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Paperless PeopleSoft: Electronic Forms for HCM & Financials
The document discusses the benefits and implementation strategies for transitioning from paper-based processes to automated electronic forms within Human Capital Management (HCM) and financial systems, specifically using PeopleSoft solutions. It highlights the challenges of traditional paper systems, including inefficiencies and costs, and presents case studies demonstrating successful automation leading to improved efficiency and ROI. Furthermore, it provides key elements for successful paperless transitions and invites readers to attend an upcoming webinar on employee onboarding best practices.
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Paperless PeopleSoft: Electronic Forms for HCM & Financials
- 1. Paperless PeopleSoft Electronic Formsfor HCM & Financials Colleen Neymeyer, Director, HCM Strategy Kirk Chan, VP, Business Development September 12, 2012
- 2. About SmartERP: Human Capital Financials and Campus Management Supply Chain Solutions Innovative Solutions & Services for PeopleSoft Common – Critical – Complementary Extend Improve ROI Get Faster Leverage Existing Functionality Results Investment • Pre-built, packaged, • Architected as add- • Rapid • PeopleSoft data proven solutions on solutions implementation model and existing • Highly configurable – • Avoid customizations • Deep PeopleSoft data tailor to YOUR needs • Low-cost knowledge & • Current PeopleSoft • Customer driven • Minimal risk experience business rules and requirements • Unique best processing • Release independent • Affordable – no upgrade practices for • End-user PeopleSoft required implementations & skills • Integrated with upgrades • Infrastructure and existing PS apps • On Premise solution technology
- 3. Still Using PaperProcesses? Still Using Paper Processes? Poor User Experience Time Consuming
- 4. Agenda • Challenges of Outdated Systems • Benefits of Going Paperless • Elements of a Paperless System • Keys to a Successful Transition • Case Studies • Q&A
- 5. The average U.S.office worker uses 10,000 sheets of paper each year. US EPA Data, 2011
- 6. Paper Files areCostly Over 10% of all documents are $25,000 to fill lost or misfiled $2,000/yr to maintain PriceWaterhouseCoopers Delphi Group File Docs 10,000 docs/year Find Misfiles 100,000 Reproduce Lost Docs docs/year PriceWaterhouseCoopers Professionals spend Time spent to locate a 5 to 15% of their Other document is equivalent time reading to commercial ad time Searching information, but up to during a single hour of 50% looking for it. Reading television. Gartner Research
- 8. 70% of today’sbusinesses would fail within 3 weeks after a catastrophic loss of paper-based records The Paperless Project,
- 9. Typical Manual BusinessProcess Initiator First Approver Complete Paperwork Request Add’l Info First Approval Second Approver Amend Paperwork Interoffice Routing Paperwork Missing Approval Administrator Track Down Missing Paperwork Final Approval Complete Data Entry Paperwork Found
- 10. Automated Business Processwith Online Documents Initiator First Approver Complete Request Request Add’l Info First Approval Second Approver Amend Data Automated Routing Approval Destress & Workflow Administrator Coach Employees Final Approval Analyze Data Vacation
- 11. Value of AutomatedProcesses Reduce Increase Improve Data Higher Quality Operating Costs Productivity Security Data Reduce Admin Better Service Ensure Environmentally Time Levels Compliance Sound
- 12. Key Elements ofPaperless Automation Automated Clearly defined Workflow & Business Rules Approvals Integration with Online, Digital Key Business Documents Systems Electronic Signature Clear Audit Trail Capabilities
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- 15. Identify Target Processes • Human Resources • HR Transactions • Employee Onboarding/Offboarding • Certifications • Open Enrollment • Financial / Supply Chain • Vendor Onboarding • Vouchers • Journal & Invoice Entry • Sales Order Processing • Campus • Student Onboarding • Student Expense Entry • Student Lifecycle
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- 17. Plan Implementation Approach Big Bang vs. Phased
- 18. Review & ModifyBusiness Processes
- 19. Establish & ImplementData Retention Policies
- 20. Select Data StorageOption(s) File Server Document Mgmt System
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- 23. Solano County AutomatesPersonnel Transactions
- 24. The Goal: Replacepaper-based HR forms with automated online processes
- 25. Challenges Inconsistent Business Rules Decentralized Organization Structure Tight Budget Constraints
- 26. The Solution –Smart PAF TM Quick to Implement Integrated within PeopleSoft Flexible, Configurable
- 27. The Results • Endto end HR processes automated Automated and streamlined • Automated approvals and seamless updating of Human Resources data • Enhanced visibility and accountability of transactions Streamlined • Improved effectiveness • Dramatically reduced cycle times Simplified
- 28. “. . .countywide, departments and 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
- 29. American Solutions forBusiness Reduces Sales Order Paperwork
- 30. The Goal: Streamlineand Simplify Sales Order Entry Process
- 31. Challenges Geographically Dispersed Workforce Heavy Reliance on Manual Systems Confusing Data Entry System
- 32. The Solution –Smart Sales Order TM
- 33. American Solutions SalesRep at Work!
- 34. The Results • Intuitivestreamlined Sales Order entry Streamlined process • Improved support for field sales team • Faster order processing times • Increased accuracy on filled orders Mobile • More rapid invoicing and payment collection Accurate
- 35. By Automating ManualBusiness Processes You Will ... • Improve Productivity and Accuracy • Increase Visibility and Accountability • Reduce Risk • Cut Costs
- 36. Attend our NextWebinar • Implementing Employee Onboarding Best Practices • September 26, 2012 10:30 to 11:30 AM PDT • REGISTER at Quest website: http://www.questdirect.org/onlinelearn
- 37. Questions and Answers VideoPreviews: www.smarterp.com www.smarterp.com/previews info@smarterp.com