Gt eForms Library
Saturday, July 29, 2017
COPYRIGHT © 2008 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Agenda
Introductions
Collaborative Community
GT eForm Clients
HR eForms – Implemented
Personal 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
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New Functionality
In 2008, while other companies cut their R&D, Gideon Taylor
made substantial product development investments.
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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
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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
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eForms Clients
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Personal Data Change
Personal Data Change
Displays the current
information as display
only and provide open
fields for prepopulated for the
initiator to update.
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Personal Data Change
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
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Personal Data Change
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
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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
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Person of Interest (POI)
Personal Information
and address is
entered
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Person of Interest (POI)
Phone and Email
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Person of Interest (POI)
Identify Information
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Person of Interest (POI)
Form messages
alerts the user to
special requirements
Attachment
functionality is
included so the
department can
forward to HR
backup
documentation
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Person of Interest (POI)
A comments
section is
provided to
provide the
departments
a way to
communicate
with HR any
additional
information
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Additional Pay
Additional Pay is
used to add
supplemental Pay
to the Employee’ s
record. Upon final
approval the
Additional Pay
record is updated
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Additional Pay
Additional Pay
supports
attachments to
allow the initiator or
attached supporting
documents to the
Additional Pay
request
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Position Request
Position request form provides the
department user the ability to add a new
position, update or inactive an existing
position.
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Position Request
For the Add the
department
enters
department
details about the
new position
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Position Request
Then the
department
enters details
about job for the
new position
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Position Request
Then the
department
enters budget
details for the
new position
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Position Request
The attachment
section allows
the department
to route
justification
documentation
with the form
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Position Request
Comments can be
added and tracked
for the initiator and
approvers
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Manual Request
Manual Request
Used 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.
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Manage Personal Workflow Preferences
Manage Personal
Workflow Preference
allows the user to
assign by department
a proxy and multiple
alternates
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Manage Personal Workflow Preferences
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
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Manage Personal Workflow Preferences
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.
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Manage Personal Workflow Preferences
A form message is
used to track that
the user is
authorizing the
proxy or/or
alternate change
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Manage Personal Workflow Preferences
Typically there is
no approval
routing for this
form so upon
submit it updates
the system
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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
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Automated Benefits
Comments can be
added and tracked. On
submit it is routed to
Benefits to manually
terminate benefits
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Paperless I-9 and E-Verify
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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
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Proposed Solutions
Following are solutions that have been proposed to
clients to meet business requirement that have not
yet been implemented
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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
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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
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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.
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Faculty Offer Letters
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.
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Faculty Offer 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.
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Faculty Offer Letters
A 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 .
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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.
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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.
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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
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GT eTime™ – Home Page
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GT eTime™ - Search
Search by
EmplID,
Pay Period,
First Name,
Last Name
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GT eTime™ - Time Entry
Employee Data
record displays
the current
balance for
leave accrual
and populates
the workdays
based on the
employees
work schedule
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GT eTime™ - Quick Entry
The quick
entry can be
used to enter
exceptions to
schedule for a
day or range
of days
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GT eTime™ - Leave Balances
Once the leave
time is entered
the leave
balances are
reduced
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Invoice eForm- Home Page
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Invoice eForm - Search
Search fields include
Vendor ID
Invoice Type
Short Vendor Name
Vendor Name
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Invoice eForm – Invoice Type
The first step to
select Invoice
Type. Depending
on the invoice type
the fields for the
invoice type
conditionally
display
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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
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Invoice eForm
Form
messages can
be added to the
eForm to
enforce invoice
rules
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Invoice eForm- Form Results
After submit the
Invoice eForm
routes for approval
based on the
approval rules
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Future GT eForms for HR
Annual Reviews
Annual Compensation Budgeting and Update
FLSA Management
Disciplinary Action
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Future GT eForms for Financials
Accounts Payable
Voucher Approvals
Vendor Approvals/Setup
Match Exceptions
General Ledger
Journal Entry Approval
Account Code Request
Chartfield Setup
Purchasing
Requisition Approval
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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
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Student Systems
Pass 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.
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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
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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!
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Questions?
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