integrate 2 Business Process Redesign: Business Process Recommendations Onboarding May 31, 2013

Transcription

1 integrate 2 Business Process Redesign: Business Process Recommendations May 31, 2013

2 Business Process Recommendations: Introduction

3 Business Process Recommendations SUB-PROCESS RECOMMENDATION CONTENTS Recommendations for a redesigned workflow and supporting materials for each of the sub-processes reviewed as part of the integrate 2 BPR project are detailed in the following section. Each sub-process section includes the following: Process Overview: A summary narrative of key process steps within the sub-process. Recommended Future State Process Flow: Detailed process flow of the Future State process steps. Key Process Changes: For those steps within the Future States that represent primary changes (for one or more NSHE institutions), an explanation, and justification as necessary, for the process change is highlighted Alternative Process Options: Process Options not recommended in the future state flow are highlighted along with a justification of why this option is NOT recommended or incorporated in the process. Policy Change Requirements: Instances when either institutional or NSHE policy need to be developed or revised in order to facilitate the recommended process are noted, including recommendations for policy content. Implementation Challenges: When elements of the recommended future state process were questioned during workshops or noted as significant areas where implementation would be difficult, further discussion and justification is provided along with examples of institutions also utilizing the recommended process. The examples provided are individual institutions utilizing these recommended practices. NSHE represents a diverse set of 8 institutions and the system office presenting limitations in identifying a comparable system or organization that has broadly implemented best practice or recommended processes. Technology Requirements: Elements of a required technology to enable the process are listed by process step. Reporting Requirements: Reports, metrics and data points required to monitor and control the process are listed. NSHE Feedback: Index of comments/feedback provided by NSHE institutions and the Huron response, as needed Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. 3

4 Business Process Recommendations POINTS TO CONSIDER Each sub-process section incorporates some fundamental concepts that should be understood in order to fully consider the recommendations and supporting content. Recommendations versus Current State: These process recommendations represent Huron s recommendations for a future state business process and are not intended to comment on the current state processes across NSHE. Some process elements may already be the practice of some or all NSHE institutions. Business Process Swimlanes (horizontal bands): The business process focuses on the process steps and the work accomplished in these steps and not the process owners/work locations. Therefore, the developed flows include general swim-lanes that are not role/location specific, such as Accounts Payable Administration, Travel Administration, Research Administration, etc. Flows do include required roles like Vendor, faculty/employee/investigator, etc. but they do not highlight Administrative Assistant, Vice President of X, etc. The recommended process steps can be applied universally and the steps can be aligned in whatever roles/units are appropriate by institution Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. 4

5 Business Process Recommendations POINTS TO CONSIDER Each sub-process section incorporates some fundamental concepts that should be understood in order to fully consider the recommendations and supporting content. Existing Supplemental Systems: Some NSHE institutions have implemented different systems or technologies that are supplemental to the Human Resources or Finance Administration Systems. These process flows assume the existing technologies are integrated into the Future State Business Process. Out of Scope Systems: Some process flows incorporate Non-Human Resource/Finance Systems that are out of scope for integrate 2 (i.e. a Pre-Award tracking system ). However, in order to be in line with best practice elements, these out-of-scope technologies were incorporated into the recommended processes Huron Consulting Group. All Rights Reserved. Proprietary & Confidential. 5

6 Business Process Recommendations:

7 BPR PROCESS OVERVIEW The Process focuses on setting up the employee in all relevant systems to ensure all units from HR to Payroll to Parking Services can provide an employee with any required information from day one, while also ensuring the employee is paid on time and receives all eligible benefits. HR creates employee record using information provided by employee during recruitment Employee completes onboarding forms using online self-service module after accepting position Self-service function within HR module populates employee data in HRMS Employee attends orientation (or goes to HR if no orientation is scheduled within an appropriate period of time) to complete all required in-person forms (e.g., I9) HR verifies employee information and notifies all relevant departments on campus (electronically) of new employee Employee submits Benefits selections during Benefits Orientation, PEBP Self-Service, and all other benefits avenues HR updates employee information as required throughout employment at NSHE 7

