li></ul><ul><li>Flexible spending account information </li></ul><ul><li>Dependent and beneficiary information </li></ul><ul><li>Life events management </li></ul>
  21. 21. eBenefits - Integrations <ul><li>eBenefits integrates with the following PeopleSoft applications: </li></ul>Human Resources Payroll for North America Benefits Administration Payroll Interface
  22. 22. Benefits Administration Process
  23. 23. Custom Life Events PeopleSoft Delivered Custom Life Events
  24. 24. eBenefits Open Enrollment <ul><li>Mandatory Open Enrollment </li></ul><ul><li>Benefits Electronics Consent </li></ul><ul><li>Benefits Summary of Elections </li></ul><ul><li>Benefits Confirmation Statements </li></ul>
  25. 25. Open Enrollment Steps <ul><li>Build Pay Calendars for Upcoming Year </li></ul><ul><li>Evaluate Current Plan and rate setup, change as needed for new plan year </li></ul><ul><li>Evaluate event and eligibility rules, change as needed for new plan year </li></ul><ul><li>Audit Benefit data and tables </li></ul><ul><li>Update benefit programs as needed for new plan year </li></ul><ul><li>Create Open Enrollment definition and Ben admin schedule(s) </li></ul><ul><li>Determine procedure for event coordination </li></ul><ul><li>Test, Test and Re-Test </li></ul><ul><li>Run initial Ben Admin process to determine eligibility and prepare options </li></ul><ul><li>Enter and Validate elections </li></ul><ul><li>Run finalize </li></ul><ul><li>Prepare confirmation Statements </li></ul>
  26. 26. Benefits Electronic Consent
  27. 27. Benefits Electronic Consent…Contd
  28. 28. Open Enrollment Start Page
  29. 29. <ul><li>Challenges </li></ul>
  30. 30. MSS – Top 5 Challenges <ul><li>Self Service Manager transaction platform </li></ul><ul><ul><li>One Custom platform to combine all the delivered transactions. Includes approval and different approval levels for different transactions </li></ul></ul><ul><li>Store Rollout (Phased Implementation) </li></ul><ul><ul><li>Sequenced Phased migration of the implementation which means that both new and old applications needed to be maintained for some point of time till the rollout is complete </li></ul></ul><ul><li>Store browser Compatibility Issues </li></ul><ul><ul><li>Store browsers outside the Peoplesoft recommended browsers for the tools version installed </li></ul></ul><ul><li>Admin Access for One Pager Job changes </li></ul><ul><ul><li>Admin access and privileges for all the tasks that can be done on one pager including pushing through approvals </li></ul></ul><ul><li>Customization to avoid few transactions from happening through the web </li></ul><ul><ul><li>Customizations to avoid employees from working from home on the work related items </li></ul></ul>
  31. 31. eBenefits – Top 5 Challenges <ul><li>Custom Life events </li></ul><ul><ul><li>Creation of totally new custom life events which are not delivered by PeopleSoft </li></ul></ul><ul><li>Handling Evidence Of Insurability </li></ul><ul><ul><li>EOI provided by PS was not the exact way the customer needed. Customizations to the delivered EOI process </li></ul></ul><ul><li>Data Issues </li></ul><ul><ul><li>Data issues created because of the previous systems and clean up was a challenge </li></ul></ul><ul><li>Benefits Certifications </li></ul><ul><ul><li>Issues with PeopleSoft delivered certifications not flexible with customer needs </li></ul></ul><ul><li>Retiring the existing system </li></ul><ul><ul><li>Bringing the data from legacy application was a challenge </li></ul></ul>
  32. 32. Annual Enrollment – Top 5 Challenges <ul><li>Handling the existing Open Events </li></ul><ul><ul><li>Open events handling due to multiple event creation </li></ul></ul><ul><li>Mandatory Enrollment </li></ul><ul><ul><li>Mandatory enrollment which made all employees who want benefits to log in </li></ul></ul><ul><li>Custom Benefits Summary Page using XML Publisher </li></ul><ul><ul><li>Complex logic needed to be built around this to ensure that the data is correct </li></ul></ul><ul><li>Benefits Electronic Consent </li></ul><ul><ul><li>Mandatory before starting the enrollment process </li></ul></ul><ul><li>Final Confirmation Statements </li></ul><ul><ul><li>Customizations and need to print this for all the employees made this challenging </li></ul></ul>
  33. 33. <ul><li>Best Practices </li></ul>
  34. 34. Best Practices <ul><li>100% Dynamic Security </li></ul><ul><li>Single sign on with LDAP </li></ul><ul><li>Centralizing PeopleSoft as single source of truth </li></ul><ul><li>Usage of Hexaware propriety tools </li></ul><ul><li>Phase wise rollout </li></ul><ul><li>Volunteer Testing (UAT) </li></ul><ul><li>Load Testing / Server capacity Planning </li></ul><ul><li>Restricted access to work related MSS </li></ul>
  35. 35. <ul><li>Thank You </li></ul>

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