UNC School of Medicine
Human Resources
Representatives Meeting
Monday, July 22, 2013
10:30am – 12:00pm
DR. HARVEY LINEBERRY:
WELCOME & ANNOUNCEMENTS:
 HR Representative Meeting Notification
 Freeze Notice
2
Tara Coble-Herring
Service Center Introductions:
 Jennifer Adams
Departments:
 Center for Women’s Health Research
 Center for Aging
 Neuroscience Center
 Program for Molecular Biology and
Biotechnology
 Kidney Center
3
Nicole Šebik
Finance Training & Communications,
SOM Finance & Business Operations
Salary Source before…
Salary Source after…
Business Unit
• UNC Chapel Hill
• UNCCH
• Medical Foundation
• CHMED
• UNCCH Foundation
• CHFDN
Account
•
•
•
•
•
1xxxxx = Assets
2xxxxx = Liabilities
3xxxxx = Fund Balance
4xxxxx = Revenue
5xxxxx = Expense
SPA On Campus
1212 = 512120
Social Security
1810 = 518100
1810 = 515110
Death Benefits
1567 = 515670
1567 = 519170
Just remember…
School of Medicine:
HR Representative Meeting
Workflow and Gideon Taylor Demo
Vicki Bradley, Sr. Director
Office of Human Resources
July 16, 2013
Agenda
• Workflow Overview
• Gideon Taylor Update and Demo
• Questions
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Current HR/Payroll Focus
• Utilizing a bolt-on solution for HR forms and workflow
—
Vendor: Gideon Taylor; their product is designed to work with
PeopleSoft and used by major universities around the world
—
Will create forms and workflow for HR processes; seamless experience
for users; looks and feels like PeopleSoft
—
Workflow vetted by Stakeholders
—
Demo today
What is Workflow
• Workflow is functionality that automatically routes
transactions, forms, notifications, etc. through an approval
process. It will be based on UNC business requirements and
policies.
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Goal of Workflow at Carolina
• Create appropriate approval paths based on dynamic business
rules to trigger minimal routings while meeting departmental
processing and approval requirements.
• Only include those that need to know in routing.
• Standardize routing rules across the University.
• Identify opportunities to reduce workflow through the use of
alternatives, such as notifications or scheduled/automated
reports.
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Workflow Overview
• Workflow integrates user activities and routes data from one
user to the next.
—
Some transactions may require multiple Approvers.
Originator
Approver 1
Approver 2
• Originators and approvers can:
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—
Delegate tasks to others if they are unavailable.
—
See where an action is in the workflow process.
Approver 3
Workflow Process
•
Workflow begins when a transaction is submitted for
approval and ends when the last authorized user takes
action:
Transaction
submitted
Transaction
routed
for approval
Approver
receives
notification
via email
and/or
Worklist*
Approver
reviews
on
Worklist
and takes
action
Transaction
routed to
additional
approvers as
required
Transaction
is approved
or denied
(or placed
in pending
status)
*Note: Notifications that let Approvers know a transaction is waiting for them are
generated automatically every time a new transaction is added to the Worklist.
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The Three R’s of Workflow
• Rules: UNC’s policies and procedures dictate the workflow and
specify the authorized users and approvers.
—
Example: Faculty compensation actions route to the Provost Office for approval;
SPA compensation actions route to Central OHR.
• Routing: A defined path for transactions and notifications that
link activities required for a task.
—
Example: Path in an approval process such as Department (Approver 1) to
School/Division (Approver 2)
• Roles: Authorized users who take action at each step in the
workflow are controlled by rules.
—
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Example: Department HR Approver role, School/Division Approver role, Provost
HR Approver role, etc.
Originator Roles
• Business requirement for fewer, more proficient system
originators using PeopleSoft.
• Varying Access Levels
—
Basic Access – Ability to originate high volume, simple transactions.
o
—
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Includes lump sum payments, salary source changes, and student actions.
Full Access – Ability to originate complex transactions.
o
Includes other SPA and/or EPA permanent and temporary personnel actions (in
addition to lump sum payments, salary source changes and student actions).
o
Schools/Divisions given a “seat” allocation based on volume of transactions
o
Departmental security access
Approval Roles
Level 0
Originator
Level 1
Approvers
(Optional)
Level 2
Approvers
(Required)
Level 3
Approvers
(Dept.,
School/Div.,
UBC, or Central
Office)
(Dept.,
School/Div.,
or UBC)
(School/Div.,
or UBC)
(Central
Office)
Level 1 and Level 2 both have three workflow roles:
• HR Representative
• Budget Representative
• Student Approver (Optional)
Rules
• No originator can initiate an action where they are the subject.
• No one can approve an action that they originate.
• An action must be approved at the School/Division Level before
routing to a central office.
• Actions route through the primary dept approval structure.
• Additional approvals may be required from secondary depts
• All actions will get routed through funding dept if funding changes
• Rules will also vary by type of action:
Add a New Employment Instance
Add/Update Person of Interest
Add/Update Position
Demotion
Faculty Promotion
FTE-Standard Hours Change
Funding Source Change
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Funding Source Change – Retroactive
Hire
Job Data change
Leave of Absence – Paid
Leave of Absence – Unpaid
Lump Sum Payment
Pay Rate Change
Rehire
Reporting Change
Return from Leave
Suspension
Termination
Termination with Pay
Transfer
Worklist
• A Worklist is an organized list of work items that need to be
addressed (just like the HRIS InBasket or HR Central Inboxes).
