copyright © 2008 gideon taylor consulting. all rights reserved saturday, october 11, 2014 gt eforms...

COPYRIGHT © 2008 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED

Tuesday, April 11, 2023

Gt eForms Library


AgendaIntroductions

Collaborative Community

GT eForm Clients

HR eForms – ImplementedPersonal Data Change

Persons of Interest (POI)

Additional Pay

Position Request

Manage Personal Workflow Preferences

Paperless I-9 and E-Verify

Wakefern

HR eForms – Proposed

Faculty Profile

Faculty Offer Letters

Recruit

eTime

Financial – Invoice eForm


New FunctionalityIn 2008, while other companies cut their R&D, Gideon Taylor

made substantial product development investments. GT Paperless I-9™ / GT E-Verify Integration™ GT Personnel eFile™ Invoice eForm for A/P eForm Admin Console Functionally Easy Workflow Online Approver Lists Online HTML Email Management Online Home Page Management Visual Ifs – Easy Filters and Expressions Process Visualizer Version and Patch Tracking eForm Migration Tools GLIB Class Hierarchy


Collaborative Community

All clients are members of the GT eForms and ePAF™ user community

Members contribute their eForm templates to a shared library which can be accessed by the user community

Templates are code-only, and include no organization-specific data

Clients may acquire these templates from Gideon Taylor for use in their organization at no additional cost


eForms Clients


Personal Data Change

Personal Data ChangeDisplays the current information as display only and provide open fields for pre- populated for the initiator to update.



Used by the department rep to update Personal Data for their employees. Typically this routed to HR for approval then insert into the appropriate PeopleSoft record(s) for the employee



Attachment functionality is included so the department can forward to HR backup documentation.

A comments section is provided to provide the departments a way to communicate with HR any additional information


Person of Interest (POI)

Person of Interest form was developed to take advantage of the POI functionality in 8.9 that allows you to add a POI to the system creating Personal Data without Job Data. Some clients are using this form to trigger creation of security prior to hire for employees



Personal Informationand address is entered



Phone and Email



Identify Information



Form messages alerts the user to special requirements

Attachment functionality is included so the department can forward to HR backup documentation



A comments section is provided to provide the departments a way to communicate with HR any additional information


Additional Pay

Additional Pay is used to add supplemental Pay to the Employee’ s record. Upon final approval the Additional Pay record is updated


Additional Pay

Additional Pay supports attachments to allow the initiator or attached supporting documents to the Additional Pay request


Position Request

Position request form provides the department user the ability to add a new position, update or inactive an existing position.


Position Request

For the Add the department enters department details about the new position


Position Request

Then the department enters details about job for the new position


Position Request

Then the department enters budget details for the new position


Position Request

The attachment section allows the department to route justification documentation with the form


Position Request

Comments can be added and tracked for the initiator and approvers


Manual Request

Manual RequestUsed by departments to communicate with HR changes that can not be done via a ePAF. This is typically routed from the department to the HR representative for that department.



Manage Personal Workflow Preference allows the user to assign by department a proxy and multiple alternates



The user selects the department they want to update. If the user has multiple department then they will need to complete a form for each department where they want to assign a proxy or alternate



In the proxies section, click the + sign and enter an Empl ID. By default the requested action is set to granted. To revoke a proxy assignment, click the Revoke button. In the Alternates section, click the + sign and enter an EmplID. To add multiple alternates, click the + sign to insert a row and then enter Emplid. To revoke an alternate approve, click the – sign to delete the row.



A form message is used to track that the user is authorizing the proxy or/or alternate change



Typically there is no approval routing for this form so upon submit it updates the system


Automated Benefits

The Automated Benefits form was developed to notify payroll that a terminated employee’s benefits could not be terminated because there was a sick and/or vacation balance owed


Automated Benefits

Comments can be added and tracked. On submit it is routed to Benefits to manually terminate benefits


Paperless I-9 and E-Verify


Wakefern

Form Direct Deposit

Payroll Deductions

Dependent/Beneficiary

Emergency Change Non Self Service

Benefit Enrollment/Change

FSA Benefit Enrollment

Health Enrollment/Change

Customer Incident eForm

Leave Processing – LOA/PLA/RFL

Payroll Daily Adjustment Form

Personal Changes

Performance Reviews

Form W-4


Proposed Solutions

Following are solutions that have been proposed to clients to meet business requirement that have not yet been implemented


Faculty Profile At OUHSC each college is tracking lots of information about their employees that is not currently tracked in PeopleSoft. This results in redundant data entry and multiple databases that need to be maintained.

Examples of this data include:

Administrative Titles

Tenure

Education

AAME Degree Code

Degree

Awards

Certifications

Graduate Teaching Eligibility


Faculty Profile

In version 9.0 PeopleSoft delivered Person Profile that can be configured to manage tracking of employee data such as educations, qualification, responsibilities, etc


Faculty Profile

We recommended creating an eForm that would for each employee look at the User Profile group to see what achievements are being tracked for that employee then display achievements that have a record that can be and those that can be tracked but have no current record.



The University of Oklahoma has recognized an opportunity to improve their business processes by automating the sending of letters to new Faculty from the Provost office. OU has asked Gideon Taylor to provide a solution that will allow them to save time and effort in generating these Provost letters.



