Manage and Automate PeopleSoft Applications and Business Processes: Employee Onboarding, Personnel Actions, and Procure-to-Pay

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1 Manage and Automate PeopleSoft Applications and Business Processes: Employee Onboarding, Personnel Actions, and Procure-to-Pay Doris Wong, CEO Dan White, VP of Product Strategy SNUG Farmington, CT October 29th, 2010

2 Agenda About Smart ERP Solutions, Inc. Automating Business Processes for PeopleSoft Employee Onboarding for PeopleSoft Personnel Action Forms with Electronic Workflow Approval Automating Paper Forms with Electronic Forms Automating Any Business Processes for PeopleSoft Procure-to-Pay Business Process Summary and Q&A

3 About Smart ERP Solutions, Inc.

4 Smart ERP Solutions, Inc. Comprised of the best former developers, architects and executives from PeopleSoft/Oracle Providing cost-effective, robust and repeatable Smart Solutions for PeopleSoft applications Unique best practices and expertise in PeopleSoft strategic planning, Smart implementation and upgrade services KEY DIFFERENTIATOR OUR SMARTADVANTAGE Rather than assigning teams of consultants to projects we apply our pre-built, proven solutions to efficiently address those efforts common to any PeopleSoft project thus saving time, reducing costs, minimizing risks and lowering total cost of ownership by avoiding costly difficult-to-maintain customizations.

5 Introducing Employee Onboarding for PeopleSoft

6 Onboarding Business Process The Applicant

7 Recruit-to-Hire Business Process Recruiting Application New Applicants to be Hired Employee Onboarding Process

8 Key Objectives for Employee Onboarding To make new employees feel welcome and comfortable in their new surroundings. To minimize the time before new employees are productive members of their new workgroup. To automate, standardize and streamline the employee onboarding process Bottomline: Get new employees productive and integrated into the culture as quickly as possible

9 Employee Onboarding Benefits Reduce New Hire Processing Costs Ensuring Compliance Requirements Improve New Hire s Time-to-Productivity Rapid Immersion into Team Environment and Corporate Culture Increase New Hire Retention Easily Verify and Have Visibility of New Hire s Onboarding Activities

10 Employee Onboarding Activities Employee Onboarding Checklist Company / Departmental Overview New Hire Welcome Kit Corporate Vision / Mission Statements Departmental Goals / Objectives Organization Charts New Employee Orientation Programs Job Expectations Training Requirements Job Descriptions Job Expectations Individual Goals and Objectives Performance Management Program Policies and Procedures Safeguarding of Company Information Protection of Company Assets Health and Safety Program Drug / Alcohol Abuse Policy Suitability for Work Program Complaint Resolution Contingency Plans Affirmative Action Policies Internal Job Posting Practices Overtime Pay Policies Vacation Allowance Practices Retirement Savings Programs Administrative / Housekeeping Items Employee / Network ID Security Cards Work Hours Dress Code Building / Facility Tour Building Evacuation Routes Recycling Programs Inclement Weather Practices Corporate News / Bulletin Boards Emergency Contact Information Local Emergency Telephone Numbers Help Desk Telephone Numbers / Internet Use

11 What Are Your Organization s Onboarding Activities? Are you taking advantage of your Preboarding period? Time between offer acceptance and the first day of work What are your employee onboarding activities today? Welcome Packet HR, Payroll, Compliance Benefits (Health, Dental, Life Insurance, 401K) Performance (Goals, Expectations) Training & Learning Facilities & Logistics (Badge, Office, Computer, Parking Permit, Carpooling)

12 Employee Onboarding Activities Activities are different for every organization Defined and configured by YOU to represent your business requirements and process May represent Pre-hire (Applicant) and/or New Hire requirements Activities have different criteria and requirements Defined and configured by YOU to represent your business May have multiple tasks within an activity Criteria and Requirements Required or Optional Dependent or Independent Informational Requires Workflow Approval Requires Notification Requires Acknowledgement, Requires Certification Can be integrated to external systems (i.e.other PSFT, 3 rd Party)

13 Employee Onboarding Activities Activities and Tasks Can be Anything Filling in Paper Forms Entering Data Using PeopleSoft Employee Self- Service Transactions Any PeopleSoft Standard Page Electronic Forms to Replace Paper Forms Any Media for Delivering Information or Forms Word, Excel, Powerpoint PDF, Visio, Video URL Other

14 Employee Onboarding Example

15 Employee Onboarding Example Scenario Activities Tasks Media Requirement Dependency Welcome Aboard Required Forms Welcome Video Video Required Dependent for Starting Review Personal Information What to Expect on Your Job Enter I-9 Form Enter W-4 Form New Employee Form PSFT Employee SS Optional Dependent Welcome Video MS Word Required Dependent Welcome Video PSFT Employee SS (or Form) PSFT Employee SS (or Form) Paper converted to Electronic Form Required Required Required Independent after Welcome Aboard Independent after Welcome Aboard Independent after Welcome Aboard Direct Deposit Authorization PSFT Employee SS Required Independent after Welcome Aboard

16 Employee Onboarding Example Scenario Activities Tasks Media Requirement Dependency Policies & Info Access to Company Information Information Documents Employee Self- Service Information PDF PDF PDF Required with Electronic Certification Optional with Electronic Acknowled. Optional with Electronic Acknowled. Pay Dates PDF Optional with Electronic Acknowled. Statement of Collection and Use of SSN Rights and Responsibilities under FMLA Information Security Policy PDF PDF PDF Required with Electronic Certification Required with Electronic Certification Required with Electronic Certification Independent after Welcome Independent after Welcome Independent after Welcome Independent after Welcome Independent after Welcome Independent after Welcome Independent after Welcome HQ Campus Map PDF Optional with Electronic Acknowled. Independent after Welcome

