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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