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8/8/2019 3rd Internal Coppin
1/21
8/8/2019 3rd Internal Coppin
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
8/8/2019 3rd Internal Coppin
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It began with a Vision:
Dont just implement software
Look at our processes
THEN
re-engineer them to take advantage of
PeopleSoft
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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.
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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
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Obstacles
Resistance to change
Finding true bottle-necks
SatisfyingAudit Requirements
The Planning Process
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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!
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The EndIf you are interested in seeingRequisition WORKFLOW Please
contact Cindy Kelly 410-951-3671 or
ckelly@coppin.edu
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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
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