8 Prototype On-boarding (All) Draft and Confidential Do Not Distribute For Discussion Purposes Only Employee Start 1b Complete New Hire Paperwork and send to Human Resources 2 Complete Online / Self - Service Benefits selections 3a Attend New Hire Orientation (if applicable) Hiring Units Human Resources Administration PERS 3b Verify applicant and notify HR of PERS standing (if applicable) 4 Review information and make necessary changes 6 Data transferred from Recruiting Module; NSHE ID generated 7 System notifies relevant departments via systemgenerated (IT, security office, etc.) 5 Process Benefits Selections 8 System notifies Payroll 9 Payroll record generated/ updated 10 New Employee Set-up Process End 12 Update employee record, if necessary

9 BPR KEY PROCESS CHANGES The following table outlines the major process changes (NSHE-wide) incorporated into the recommended process. Process Flow Title: Process Step(s): 2, 3a Explanation and Change Justification: Orientation serves as a focal point for accepting new employees into the system and helping their careers at an NSHE institution get underway. The self-service capability within HRMS supplements the on-boarding process and allows information to be collected when a new employee cannot attend orientation as scheduled. 2, 5 These two steps tie into the PEBP Benefits Enrollment process that is provided. 3b, 5 6 After submitting the information required to verify PERS eligibility as part of self-service / orientation, the information is transmitted to PERS to conduct their eligibility verification process. PERS determination is fed back to HR who can add the information to an employees profile before setting them up in HRMS. This step has flexibility in the event HR is able to submit verification information early in which case PERS information is added to an employee profile as soon as it is received. An employee record is automatically generated from the applicant record when the recruiting system identified the individual as hired. 9

10 BPR TECHNOLOGY REQUIREMENTS The following table lists the system technology requirements necessary to support the recommended process. Process Flow Title: Process Step(s): On-Boarding 1b, 2, 3a, 3b, 4 Technology Requirement: Transition new hire paperwork online to an employee-facing self-service and feed directly into the HRMS system and allow HR to create an initial shell while awaiting completion of new hire paperwork based on information collected by the recruiting module. On-Boarding 1b, 2, 3a, 3b, 4 Allow the information entered to automatically populate in the employee shell. On-Boarding 2 Allow for linkage/transition to online self-service orientation scheduler to facilitate scheduling. On-Boarding 2 Allow for easy tracking of compliance with training courses / completion /orientation requirements of new hire materials and actions by HR. On-Boarding 6 Provide a single point of entry for all NSHE employees for the initial set-up. Treat employees as NSHE employees with each campus serving as a subsidiary from the an HRMS perspective. Retain the ability to set-up campus specific business rules / pay schedules that apply to an employee once the record is linked to the campus(es) ( subsidiary ) they work on. This subsidiary parent company relationship is a required technical component of any selected HRMS system. On-Boarding 6 Pre-populate employee record information from either the employee self-service selections or an integrated Recruiting module, including the assignment of an NSHE ID. Link the NSHE ID to the applicant ID (either directly or through a one to one sync. On-Boarding 7, 10 Automatically notify departments as soon as an employee is set-up in the system. Allow rules to be established to ensure critical departments ( services, IT, security, etc.) receive the appropriate information in a timely fashion (business rules can vary such that some department may receive information when the shell is created while others require the full profile to be completed before they receive their information). On-Boarding 8, 9 Auto-notify Payroll via HRMS of a new employee and provide access to the relevant information for running payroll. 10

11 BPR REPORTING REQUIREMENTS The following table lists the reporting requirements and data points that must be captured to support the recommended process. Process Flow Title: New Hire Retention Rate New Hire Terminations New Hire Satisfaction Orientation Status Reporting Requirement: Data Points/Metrics: New Hire Demographic Data (position, department, title, etc.) Terminations (total) External hires New Hire Demographic Data (position, department, title, etc.) Terminations with short tenure (less than 1 year) Terminations (total) External hires New Hire Demographic Data (position, department, title, etc.) External hires Survey results New Hire Demographic Data (position, department, title, etc.) Hire Date Start Date Orientation Status Orientation Scheduled Date 11

