Electronic HR Formsby Les Mathews and Jim Sauceman

International HERUG Conference

April 28 – May 1, 2003

Tunica, Mississippi

Introduction

u Founded in 1794

u In 1968 became statewideuniversity system

u 42,000 students statewide

u 26,000 employeesstatewide

u Campuses in Knoxville,Memphis, Chattanooga,Martin, Tullahoma

u Employees in all 95Tennessee counties

UT Campus Locations

1. Memphis – 388 miles2. Martin – 295 miles3. Tullahoma – 149 miles4. Chattanooga – 113 miles5. Knoxville – Main Campus

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SAP Environment Overview

uR/3 Release 4.6B (migrating to 4.6C)

uSAP Modules: HR, FI, CO

uHR-PS Add-on Release 4.61

uHR Module live since January 1, 2002

uFI Module live since April 1, 2001

u1,800 R/3 Users

Background and MotivationHistory

Desire to reduce number of paper formsHR module lacks “parking ability”Discovery of tools and techniques to overcome situationProof of Concept Project from October 8, 2002 throughNovember 13, 2002Currently in Pilot Testing Phase of 3 forms

Team MembersHR Functional – design and testingABAP – design and programmingWorkflow – design and programmingEnd Users – design and testingSecurity – authorizations and supportManagement Support

Main GoalsMain Goals

22Approvers¸IRIS Workflow approval routing

¸Simplified presentation ofmodified data

¸Eliminate paper signatures andincrease utilization of BusinessWorkplace

11End Users¸Make Forms accessible from IRISMenu system or Web with properSecurity imposed

¸Provide pre-population of form datawith ability to overtype changes

¸Make forms easier to use becauseof data pre-population, edits, codelists, etc.

¸Provide Email notification of form’sprocessing status

33University¸Reduced processing time

¸More accurate data

¸No re-keying of data once in electronic format

EmployeeEmployeeIdentificationIdentificationInformationInformation

Data Pre-Data Pre-populatedpopulated

from Infotypesfrom Infotypes

ListsListsavailable foravailable forcoded fieldscoded fields

ConvenientConvenientApprove /Approve /

RejectRejectButtonsButtons

ApproverApprovercan focus oncan focus onrelevant datarelevant data

HR Forms Routing Technique

uUsing Workflow Definition to enforcepolicy decisions

uUsing Z-table to indicate campus choicesof desired approval levels

uUsing Workflow Standard Roles totarget correct user population

Sample Routing ConfigurationSpreadsheet

Submitted by 1/1/1900 12/31/9999

Date Beginning Ending

Pay Change

Level Faculty Exec/Adm

Professional Non-

Exempt Faculty Exec/AdminProfessional

Non-Exempt Other Undergrad

Departmental Reviewer Department Head (Primary) A A A A A A A A

Dept Head (Distribution Acct) A A A A A A A ACampus Reviewer

Human Resources A A A AHR Notification Group

Dean A AVice Chancellor

Unit Chief Business Office A A A A A AFinal Destination A A A A A A A A

After Entry Notifications

Originator F F F F F F F F

Regular Term Students

1070 Memphis Effective Date

A - Approval F - FYI

John Smith

to2/25/2003

Employee Termination Approval Workflow

DatabaseDatabase

HR orPayrollOffice

Originator

ResponsibleFundsCenter

DistributionFundsCenter

DistributionFundsCenter

FYI

FYI

FYI

Approve

Update

Submit

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Review

u HR PIF/PAF Master Data Changes

u Application for Employment

u Budget Revisions

u IRIS User ID Creation and Changes

u Approver Responsibility or SecurityChanges

u Any University form for which approvalsare necessary

Questions??

Thank you!