We recommended a wizard driven eForm that would let the initiator build the eForm with many of the fields populated with information for PeopleSoft.

The approver will be able to edit letter in the eForm and the final document will be saved to the employee’s hire ePAF.


Faculty Offer LettersA Letter Template Setup Component will be built to manage the default letter contents.

The Letter Template Setup Component will:• Store the default contents of the letter in multiple, sequential paragraphs or blocks of text.

• Insert SmartSource tags (intelligent bind variables) to pull in data from PeopleSoft tables, such as the Academic Title.

• Use Visual Ifs (functionally- or technically-defined conditions) which will specify whether a block of text gets included in the letter or not;

• Specify whether a text block will be editable in the letter itself.

• Specify a Word, PDF and HTML template into which text from this type of letter can be populated.

• Provide a Document Preview feature, which immediately displays the template text in Word, PDF or HTML email format.

• Specify default Roles or User IDs who will act as Reviewers, Signatories, and CCs.


Recruit

Develop an eForm that will do a “Quick Apply” for applicants

Develop a conditionally based job opening eForm that will require only the fields required for each type of opening including a clone feature.

Create a posting library that will contain reusable copy blocks required for posting.


GT eTime™

GT eTime™ can provide employees with a simple, guided process to enter both time and absence information. The resulting eForm routes through a completely customizable approval process, and after final approval, enters itself into the appropriate PeopleSoft system or systems. Target systems can include Time and Labor, Payroll ,Absence Management and/or Leave Accrual in Base Benefits.


GT eTime™The GT eTime™ solution includes the following features:

Enter time and absence information into the same simple eForm.

Multiple, customizable entry pages optimized for different entry types: positive pay, exception pay and different pay period durations. Custom pages without customizing delivered PeopleSoft!

Real-time, auto-updated leave balances.

Both PeopleSoft edits and custom edits are applied as time is entered, so it has to be right!

Entry can be disallowed to pay periods for which payroll has been run.

Approval paths can be different for different business cases, including ad hoc approvers and notifications.

Easy, automated entry into PeopleSoft


GT eTime™ – Home Page


GT eTime™ - Search

Search by EmplID, Pay Period, First Name, Last Name


GT eTime™ - Time Entry

Employee Data record displays the current balance for leave accrual and populates the workdays based on the employees work schedule


GT eTime™ - Quick Entry

The quick entry can be used to enter exceptions to schedule for a day or range of days


GT eTime™ - Leave Balances

Once the leave time is entered the leave balances are reduced


Invoice eForm- Home Page


Invoice eForm - Search

Search fields includeVendor IDInvoice TypeShort Vendor NameVendor Name


Invoice eForm – Invoice Type

The first step to select Invoice Type. Depending on the invoice type the fields for the invoice type conditionally display


Invoice eForm- Invoice Detail The user then

inputs the details of the invoice.

The form can be configured to load the eform a vendor file or to allow the vendor to enter the invoice and route for approval


Invoice eForm

Form messages can be added to the eForm to enforce invoice rules


Invoice eForm- Form Results

After submit the Invoice eForm routes for approval based on the approval rules


Annual Reviews

Annual Compensation Budgeting and Update

FLSA Management

Disciplinary Action

Future GT eForms for HR


Future GT eForms for Financials

Accounts PayableVoucher ApprovalsVendor Approvals/SetupMatch Exceptions

General LedgerJournal Entry ApprovalAccount Code RequestChartfield Setup

PurchasingRequisition Approval


Future GT eForms Combining Financials and HR

GL Account Code Request – Account is requested and Approved in Financials then updated in HR

Budget Request Change and Annual Budget – When approved the transaction will Update Budget module and Position Budget in HR


Student SystemsPass list – Generate list of student who receive passing grade and route to module leader upon approval update Gradebook

Chairs Action - Marking tutor (held on Peoplesoft), enters a grade into Gradebook after the assessment board process complete, (Late Grade) and it routes to Chair for approval then updates Gradebook.

Attendance Monitoring - a text message is sent to student who skips class and tracks responses

Module change after initial 2 week grace period- routes to teacher and upon approval by teacher sent notification to Finance to manage tuition fee adjustments

Transcript request online – including collection of fees

Student Complaints Management

Grade Query - a student questions their grade routes to module leader to verify or deny then back to student if approved update Gradebook.


When is a GT eForm Solution Indicated?

If a business process matches one or more of these features / needs:• Fluid business process – needs functional user / Business

Analyst-level maintenance• High transaction volume • Paper form replacement• Complex entry rules• Casual user base• Need electronic signatures• Workflow / approval process• Notifications• Interface with / combine data from multiple systems• Store form / transaction data in searchable format• Enter data into PeopleSoft or other system• Need for audit trail• Tie imaged / desktop documents to electronic record


GT eForms Offers Unlimited Possibilities

The GT eForms framework provides the ability to create eForms for any PeopleSoft module. GT eForms

can revolutionize any business process!


Questions?

copyright © 2008 gideon taylor consulting. all rights reserved saturday, october 11, 2014 gt eforms...

Documents

gideon taylor consulting

rights reserved person

rights reserved eforms

new position slide

additional pay request

additional information

email slide

employee slide