3rd internal coppin

8/8/2019 3rd Internal Coppin

1/21


2/21

Presented by Cynthia D. Kelly

In association with CEDAR

Consultants and Dennis Bortolus

Property of Coppin State College

UniversitySystem of

Maryland

Peoplesoft

User Group

June 13, 2003


3/21

It began with a Vision:

Dont just implement software

Look at our processes

THEN

re-engineer them to take advantage of

PeopleSoft


4/21

Coppin profile

3822 Full Time student body

352Full Time employees

Inner city campus with strong

community ties as an

Historically Black College

Incredible desire to break the mold

And so it began.


5/21

The Request-to-Fill

Business problem

Slow processing of new and rehired employees

Request to fill process is paper based & requires

6 signatures

Often done after verbal approvals, memos, and

employee hired

Employees often wait several pay cycles to

receive first pay check

Contract renewals follow the same process


6/21


7/21

Obstacles

Resistance to change

Finding true bottle-necks

SatisfyingAudit Requirements

The Planning Process


8/21

Strategy

Focus group sessions

Analysis of current data flow

Analysis of information and when each segment

was known

Analysis of available tools in PeopleSoft

Design, build, and test a prototype

Roll out pilot groups

Assess and tune

Roll out to all departments


9/21

Focus group sessions

White board, hands on system tests,

brainstorming the design

IncludeAcademic Department Administrators -

needed feedback, folks to test

Talk through the whole process with

everyone in the same room

Re-Think the process and re-design it then

Follow up

Identified our Biggest source of pain:

Returning Adjunct Faculty

College Work Study

Eliminate the last minute syndrome


10/21


11/21

Analysis of information

First,

We took a hard look at our RTF

document. What we saw was that

the RTF could be viewed as two

separate entities:

1. the Job Requisition describes the job opening to

be filled

2. the Applicant Data describes the person

being considered to fill the job opening


12/21

Second,

We identified the time frame

when certain information

is known

1. Information about the job itself is known as

early as spring for fall semester

2. some planning happens prior to the next fiscal

year and fall semester

3. Information about the employee falls much

closer to when they will begin work


13/21

Evaluation of PeopleSoft tools and

Functionality

PeopleSoft provides both Job Requisition and

Applicant tracking functionality

eRecruit module did not fit the multi-level

approval requirements

PeopleSoft Workflow could be used to

automate the approval process


14/21

PeopleSoftWork Flow

PeopleSoft Workflow is based on three

components:

Rules The rules which govern the business

process

Roles Defines how people fit into the

workflow process

Routings Determines which role owns the

process at each step


15/21

Workflow Design ToolEvent Rule Criteria Worklist Attributes Mapping

Event that triggers

workflow engine

Record/Field values that tell the

system what to do next

Where to send the user when

they select the work list item

What to do with the work list

item once they have used it

Allowable options

Role to receive the work list item

How to determine specific user(s) to receive work

list item

Key data element(s) needed to access data row(s)

Message text for work list

Example:

Area VP Approves Record = CSC_ OB_REQ_RTF

Requisition Status = 'Open'

VP Approval Status= 'A'

Component= ob Requisition

Page = Requisition Page

Mark worked when= Saved

Transferrable = Yes

Timeout Days= 10

Role= WF_BUDGET_DIR

Specific Routing= N/A

Message fields= Requisition Number

Work List Message= ' ob Requisition to Review'

Detailed Workflow Design Methodology


16/21

Design Principles

Retain original purpose of the RTFForm as aplanning tool

Enter information at the time it is known

Add to rather than modify existing system

Re-Use information where ever possible

Push control of data out to its source


17/21

Start

pen a equisition

Depart ent

ole

Dean / Director

ole

Area VP ole

evie

and Approveor eject

H

ole Grants ole

evie

and Approveor eject

Title III Grant?Yes No

Budget

fficer

ole

evie

and Approveor eject

evie

and Approveor eject

Budget

Ad

inistrator

ole

Executive(s)

evie

and

orrectif needed

Applicant

ith

fferAccepted?

No Yes

Hire

Enter ApplicantData

Print TF

SignatureApproval

RTF Process Flow

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

Signed

Paper

ork

ejection ejection ejection ejection ejection ejection ejection ejection

HireHireHire

Dean/Dir

Ad

in Assist

VP Ad

in

Assistant

esearch

esearch

E

ployee


18/21

Plan for roll out

TEST, TEST, TEST!!!

Train the person who prepares the RTF today

Train all those in the Approval loop

Pilot Academic Departments heavy users

Note all feedback and fine tune


19/21

This is a work in progress

Is there more we can do withWORKFLOW?

Training: using EUT module for RTF page

and all hire pages.Pre-encumbering at the Budget approval

level.

Keep and open mind!


20/21

The EndIf you are interested in seeingRequisition WORKFLOW Please

contact Cindy Kelly 410-951-3671 or

[email protected]


21/21

Start

pen a equisition

Department

ole

Dean / Director

ole

rea

P

ole

evie

and

pproveor eject

H

ole rants ole

evie

and

pproveor eject

Title III

rant?Yes No

Budget fficer

ole

evie

and

pproveor eject

evie

and

pproveor eject

Budget

dministrator ole

Executive(s)

evie

and

orrectif needed

pplicant

ith

ffer

ccepted?No Yes

Hire

Enter

pplicantData

Print TF

Signature

pproval

RTF Process Flow

Signed

Paper

ork

ejection

HireHireHire

Dean/Dir!

dmin!

ssist

"

P!

dmin!

ssistant

esearch

esearch

Printable Version

Property of Coppin State College

3rd internal coppin

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