• The Worklist displays notifications and transactions routed to
an Approver.
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—
Worklist entries are prioritized based on the order of arrival, but can be
re-sorted based on user preference.
—
Worklist items are updated in real time.
—
Worklist should be checked regularly.
Gideon Taylor
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Who is Gideon Taylor?
• Gideon Taylor is a PeopleSoft custom forms and workflow
solutions provider for business, government organizations, and
educational institutions
• Higher ed clients include:
—
University of Massachusetts
—
University of Utah
—
University of Florida
—
University of Maryland
—
James Madison University
—
Oklahoma University
Why Gideon Taylor?
• Original plan was going to be a VERY large programming and
configuration effort
—
Purchased Gideon Taylor bolt-on software rather than implement
significant customization for workflow
• Easier to maintain for business process and policy changes
• eForms will provide a more user-friendly experience
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—
Provides a step-by-step process
—
Presents only data entry fields that are relevant
—
Allows multiple actions to be created using one form
—
Offers expanded worklist search and sort capabilities
ePersonal Action Request (ePAR ™)
• Gideon Taylor’s suite of pre-developed eForm templates for
personnel actions, including:
—
Hires, rehires, transfers, additional jobs
—
Pay changes, promotions / demotions, reclassifications, FTE changes,
funding changes, data changes, position changes
—
Terminations, retirement, leaves of absence
Gideon Taylor Sample Form
(Status Change)
Initiating a Form:
Select an Employee
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Status Change
Termination: Dishonesty
Status Change
Termination: LOA Medical
Status Change
Termination: Death
Workflow Routing
Approving a Form
The Worklist
• The Worklist displays detailed information regarding the
pending transactions:
Individual who
submitted the
work item
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The action that
generated the
workflow item
Link to the target
page where the item
can be worked on
Click to mark item
as complete if
needed
Evaluate an ePar
Approval Review
Approval Summary
Approved Action Saved
to PeopleSoft
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Developing UNC Forms
Scope for Go Live
• Current Scope:
—
Hire
—
Job Changes
—
Status Change
—
Person of Interest
—
Position Request
—
Lump Sum Payment
—
Funding Swap
• Future Scope:
—
Annual Raise Process
—
Other modules, etc.
Adapting the Delivered
“Funding Swap” Form
UNC Hire / Rehire / Transfer Form
(Gideon Taylor Demo)
Home Page
50
Start a New Form
51
Hire an Employee
52
Hiring an Employee
53
Hiring an Employee
54
Hiring an Employee
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Hiring an Employee
Military Status
56
Hiring an Employee
Military Discharge Date
57
Hiring an Employee
Identity Data – Save Message
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Hiring an Employee
Job Information: Job Family
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Hiring an Employee
Job Information: EPA Job Group
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Hiring an Employee
Job Information: SPA Job Group
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Hiring an Employee
Job Information: Position Number
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Hiring an Employee
Job Information: Vacancy ID
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Hiring an Employee
Job Information: UNC custom fields
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Hiring an Employee
Job Information: UNC custom fields
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Hiring an Employee
Job Information: EPA Fields
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Hiring an Employee:
Job Information: Faculty Fields
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Hiring an Employee:
Compensation and Distribution
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Hiring an Employee
Finalize the Form
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Questions?
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Project News and Info
• Project website – one location for everything you need to know
about ConnectCarolina:
ccinfo.unc.edu
• Links to webinars, project documents, timeline, lists of campus
representatives, and more
—
Link to town hall recording, including demos on New Hires, Reporting and
ELM-Training Enrollment http://www.youtube.com/watch?v=YOabKJg7k3Y
• E-mail newsletter – bi-weekly; sign-up on home page of project
website – quick and easy!
• Contact the project: [email protected]
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Matt Hawkins
 SOM Work Flow
 Data Clean-up
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Data Clean Up Initiatives
• Formal Data Cleanup Processes (cont.)
– Distributed data clean-up activities at the
Campus HR Facilitator Meeting in October;
reminder at the January meeting
• Formal Data Cleanup Processes
– Will be an iterative process to address
different project needs
– Round 1 – Complete
• Name issues (blanks in name, suffix in name, etc)
• Positions which have been vacant for one year
• EPA Employees who are active beyond scheduled
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end date
Data Clean Up Initiatives
• Initial data cleanup requested of HR
Campus Units
– Round 2 – Completed
• Mapping of EPA NF “Other” Ranks to approved job
codes
• Employee versus position data mismatch
• Invalid rank/rank modifier combination
– Round 3
• Vacant Positions and Position Updates
• Degree Clean-up
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Vacant Positions / Recruitment
• Positions (EPA &
SPA) vacant over 1
year must be
abolished!
• Develop a recruitment
plan for vacant
positions that are not
abolished.
• Review recruitment
initiatives with faculty
/ management.
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Data Clean Up Initiatives continued:
• Keeping Data Clean
– Review Actions to ensure all data is present
(reporting relationships, documentation, rank,
etc)
– Ensure department rank and position rank are
equal
– Ensure FTE is appropriate
– Ensure a secondary rank is appropriate
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PLEASE MAKE SURE YOU SIGNED IN:
NEXT MEETING:
AUGUST 20, 2013
10:30am – 12:00pm
BIOINFORMATICS AUDITORIUM
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