Paperless PeopleSoft: Electronic Forms for HCM & Financials


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This presentation from Smart ERP Solutions covers solutions to eliminate paper from PeopleSoft HCM and Financials. Topics include personnel action forms, employee onboarding in PeopleSoft HCM and vendor onboarding and streamlined paperless Sales Order entry in PeopleSoft Financials.

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Paperless PeopleSoft: Electronic Forms for HCM & Financials

  1. 1. Paperless PeopleSoftElectronic Forms for HCM & Financials Colleen Neymeyer, Director, HCM Strategy Kirk Chan, VP, Business Development September 12, 2012
  2. 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. 3. Still Using Paper Processes?Still Using Paper Processes? Poor User Experience Time Consuming
  4. 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 Agenda• Challenges of Outdated Systems• Benefits of Going Paperless• Elements of a Paperless System• Keys to a Successful Transition• Case Studies• Q&A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. 5. The average U.S. office worker uses 10,000 sheets of paper each year. US EPA Data, 2011
  6. 6. Paper Files are Costly Over 10% of all documents are $25,000 to fill lost or misfiled $2,000/yr to maintainPriceWaterhouseCoopers 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
  7. 7. 70% of today’s businesses would fail within 3 weeksafter a catastrophic loss of paper-based recordsThe Paperless Project,
  8. 8. Typical Manual Business Process Initiator First ApproverComplete Paperwork Request Add’l Info First Approval Second Approver Amend Paperwork Interoffice Routing Paperwork Missing Approval AdministratorTrack Down Missing Paperwork Final Approval Complete Data Entry Paperwork Found
  9. 9. Automated Business Process with OnlineDocumentsInitiator First ApproverComplete Request Request Add’l Info First Approval Second Approver Amend Data Automated Routing Approval Destress & Workflow AdministratorCoach Employees Final Approval Analyze Data Vacation
  10. 10. Value of Automated Processes Reduce Increase Improve Data Higher QualityOperating Costs Productivity Security DataReduce Admin Better Service Ensure Environmentally Time Levels Compliance Sound
  11. 11. Key Elements of Paperless Automation Automated Clearly defined Workflow & Business Rules Approvals Integration with Online, Digital Key Business Documents Systems Electronic Signature Clear Audit Trail Capabilities
  12. 12. accessible
  13. 13. 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
  14. 14. Define Objectives
  15. 15. Plan Implementation Approach Big Bang vs. Phased
  16. 16. Review & Modify Business Processes
  17. 17. Establish & Implement Data Retention Policies
  18. 18. Select Data Storage Option(s) File Server Document Mgmt System
  19. 19. Evaluate Results
  20. 20. Case Studies
  21. 21. Solano County Automates Personnel Transactions
  22. 22. The Goal: Replace paper-based HR forms with automated online processes
  23. 23. Challenges Inconsistent Business Rules Decentralized Organization Structure Tight Budget Constraints
  24. 24. The Solution – Smart PAF TM Quick to Implement Integrated within PeopleSoft Flexible, Configurable
  25. 25. 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
  26. 26. “. . . 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
  27. 27. American Solutions for BusinessReduces Sales Order Paperwork
  28. 28. The Goal: Streamline and Simplify Sales Order Entry Process
  29. 29. Challenges Geographically Dispersed Workforce Heavy Reliance on Manual Systems Confusing Data Entry System
  30. 30. The Solution – Smart Sales Order TM
  31. 31. American Solutions Sales Rep at Work!
  32. 32. The Results• Intuitive streamlined 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
  33. 33. By Automating Manual Business ProcessesYou Will ...• Improve Productivity and Accuracy• Increase Visibility and Accountability• Reduce Risk• Cut Costs
  34. 34. Attend our Next Webinar • Implementing Employee Onboarding Best Practices • September 26, 2012 10:30 to 11:30 AM PDT • REGISTER at Quest website:
  35. 35. Questions and AnswersVideo Previews: