00 Download Share Presented by Vankatesh Arkalgud from the County of Alameda, this session discusses the use of add-ons and bolt-ons in PeopleSoft 9.2 to automate key business and technology processes that are heavily manual and/or paper-based. Objective 1: Converting walk-flow process to work-flow by streamlining vendor invoice approval and payment process. Objective 2: A bolt-on developed using PeopleSoft 8.55 architecture for tracking an employee's time spent (and allocated) on multiple projects for purposes of reimbursement from state and federal agencies. Objective 3: Automating the employee on-boarding process from job to offer letter and creating a job record in PeopleSoft

1. Session ID:
Prepared by:
Increasing Efficiency and
Automating Processes with
PeopleSoft 9.2
A Customer Perspective
Quest2017-110490
Arkalgud Venkatesh

2. April 2-6, 2017 in Las Vegas, NV USA #C17LV
About Alameda County
• County was established in 1853
• Seventh most populous county in California, with 1.6 million residents
as of 2014
• One of the most ethnically diverse regions in the Bay Area and the
nation
• Oakland is the seat of County government and its largest city
• About 9,500 employees

3. April 2-6, 2017 in Las Vegas, NV USA #C17LV
PeopleSoft @ the County
• ALCOLINK is accessed by 9500+ county employees and 100+ ROV
contractors
• 943 PeopleSoft Financials users
• No. of Vendors in the system: 40,959
• No. of Vouchers created last year: 98,462 valued at $6,038,647,585.20

4. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Alameda County Application Footprint
PeopleSoft 9.2, Tools 8.55, Patch 11
FINANCIALS HCM
PUM 20 - Currently in Production PUM 20 - Currently in Production
PUM 22 - Specific updates, as below: PUM 21 - Specific updates, as below:
21 AP Profile Questions Marked Required is Affecting Suppliers
Already in System
21 PC Change to existing Procurement Contract gives error
message in PUM20
21 PC Contracts - Document Status “fatal PeopleCode SQL" error
21 P
O
Req Approval - Click Header comments gives "A fatal
PeopleCode SQL" error
21 P
O
Clicking on Budget Check button from Add/Update PO gives
SQL error
21 GL Allow multiple budget criteria-Budget Overview page
21 AP 1099 update for year 2016
22 AP 1099 fix for year 2016 for WTHD_SNT Fails with incorrect
syntax near 'SNDDTL' in MS SQL Server
21 PUM Security Deployment Tool
21 ACA Fixes
21 Tax Updates A,B,C,D
21 2016 Tax Updates E
21 ACA Fixes
21 ACA PRP fix
21 W2C changes form Tax Update 17A

5. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Increasing Efficiency & Automating
Processes
• As part of County’s focus on automating processes and Increasing
efficiencies, we have taken enormous strides in reviewing all internal
processes, converting paper forms to digital, and automating manual
processes.
• Here are three aspects that provides window into the Counties efforts:
1. Streamlining Vendor Payment Process
2. TimeStudy – Task based Time Tracking
3. Automated Employee OnBoarding

6. Vendor Payment Process

7. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Legacy Process
• Departments entered invoice information into PeopleSoft on the Voucher page from a paper invoice
mailed by a vendor.
• Departments sign and write the corresponding voucher ID on the hardcopy invoice and mail (USPS) it to
Auditor Department, and keeping a copy for their records.
• When Auditor received the hardcopy invoice in the mail, they matched it to the corresponding Voucher
in PeopleSoft and approve the Voucher for payment. This resulted in delay of payment to vendors.
• Hardcopies were sent to a 3rd party vendor for scanning into County’s FileNet system at an added
expense.
• Compliance Audits were tough, due to Invoices being enroute to scanning vendor, or improper indexing
of invoice in FileNet.

8. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Vendor/Supplier
Invoice County Dept. AP
Enters
Voucher
Hardcopy Invoice
Auditors
Approve Voucher
2 weeks of
Hardcopy Invoices Scanning Vendor
($95K per year)
FileNet
Dept AP Supervisor
and/or Dept Head
Hardcopy
Invoice
Storage Vendor
($400K per year)
2 weeks of
Hardcopy InvoicesApprove Voucher
Legacy Invoice Process

9. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Efficiency Goals
• Attach Invoice images to electronic vouchers for easy cross-
referencing
• Increase efficiency of approvals and verifications of vouchers
• Add a link on PeopleSoft voucher page to enable departments to
upload electronic copy of invoice to FileNet while entering the
voucher in PeopleSoft
• Add links on the voucher entry, review, and voucher approval
pages to the electronic invoice image
• No need for paper hardcopies are sent outside of the department
for archival!

10. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Automating Invoice Process
Vendor/Supplier
Invoice County Dept. AP
Enters
Voucher
Hardcopy Invoice
Auditors
Approve Voucher
2 weeks of
Hardcopy Invoices Scanning Vendor
($95K per year)
FileNet
Dept AP Supervisor
and/or Dept Head
Hardcopy
Invoice
Storage Vendor
($400K per year)
2 weeks of
Hardcopy InvoicesApprove Voucher

11. April 2-6, 2017 in Las Vegas, NV USA #C17LV
New Process
• All invoices and supporting documents scanned into PeopleSoft
are indexed to the corresponding voucher
• No more archiving of paper documents by the vendor
• Vouchers are reviewed and approved much faster than in the past
(no longer need to wait for the mail)
• Supporting documents are readily available to approvers
• Average of 7600 invoices and supporting documents uploaded
each month
• Total of 137,903 invoices and supporting documents uploaded
since go-live

12. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Re-engineered Invoice Process
Vendor/Supplier Invoice Alameda Co. Dept. AP
Enters
Voucher
PDF
or Hardcopy Invoice
Auditors
View List of Pending Vouchers
Approve Vouchers
View Invoice Images
Dept AP Supervisor and/or Dept Head
FileNet
Invoice Image
Approves Voucher

13. Time Study

14. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Legacy Process
• County’s Probation department provides broad range of child welfare services to prevent
child abuse, dependency and neglect, which is funded by various agencies.
• Customer agencies provide funds based on the work provided by the probation
department. Fund/Grant Probation department is reimbursed for the effort and time
spent by the customer Agencies.
• Employees submit paper work with details of work they performed at the task level and
time spent, which needs to be manually reconciled on a monthly basis.
• These reconciled reports are provided to the funding agencies. This process is not only
labor intensive but maintaining accuracy is challenging sometimes.

15. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Efficiency Goals
• Provide an online platform to capture the efforts hours spent, by
task.
• Enable this task level time entry within PeopleSoft timesheet.
• Accurate and easy reporting of efforts by tasks.
• Timely reconciliation of reports.

16. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Time Entry Page

17. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Time Entry Page

18. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Time Study Entry Page

19. Automated Employee OnBoarding

20. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Legacy Process
• County employee onboarding process consisted of an average of 50 forms that needed to filled
out and signed by the prospective employees, sometimes the same information over and over
again. It was then hand delivered to the County for validation and processing. The information
from these forms were in turn manually entered by the HR department into the PeopleSoft
HRMS.
• This manual process entailed a tremendous amount of manual effort, error prone and consumed
a considerable amount of time by hiring departments, HR and Payroll Departments.
• Hiring forms were retained in local employee files, which not only took up large amounts of
cabinet space, but made searching for employee documents laborious due to incorrect filing,
sometimes.

21. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Efficiency Goals
• Foray to the cutting edge of innovation and launch a new digital onboarding system.
• Streamline the process of bringing a new hire onboard by having the prospective
employee fill out all the relevant new hire information completely online.
• Eliminate the need for candidates to make a special trip to the job location to complete
and sign stacks of paperwork prior to their hire date.
• Allow candidates to read and certify new hire policies before they start.
• Standardize onboarding forms across all departments and streamline the onboarding
process through automation.

22. April 2-6, 2017 in Las Vegas, NV USA #C17LV
OnBoarding Email Invitation

23. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Prospective Employee Welcome Page

24. April 2-6, 2017 in Las Vegas, NV USA #C17LV
New Process
• Prospective employee receives an email from County’s hiring department, with a link to the
onboarding site.
• Prospective employee fills and completes all relevant information and uploads documents
such as Driver’s License, Social Security card, canceled check for direct deposit, etc.
• Prospective employee reads and signs the policy documents even before their first day. This
can be done by the candidate in the comfort of their home, and more importantly, at their
own pace.
• Information then flows into PeopleSoft, reducing the amount of information that needs to be
entered and allows the new employee to begin work right away.
• The departments gladly gave up their walk-flow and embraced work-flow!

25. April 2-6, 2017 in Las Vegas, NV USA #C17LV
Overall Savings
• This automated process eliminated around 115 department specific forms.
• Eliminated an average time of 4 minutes/form to the candidate & validation time of
about 4 mins for the departmental HR folks.
• Substantial saving of cost and space for archiving and storing of these forms.
• Time saved by the candidate: 30 (# of forms/department) X 4 = 120mins or 2 hours.
• Total time saved by the department (per candidate): 30 (average # of forms/department)
X 8 (4 mins for department HR + 4 mins for central HR) = 240 mins or 4 hours.

26. Q&A

27. April 2-6, 2017 in Las Vegas, NV USA #C17LV
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Session ID: Quest2017-110490