12 Business Process Recommendations: NSHE Feedback

13 NSHE Feedback: ROUND 1: MARCH APRIL 2013 The following table outlines the NSHE feedback and commentary, as well as Huron response when applicable. Sub- Process/ Topical Area Institution Comments/Feedback Huron Response Process number 2, suggestion - link online self-service initiation to an orientation scheduler which will assist in ensuring everyone gets scheduled and offers an insight to benefits as to how many "need" orientation at a moments notice. Process number 6. This "enter" employee process SHOULD NOT be predicated on employee entering online less. This process should be an automated follow-on status change from recruiting to HIRED. Then the process of benefits selection can attach to an existing employee. This is a good suggestion and should be considered a technology requirement when selecting a vendor. Clarified in our materials as a Technology Requirement. The entry into process 6 (the creation of an employee ID/record) is not predicated on the performance of the other events listed. The materials have been clarified to reflect the flow of information from the recruiting module to the HR module. Process number 6.and generates an NSHEID the process of integrating The specific detailed process will be determined once a with PeopleSoft (3 instances) which actually creates the current NSHE ID must technology system is selected and the functionality between be analyzed and diagramed. An NSHE ID should actually be "generated" with recruiting, HR, and other systems is determined. We would the first interaction of a potential employee in the recruiting module and ensure recommend that an employee ID (or NSHE ID) be created that this number becomes the state-wide UNIQUE identifier amongst once the applicant is hired, and this is flagged as a institutions EVEN with we do not implement PEOPLESOFT as our Technology Requirement. HR/FINANCE ERP. Process number 9 - Payroll 'onboarding' - utilize activation verb - employee Flow language has been updated. status is 'payable' not onboarded. Process number 12.complete record(2). Again no where in any of these process documents do we even begin to identify what a "complete" employee record looks like. Flow language has been updated to "update" record. The definition of what constitutes a "complete employee" record is an Implementation Decision, to be made in light of the NSHE institution's business needs (those data points necessary for an effective and efficient operation). For some organizations, this would include basic information needed to process payroll/benefits. 13

14 NSHE Feedback: ROUND 1: MARCH APRIL 2013 The following table outlines the NSHE feedback and commentary, as well as Huron response when applicable. Sub- Process/ Topical Area Institution Comments/Feedback Huron Response Process steps 3b,5 - Is this referring to state classified employees only? Why is this not stated as such? Employment contracts can limit..justification means what? "web contracts" is a term for a software that generates a "suspended" transaction of data - it is NOT a legal agreement of employment. Again lexicon change - stop using PAF (form) and create a disruptive verb for employee status change mechanism. Process steps 1b, 2, 3a and b, 4 - Does not work if state classified does not go through this process. Process step 6 - "NSHE EMPLOYEES" means what exactly. This page must clarify a system requirement to generate an NSHEID and an data exchange process integrating with PeopleSoft (3 instances) which actually creates the current NSHE ID must be analyzed and diagramed. An NSHE ID should actually be "generated" with the first interaction of a potential employee in the recruiting module and ensure that this number becomes the state-wide UNIQUE identifier amongst institutions EVEN with we do not implement PEOPLESOFT as our HR/FINANCE ERP. This step refers any and all employees in the PERS system, regardless of classification. We previously misunderstood NSHE's use of the term employment contract so the referenced slide was deleted. We will adjust our comments accordingly. We have updated the materials to clarify that we are recommending that all employees, including classified employees, use the recommended process. We would define this term as including all employees at NSHE institutions. The specific detailed process will be determined once a technology system is selected and the functionality between recruiting, HR, and other systems is determined. We would recommend that an employee ID (or NSHE ID) be created once the applicant is hired, and this is flagged as a Technology Requirement. We have also flagged a synchronization with the applicant ID, though the linkage will be determined by a the implementation of the system selected. 14

15 NSHE Feedback: ROUND 1: MARCH APRIL 2013 The following table outlines the NSHE feedback and commentary, as well as Huron response when applicable. Sub- Process/ Topical Area Institution Comments/Feedback Huron Response DRI Who will create standard exit interview? What information will be gathered and This is an Implementation Decision, which must e addressed why? by NSHE during the proper project phase. Letter of Appointment employees not addressed. These processes flows are generalized and intended to cover all non-teaching employees. Electronic new hire information and benefits selection (ESS) will provide for a more efficient process. 15