17 Employee Onboarding Example Scenario Activities Tasks Media Requirement Dependency Benefits Enroll in Benefits PSFT Employee SS Health Care Summary Dependent/Benefici ary Coverage Insurance Summary PSFT Employee SS PSFT Employee SS PSFT Employee SS Required Optional Optional Optional Independent after Welcome Dependent on Enroll in Benefits Dependent on Enroll in Benefits Dependent on Enroll in Benefits Savings Contribution Summary PSFT Employee SS Optional Dependent on Enroll in Benefits Learning Complete Ethics Training PSFT in ELM (Integration) Required Independent after Welcome Facilities Apply for a Parking Permit Electronic form Optional with Workflow Dependent on Benefits Apply For Business Cards Electronic form Optional with Workflow Dependent on Benefits

18 Employee Onboarding Welcome Aboard

19 Employee Onboarding Welcome Video with Electronic Acknowledgement

20 Employee Onboarding Reviewing Online Documents with Electronic Acceptance

21 Employee Onboarding Required Forms: Using Employee SS and Electronic Forms

22 Employee Onboarding Required Forms using Employee Self-Service

23 Employee Onboarding Policies & Info: Online Documents (PDF, Word, etc)

24 Employee Onboarding Integrating to PeopleSoft ELM for Training

25 Employee Onboarding Completing Ethics Training via PeopleSoft Enterprise Learning Management

26 Employee Onboarding Facilities Requirements using Smart Docs

27 Employee Onboarding Apply for Parking Permit with Workflow Approval

28 Employee Onboarding Order Business Cards with Workflow Approval

29 Introducing Automated Personnel Actions for PeopleSoft

30 Electronic Form and Automation Use Case Paper Personnel Action Forms Use of Paper Personnel Forms for Requesting Personnel HR Transactions Manual Routing of Paper Forms for Approvals and Signatures Upon Manual Approval, HR Admin Manually Enters Transactions into PeopleSoft HR Paper Record Retention

31 Electronic Form and Automation Use Case Paper Personnel Action Form

32 Electronic Form and Automation Use Case Electronic Personnel Action Forms Electronic PAF to Replace Paper PAF Electronic Workflow Approval Automatic Routing and Electronic Audit Trail Automatic Processing/Updating of PAF in PeopleSoft HR Electronic Record Retention and Audit Trail

33 Smart Personnel Action Form Configurable and Tailored to Your Business Requirements

34 Smart Personnel Action Form With Automated Workflow Approval Preview and Submit Rich Graphic Representation Ad Hoc Reviewers and Approvers Attachments Flow with Document Standard Comments

35 Approvals When You re on the Road!

36 Introducing Electronic Forms for PeopleSoft

37 Smart Electronic Forms Reducing Paper and Manual Forms At Will Agreement The Paper Form

38 Smart Electronic Forms Reducing Paper and Manual Forms At Will Agreement Online Electronic Form with Electronic Signature

39 Smart Electronic Forms Reducing Paper and Manual Forms At Will Agreement Online Form and PDF Copy with Electronic Signature

40 Automating Procure-to-Pay for PeopleSoft

41 Automating Procure-to-Pay Business Process Automate and Configure Any Business Processes Tailor to Meet YOUR Business Requirements Procure-to-Pay Use Cases Vendor Registration and Onboarding Vendor Offboarding Procure-to-Pay Business Process Entire Business Process Key Processes within Business Process

42 Smart Purchase Order Entry

43 Procure-to-Pay Business Process See your Business Process in a Glance or In Depth

44 Summary

45 SmartERP: Our Solutions Business Requirements Row level security on any data that requires limited or authorized access Quick ChartField data entry to increase user productivity and data accuracy Robust workflow approval capabilities across any business transaction or documents across your Enterprise Streamlined and easy-to-use data entry pages configured to meet your specific business process requirements, incl. industry reqmts; Easily add features anywhere such as Save as Draft, Copy from Templates, Attachments, Configurable Print, Collaborative Comments, Workflow, User Help, Business Process View Configuring and tailoring business processes to meet your organization s specific processes, including defining step-by-step actions for each process and managing your users through your organizations specific business process. One-stop visibility into the full business process lifecycle of a transaction Addressing additional compliance requirements not in standard PeopleSoft: I9 Form, W-4 Form, 1042 Foreign National Requirements Manageable solutions for complex integration needs Other Common, Critical and Complementary business requirements Smart Solutions Smart Security Smart Keys Smart Workflow Smart Docs including ERP Gadget Smart Enterprise BPM Smart Lifecycle Viewer Smart Compliance Smart Integration Packs Tell us, we ll build it!

46 Other Use Cases for Smart Solutions Onboarding and Offboarding Consultants, Temps Students Customers and Vendors Simplify and Streamline Key Transactions Time and Labor Entry Manager or Employee Self-Service Transactions Performance Reviews Grants Pre-Award Proposals Configure and Automate Any Business Processes within YOUR Organization Payroll Open Enrollment Recruit-to-Hire

47 Value Statement Configurable and Seamlessly Integrated Common Development Frameworks and Solutions Smart Docs Smart Workflow Smart Business Process Management Easily Configure and Tailor Any Activities Required for YOUR Business Requirements and Process Implement Common and Consistent Capabilities Anywhere Save As, Copy, Workflow, Attachments, Collaboration, Printing, Extend Data, User-Help, etc. Lower Total Cost of Ownership Seamless Integration Utilize Best Practices Maintenance and Upgrades Complete Projects Better, Faster and Cheaper! Leverage Frameworks for all PeopleSoft Business Process Projects

48 Q & A

49 Thank You For more information visit: smarterp.com View Solution Previews: smarterp.com/previews Copyright 2010 Smart ERP Solutions, Inc.

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