Alliance 2012: One eForm, Huge Results Workflow for Mass Merit Increases, Overtime, Reports-To Structure Changes Ma

1. Alliance 2012: One eForm, Huge ResultsWorkflow for Mass Merit Increases, Overtime, Reports-To Structure ChangesMarch 19, 2012

3. Source: The New York Times photo archive

4. Agenda • Welcome and Introductions • Revolutionizing Workflow: What’s under all that sand? • Redefining Electronic Forms: Think Different, Think BIG! • Let’s Take a Look… • City of Boston – Overtime eForm • Northern Arizona University – Reports To eForm • A Private University – Merit eForm • Q & A

5. Gideon Taylor Consulting Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education and government organizations. GT’s mission is to revolutionize business processes through the use of automation, integration and electronic forms technology. GT’s vision is to help businesses create solutions that realize the full value of their ERP technology platform investments. Founded in 2001 by Paul Taylor, Original creator of GT eForms™ and ePAF™

6. Representative Clients

7. What Makes Gideon Taylor Stand Out?

8. The Products We Bring • GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and manage: • Custom Self-Service Applications and Electronic Forms • Workflow, Notifications, Approvals and Electronic Signatures • Service-Oriented Architecture (SOA) Integrations • ePAF™– Suite of pre-developed eForm templates for personnel actions, including: • Hires, rehires, transfers, additional jobs • Pay changes, promotions / demotions, reclassifications, FTE changes, funding changes, data changes, position changes • Terminations, retirement, leaves of absence • GT eForm Library – Growing compendium of eForm Templates

9. Solution Experts Principal – Discover, Direct, Deliver Functional – Confer, Design, Model, Configure, Test, Train Technical – Advise, Prototype, Develop, Update, Maintain Innovative Discovery and Design Approaches Simplify – Remove unneeded elements, conditionally include elements Default and Automate – default elements, automate user tasks Restrict – Limit valid values Edit – Leverage system edits, add custom edits Facilitate – Guided user experience, faster loads/saves, workflow The Services We Provide • Progressive Project Structure • Full-throttle project methodology • Early and constant user input and feedback • Train and utilize client resources

10. What are the Goals of Automation?

11. Think HUGE!

12. The Power of One 117 741 3 16,384 19,821 10 1 99 1,821 7,972 1,493 348 11,273 57 287 5 419

13. What is “HUGE”? huge Adjective 1. extraordinarily large in bulk, quantity, or extent 2. of unbounded extent, scope, or character; limitless Automatically triggers hundredsor thousandsof transactions Uniquely complex business process (often paper-based) Multi-layered workflow elements Simple and intuitive user experience

14. Hiding Business Process Complexity from Users

15. Hiding Business Process Complexity from Users

16. Hiding Business Process Complexity from Users

17. Hiding Business Process Complexity from Users

18. Hiding Business Process Complexity from Users

19. Hiding Business Process Complexity from Users

20. Taking Care of Business According to Gartner, successful business process automation should accomplish the following: • Put the capabilities to design and manage processes into the hands of business leaders. • Provide the ability to continuously optimize and improve the process. • Abstract the business process flows from the underlying technology. • Give visibility of the end-to-end business process and enable business leaders to make adjustments in real time. Source: “Business Process Management’s Success Hinges on Business-Led Initiatives”, Gartner, 2005

21. Designing One eForm for HUGE Results How do we get there? STEP 1: Identify the opportunity – think BIG andthink differently! STEP 2: Separate the concepts of ‘form entry’ and ‘approvals’ from the ‘automation’ (NOTE: need a robust back-end architecture) STEP 3: Seek opportunities to simplify the front-end by limiting valid values, leveraging setup tables, defaulting and edits STEP 4: Prototype EARLY and OFTEN

22. GT eForms Solution Architecture

23. GT eForms Service-Oriented Architecture

24. One Submission, Many Updates

25. One Submission, Many Updates

26. Let’s Take a Look… City of Boston Overtime Pay eForm Northern Arizona University Reports To eForm A Private University Merit eForm

27. City of Boston – Overtime Pay CHALLENGE: Staff members of Boston Public Schools submitted paper forms requesting Overtime for extracurricular activities (e.g. refereeing sports tournaments, chaperoning student trips, attending conferences). The forms were then manually routed through departments for approvals. When overtime was recorded, it was rarely audited to validate hours or associate it with the original approvals. Cumbersome Inefficient Time-consuming

