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5/24/12
1
North Dakota State Board of Higher Education
HR Workflow: Manager
Self- Service Building a Cost-Effective IT System
Maximizing Results through Efficiencies
May 31, 2012
North Dakota State Board of Higher Education
April 29, 2011 - Administrative Affairs Council recommendation to implement workflow.
They asked that the SITS HRMS Users Group develop a plan by August 31, 2011. Identify available PeopleSoft functionality Prioritize implementation of functionality Complete a review of the top 1 or 2 priorities
Initial Charge – Payroll Efficiencies
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Workgroup formed with campus representatives:
Carla Sivesind BSC
Cecilia Taylor DSU
Melissa Meyer NDSCS
Tricia Johnson NDSU
Pat Hanson UND
SITS staff: Shanaka Herath, Karin Stinar, Carla Vail,
Erin Yang, Teri Thorsen
Preparation to Use Manager Self-Service
Recommendation of study group –
The group considered sixteen separate functions and
chose:
Onboarding for both benefitted and non-benefitted
employees
Terminations for both benefitted and non-benefitted
employees
Preparation to Use Manager Self-Service
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Recommendation of study group –
Project could slot in after PEPP, spring 2012
Implementation could occur simultaneously for all
campuses
Campuses could opt-out by direction of their
President
Preparation to Use Manager Self-Service
Stimpson (2009) defines onboarding as the “process of aligning an organization around recruiting, hiring, and helping the new employee reach full productivity as quickly as possible” (p. 19).
Stimpson, J. (2009). On boarding new staff. The Practical Accountant, 42(4), 19-21,28.
Retrieved from http://ezproxylocal.library.nova.edu/login?url=http://search.proquest.com/docview/208268512?accountid=6579
What is Onboarding?
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Rigby-Hall (2010) expands this definition, stating that onboarding “is not only about making sure the person is successful. It’s also about making sure they can perform faster and at a higher level.”
Rigby-Hall, R. (2010). Planning ahead: The critical success factor. People and
Strategy, 33(2), 9-10. Retrieved from http://ezproxylocal.library.nova.edu/login?url=http://
search.proquest.com/docview/763402852?accountid=6579
What is Onboarding?
Chapman confirms that new employees want to feel a social connection to the organization and that they tend to leave an organization because it fails to integrate them into the workplace culture (2009). These decisions are usually made within the first weeks on the job.
Chapman, C. (2009). Retention begins before day one: Orientation and socialization in libraries. New Library World, 110(3), 122-135. doi:10.1108/03074800910941329
What is Onboarding?
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Terminations consist of Resignations
Retirements Dismissals
End of temporary assignment
Timely recording of terminations is important for risk management (IT security, building security) and reporting (Bureau of Labor Statistics, software licensing) reasons.
What is a Termination:
HR Workflow allows managers to complete various
personnel transactions by entering information directly
into PeopleSoft.
Routing of that information is accomplished
electronically throughout the organization for approval.
The tool in PeopleSoft to provide HR workflow is called
Manager Self-Service
What is HR Workflow/Manager Self-Service?
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Presentations made to various NDUS groups
HRC – September 14, 2011
Administrative Affairs – October 11, 2011
Chancellor’s Cabinet – November 7, 2011
Routed for feedback
Council of College Faculties – February 21, 2012
NDUS Staff Senate – February 21, 2012
Preparation to Use Manager Self-Service
NDUS staff trained.
SITS staff attended Oracle University’s
“Implementing HRMS Self-Service Applications 9.1”
and focused on the Manager Self-Service portions of
that class.
Preparation to Use Manager Self-Service
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Current Manual Process – large campus
Number of hired and terminated system-wide each year. 700 benefitted, 7,000 non-benefitted employees
15,400 forms for two types of transactions 15,400 x 10 minutes/form = 2,567 hours/year
How many transactions?
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Current Manual Process
Hiring approvals take the following average times: Regular employees 14 days
Student employees 18 days Graduate assistants 20 days
Terminations take the following average times: Regular employees 19 days Student employees 14 days Graduate assistants 15 days
NDSCS has implemented approval workflow;
however, data entry still occurs twice.
Current approval workflow for onboarding/terminations
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On-line entry consolidates information needed for
decision-making into one source
Eliminates data entry time by 50%
Reduces risk of data entry errors by 50%
Benefits of Manager Self-Service
Speeds transaction and approval timeline
Approval can be delegated during supervisor
absences
Approval routing occurs instantly
Benefits of Manager Self-Service
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Provides on-line status of transaction
Provides metrics to help identify bottlenecks.
Automates notification to interested parties such as
key master, IT, telecommunications, parking,
campus ID card center
Key to new employee satisfaction
Benefits of Manager Self-Service
Proposed Process – large campus
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Requires change in business process for
departments
Requires change in timing of business process
Approval workflows per campus need to be
standardized
Challenges of Manager Self-Service
Campuses need to come to agreement about items
to include in the hiring and termination processes
Training of supervisors and/or their designated
proxies is key to success of implementation.
Challenges of Manager Self-Service
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Software is already owned by NDUS – no additional
cost
Staffed by SITS and campus staff – no additional
cost
Additional server space for document storage –
$TBD
Train the trainer roll-out
Funding requirements
Timing of approvals for onboarding would need to
move forward to prior to the employee’s start date
Currently 2-3 weeks post-hire
Required practice changes
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Timing of approvals for terminations would need to
move forward to prior to the employee’s
termination date
Currently, 2-3 weeks after an employee leaves.
Student employees often not terminated from system
Required practice changes
Develop project charter – July, 2012
Prepare project plan - August 2012
Execute the project plan, controlling for scope –TBD
Train campus managers – Weeks prior to go-live
Go-live – Timeline TBD during development of project
plan
Potential Timeline
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Questions?
Conclusion