This document outlines a session on automating HR processes presented by experts with extensive experience in HR technology and PeopleSoft solutions. It discusses challenges in HR business processes and highlights automation opportunities such as employee onboarding and personnel action requests, emphasizing the benefits of streamlined, configurable solutions. The presentation includes use cases demonstrating the impact of automation on new hire retention and the efficiency of personnel actions.

1. Case Studies - Automating HR
Processes
Session #30766
March 20, 2012

2. Presenters
• Doris Wong, Chief Executive Officer
– Former Group VP and General Manager for Oracle’s
PeopleSoft product line
– 25+ years technical, product development & business
experience in software industry
– 17 years PeopleSoft veteran
• Colleen Neymeyer, Dir, HCM Strategy
– Former HR Manager; over 20 years Human Resources
experience
– 14 years working with HR technology
– PeopleSoft HCM since v3.0
• Ramesh Panchagnula, President
– Former Oracle/PeopleSoft
Functional Architect
– 14+ years working with
PeopleSoft t

3. Agenda/Contents
• About Smart ERP
• HR Business Process Challenges
• Automating PeopleSoft HR Business Processes
– Employee Onboarding
– Personnel Action Forms
• Q&A

4. About SmartERP
• Oracle partner and provider of pre-packaged, release-
independent PeopleSoft solutions and services:
– Extend PeopleSoft functionality and improve ROI
– Highly configurable – tailored to YOUR business requirements
– Architected and designed as “add-on” solutions
– Minimal upgrade impact
– No customizations
– Leverage existing PeopleSoft features
– Seamless integration with PeopleSoft applications
– Low total cost of ownership
• Rapid implementation & deployment
• Deep PeopleSoft product knowledge and experience

5. Outdated Business Processes?
Poor User Experience
Time Consuming

6. Smart Business Processes
Online Admin Tools, Status Reports
Streamlined, online process
Online forms, eSignature Reduced Admin Time & Effort

7. Opportunities for HR Process Automation
Onboarding and Offboarding
Personnel Action Requests
• Hire / Rehire
• Separation
• Job changes
• Interdepartmental Transfers
• Retroactive Pay Adjustments
• Compensation Changes
Recertifications
Open Enrollment
Annual Performance Reviews

8. Use Case 1:
Automating Employee
Onboarding

9. 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

10. 1st Year New Hire Attrition
4%*
*With Onboarding Best Practices
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group

11. Key Onboarding Activities
Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011

12. The Promise of Onboarding
Cut Recruiting Speed Time to Improve Improve Data
Costs Productivity Retention Quality
Reduce Admin Increase Stay Compliant Drive
Time Engagement Performance

13. Who to Include
New Hires
M&A Internal
Employees Transfers
Temporary Consultants
Employees

14. 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

15. Smart Onboarding
Configurable Automated
Task
Criteria-based Forms
Management
Processes Management
Delivered
eVerify Administrative
Onboarding
Integration Support
Metrics
Integration with
Fully Integrated
Applicant
wiith PSFT HCM
Tracking System

16. Recruit-to-Hire Business Process
Recruiting
Any
Application
New Applicants to be Hired
Smart
Employee
0080 0081 0082 0083 Onboarding
for
PeopleSoft
Employee Onboarding Process

18. Employee Onboarding Demo Scenario
• The New Hire’s Experience
– Executive Hire – Kayla Executive
• Conditional: Executive, CA
– Staff Hire – Keith Staff
• Conditional: Staff, VT
• The Role of the HR Administrator
– Visibility to All New Hires
– E-Verify Integration
– Collaboration and Email Notifications
– Consoles and Dashboards

19. Use Case 2:
Automating Personnel Actions

20. Electronic Form and Automation Use Case
Personnel Action Requests
• Use of Paper or External Personnel Forms
for Requesting HR Transactions
• Manual Routing of Paper or External Forms
for Approvals and Signatures
• Upon Manual Approval, HR Admin Manually
Enters Transaction into PeopleSoft HR
• Paper or External Record Retention

21. Electronic Request Replaces Paper
or Any External Request

22. Why Smart Personnel Actions?
• 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

23. Smart Personnel Actions Request
Personnel Action External Form Manager
Forms Source Self- Service
Electronic Smart Personnel Configurable to
Actions Request Your Needs
Electronic Routing of Workflow Approval Rules Based,
Configurable
Automatic Updating of Employee Information in PeopleSoft
Electronic Record Retention and Audit Trail

24. Smart Personnel Action Request
Transactions
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

25. Smart Personnel Action Request Data
Transaction User Interface
Displayed Data Configured Based on HR Transaction
• New Hires / Rehires
• Promotions / Demotions
• Transfers
• Pay Changes
• Others
Displayed Data Configured Based on Role & Business Requirements
• Department Administrator
• Manager
• HR Business Partner
• Approver
• HR Analyst
• Others

27. Demo Scenario
• Electronic Personnel Action Request
Configurable Form and User Interface
– Change Transaction: Pay Rate Change w/ Promotion:Tammy PayChange
• For the Manager: One Stop Shopping for Personnel Change Requirements, Full Visibility of All
Data, Ability to Change Accordingly
– Hire Transaction: ReHire Employee into an Open Position: Kirk ReHire
– Configurable Workflow Approval:
• 4 Approvers Required
• Approvers Review/Approve/Deny/Pushback Entire Change Transaction Request versus multiple
requests
• Enhanced HR Processing
– Automatically Validates and Populates Employee Information
– Electronic Workflow for Signatures
– Automatic Update to PeopleSoft HR
– Electronic Record Retention and Audit Trail

28. Questions?

29. Additional Information
Presentations
• Hermitage D – 1:15 PM: Streamlining and Simplifying
PeopleSoft – Case Studies
• Hermitage E – 2:30 PM: Paperless PeopleSoft HR
Processes
Live Demos
• Exhibit Hall – Booth #618
Contact Us:
• Doris Wong, CEO – doris.w@smarterp.com
• Colleen Neymeyer, Director, HCM Strategy –
colleen.n@smarterp.com

30. This presentation and all
Alliance 2012 presentations
are available for download
from the Conference site at
www. heug.org
www.psugonline.org
www.federalusersnetwork.com
Presentations from previous meetings are also available