28. City of Boston – Overtime Pay SOLUTION: All overtime requests for an event are now submitted through a single online eForm Automatically routes to appropriate approvers Upon approval, creates entry in every approved staff member’s timesheet in PeopleSoft to allow for OT to be entered When OT is recorded, system validates against hours approved for every individual, providing online edits Launches email notifications and establishes audit trail for each transaction Accurate Consistent Auditable

29. DEMOCity of Boston Overtime Pay

30. Northern Arizona University – Reports To CHALLENGE: Having gone through a sweeping re-organization of their staff and departments, NAU was faced with the tedious challenge of updating a large number of PeopleSoft positions, one position and one incumbent at a time. Making matters worse, there was no single place that showed all the reporting relationships in a department. The whole effort would require significant data entry and would be prone to errors. Inefficient Inaccurate Time-Consuming

31. Northern Arizona University – Reports To SOLUTION: A single eForm can now update the department or division’s entire reporting structure, resulting in a HUGE reduction in data entry. Shows a department manager a complete view of all positions in their department, allowing reporting relationships to be assigned, updated or inactivated Routes for administrative and core office approval Automatically updates both Job Data and Position Data for every position in the department For inactivated positions, updates also made in Commitment Accounting to the Department Budget and Encumbrance Definition tables Fast Accurate Complete

32. DEMONorthern Arizona University Reports To

33. A Private University – Merit CHALLENGE: For a private university in New England, the annual merit process was a lengthy and labor intensive effort. Once the budget was set for merit awards, the Budget Financial Officer manually split a single master file into worksheets for each department, physically routing those to each department head, who then allocated the department’s budget across his/her managers, then each manager for his/her staff. After each manager’s input was completed, the data then had to be merged back together to evaluate the status of the total budget. This process took weeks of effort and often resulted in delays in processing the merit increases for employees. Complex Inefficient Time-consuming

34. A Private University – Merit SOLUTION: Merit awards are now completed quickly and consistently through a roll-up of the new online eForm Budget Officer allocates merit award budget for each department on the form; form automatically routes specific budget allocation to each department head Department heads and managers at each level complete the merit award detail for each of their direct reports The Budget Officer and Department Heads can view where the form is in process and with whom When all levels are complete, final approval routes back to the Budget Officer Upon his/her approval, the salary changes are automatically made for every employee in the appropriate PeopleSoft tables Quick Easy Complete

35. DEMOA Private University Merit

36. Examples of other GT eForms solutions • GT ePAF™ – Automates standard personnel actions including hires, job and compensation changes, terminations, leaves of absence, position changes • GT OnBoarding™ – Seamless automation of the entire onboarding process, including new employee forms and orientation via an easy-to-navigate portal environment • GT eVoucher™ – Populate PS Vouchers from an eForm (Check Requests, Invoices, Reimbursements) • GT Paperless I-9™ with E-Verify – Fully reg-compliant electronic I-9 with web services integration to DHS E-Verify system • GT Personnel eFile™ – Put your whole personnel file online, including eForms, scanned docs and notes • GT eTime™ – Simplify time and attendance reporting • GT ePost™ – Easy job postings to Candidate Gateway

37. and a few more… • Security eForm – Replace paper security access requests with a self-routing, self-applied eForm • Overtime eForm – Automates overtime requests and approvals; validates recorded time against approved request • Non-Tuition Fee Request eForm – Manages the approval process for non-tuition based fees for courses • Merit eForm – Manages budget and merit awards for annual process; ability to allocate merit budget by department and awards by employee; automated approval process rolls up to budget officer • Reports To eForm – Updates org structure when staffing changes are made; accounts for all budgeted positions, including vacancies • Leave Cash-Out eForm – Request for a payout of leave balance • Additional Pay eForm – Used to add one time or ongoing payments for employees

38. Questions?

39. Contact Information Paul Taylor President / CEO Offc: 801.434.7260 Cell: 801.369.8489 paul@gideontaylor.com www.gideontaylor.com Scott Antin VP Business Development Offc: 651.207.6599 Cell: 651.271.3827 scott@gideontaylor.com www.gideontaylor.com