With all of the world-class functionality in PeopleSoft many organizations use largely manual processes with their PeopleSoft applications. SmartERP covers the fiscal and common sense drivers and benefits to be gained from automating PeopleSoft processes. Topics range across HCM and Financials/Supply Chain pillars covering automation in employee onboarding/offboarding, electronic forms, advanced workflow approvals, vendor onboarding, Procure-to-Pay processes, and Security/Compliance.

1. Dollars and Sense of Automating
PeopleSoft Processes
Doris Wong, CEO
Smart ERP Solutions, Inc.
April 8, 2013

2. AGENDA
• About SmartERP
• Dollars and Sense of Automation
• Process Automation for HR
– Onboarding New Hires
– Personnel Actions
• Leveraging Process Automation for Financials
• Q&A

3. 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 experience business rules and
• Minimal risk
requirements • Unique best processing
• Release independent
• Affordable practices for • End-user PeopleSoft
– no upgrade
implementations & skills
• Integrated with required
existing PS apps upgrades • Infrastructure and
• On Premise solution
technology

4. Dollars and Sense of
Automating Business Processes

5. The average U.S. office worker uses 10,000
sheets of paper each year.
US EPA Data, 2011

6. Paper Files are Costly
Over 10% of all
documents are
$25,000 to fill
lost or misfiled $2,000/yr to maintain
PriceWaterhouseCoopers Delphi Group
File Docs
$
Find Misfiles
$$$$$$
$400,000 10,000
docs/year
Reproduce Lost Docs
$$$$$$$$$$$
PriceWaterhouseCoopers
$4,000,000 100,000
docs/year
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. television.
Reading
Gartner Research

8. 70% of today’s businesses would fail within 3
weeks
after a catastrophic loss of paper-based records
The Paperless Project,

9. Typical Manual Business Process
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 Process with
Initiator
Online Documents
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. Still Using Paper and Manual
Processes?
Poor User Experience
Time Consuming

12. Replace with Electronic Forms and Automated
Business Processes
Streamlined, online process Online Admin Tools, Status Reports
Online forms, eSignature Reduced Admin Time & Effort

13. Value of Electronic Forms and Automating
Business Processes
Reduce Increase Improve Data Higher Quality
Operating Costs Productivity Security Data
Reduce Admin Better Service Ensure Environmentally
Time Levels Compliance Sound

14. Automating HR

15. Opportunities for Automating HR Business Processes
Onboarding and Offboarding
Personnel Action Requests
• Hire/Rehire
• Separation
• Job Changes
• Interdepartmental Transfers
• Retroactive Pay Adjustments
• Compensation Changes
Annual Performance Reviews
Open Enrollment
Certifications

16. Automating Onboarding

17. 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

18. New Hires New Hires
Often Feel Should Feel

19. Turnover is Costly
Recruiting a Replacement $
Compensation Paid to Departing $
Employee
Training (Classroom & On the Job) $
Hiring Manager and Work Team Time $
Lost Productivity $
Total Cost 50% – 150% of
Annual Salary

20. What Drives Turnover?
Poor Onboarding
Problems with Poor Mgr / New
Hiring Process Hire Relationship
Role Not as Inadequate
Expected Candidate Pool
Failure to Connect & Build Relationships

21. 1st Year New Hire Attrition
22.7%
4%*
*With Onboarding Best Practices
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group

22. Key Onboarding Activities
Forms Completion
Mgmt Involvement
Benefits Enrollment
Orientation to Company Info
Employment Elig Verification
Socialization
Provisioning
30-60-90 Day Performance… Aberdeen
Team Building Bersin
Plan a Lunch
Buddy System
Mentor Programs
Other
First Day Assignment
New Hire Clubs
0% 20% 40% 60% 80% 100%
Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011

23. Who to Onboard
New
Hires
M&A Internal
Employees Transfers
Temporary Consultants
Employees

24. Smart Onboarding
Configurable Automated
Task
Criteria-based Forms
Management
Processes Management
Delivered
Socialization Administrative
Onboarding
Tools Support
Metrics
Integration with
Applicant Delivered PS
Tracking HCM Integration
System

25. 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

27. Automating Personnel Actions

28. Benefits of Automated Personnel Transactions
• 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

29. Electronic Request Replaces Paper

30. Personnel Transaction Types
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

31. Smart Personnel Action Requests
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

32. Solano County Automates
Personnel Transactions

33. The Goal: Replace paper-based HR forms with
automated online processes

34. Challenges
Inconsistent Business
Rules
Decentralized
Organization Structure
Tight Budget
Constraints

35. The Solution – Smart PAF TM
Quick to
Implement
Integrated
within
PeopleSoft
Flexible,
Configurable

36. The Results
• End to 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

37. “. . . 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

38. Smart Personnel Transactions Demo
• Electronic Transaction Request
– Promotion with Pay Rate Change – Retroactive
– Electronic Request
– Configurable Workflow Approval – 4 approvals required
• Smart Personnel Transaction Processing
– Automatically validates and populates employee data
– Correctly updates PeopleSoft upon final approval
– Creates Audit Trail
– Retains record of transaction and approvals

40. Automating Financials

41. Opportunities for Automating and Financials
Business Processes
Vendor Onboarding and Offboarding
Accounts Payable Invoices
• Electronic Invoices
• Attachments
• Workflow Approval
Expenses
Month-End and Year-End Closes
Grants Management
Sales Orders

42. New Vendor Registration Paper Form

43. Automated Vendor Onboarding

44. Automated Vendor Onboarding
Entering Vendor Information

45. Automated Vendor Onboarding
Certify W9 Form

46. Automated Vendor Onboarding
Electronic W9 Form Created with Electronic Signature

47. Automated Vendor Onboarding
Survey Your Vendors

48. Automated Vendor Onboarding
Vendor Administrator Analytics & Dashboards

49. Reporting: Analytics and Dashboards

50. Q&A
Questions?
Comments?

51. For more information on employee onboarding
best practices and automating your process,
contact:
Telephone: 925/271-0200
Email: sales@smarterp.com