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When 'To-Be' is Finally 'Here'! University of Missouri's Journey to Process Automation

When 'To-Be' is Finally 'Here'! University of Missouri's Journey to Process Automation Session # 31219 March 19, 2013. Introduction. John Nemec Director Strategic Project Management Office, University of Missouri System Paul Taylor CEO and Founder, Gideon Taylor Consulting LLC.

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When 'To-Be' is Finally 'Here'! University of Missouri's Journey to Process Automation

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  1. When 'To-Be' is Finally 'Here'! • University of Missouri's Journey to Process Automation • Session # 31219March 19, 2013

  2. Introduction John Nemec Director Strategic Project Management Office, University of Missouri System Paul Taylor CEO and Founder, Gideon Taylor Consulting LLC

  3. Overview • UM Overview and Background • The Big Picture • The Selection Process • The ‘Typical’ Project • Uncovering True Scope • Planning the Project • UM ePAF project • Demonstration – UM’s ePAF Solution • UM Learnings • UM Next Steps • Onboarding Dashboard • Other PS Pillars

  4. The University of Missouri University of Missouri System

  5. $5,000,000 Transition slide - TitleSub-title

  6. We weren’t serving our customers

  7. Bad and getting worse

  8. Background Summary “ Although the current state has prevailed for many years, it is not sustainable and provides significant business risks.” Towers / Watson Report , March 2010

  9. The Big Picture

  10. The Selection Process – GT Philosophy • Teach you to fish • On site, full time functional lead • Development partnership that ensures technical & functional skills stay in house • Ability to develop new solutions • Minimize maintenance and upgrade issues • Create winning solutions • Leverage experience to push team to better solutions • Encourage ownership of all documentation • License covers the multiple pillars • Single Instance • HR, Finance, Campus Solutions

  11. The Selection Process - Experience

  12. The Selection Process - Credibility

  13. So, going back to the RFP… REQUEST FOR PROPOSALS FOR FURNISHING AND DELIVERY OF A WORKFLOW ENABLED ELECTRONIC FORMS TOOLKIT RFP #13-4000-HR-U The University of Missouri is interested in incorporating electronic forms and workflow into the HCM System in several key areas: • eliminating the collection of paper documents around PeopleSoft delivered functionality to support employment activities, • ensuring that these transactions are routed correctly and the proper authorizations have been obtained, • empowering business owners to control and manage routing procedures and workflow. Some of the specific form types that the University of Missouri plans to convert to electronic processing include, but are not limited to: • Personnel Action Form (PAF) • Employee Information Form • Onboard Form • PeopleSoft HCM 9.1, PeopleTools 8.50 • Over 100,000 transactions each year • Personnel transactions currently paper-based • Forms vary in complexity and approval processes • Forms often contain errors, make transaction tracking difficult, and are highly inefficient.

  14. Uncovering True Scope Discovery / Optimization and Defaulting Analysis (ODA) • Learn about UM’s unique business process needs • Study data collection and entry requirements • SIMPLIFY! Remove unneeded elements, conditionally include elements • Identify defaulting and value restricting opportunities based on UM business processes • Rough out a page field-level design • Deliverables: • ‘Roadmap to a Paperless Environment’ • Finalized Project Plan • Firm Project Cost Estimates

  15. UM Scope Following Discovery Following Discovery and ODA, the following scope emerged: • ePAF™ (Hire, Job Change, Status Change eForms) • Onboarding eForm Solution • Paperless I-9™ with E-Verify Integration™ Plus… • Security eForm • Appointment Notification eForm • Additional Pay, Extra Compensation eForm • Criminal Background Authorization eForm • Position Data Request • Roster & Retro eForm

  16. GT Plan of Attack – A ‘Typical’ Project

  17. UM ePAF™ Project Plan

  18. Building the Team • Exec. Committee • Steering Committee • Sys/Security Admin • DBA • SMEs • Project Manager • Functional Lead • Technical Lead • Business Analysts • Principal Consultant • Sr. Func. Consultant • Sr. Tech. Consultant • Solution Center • Business Analysts

  19. Show and Tell Demonstration: University of Missouri System’s ePAF™ Solution

  20. UM Learnings • Know thyself and know thy partner • Can you leverage the “agile development” possibilities? • How important is process standardization? • Will your governance allow rapid decision-making? 6 Different PAFs • Develop a very strong… • Issues resolution process • Testing plan • Balance between structure and flexibility

  21. UM Next Steps Onboarding Dashboard / New User Interface Take eForms to Finance and Campus Solutions

  22. Questions??

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