Presentation by Smart ERP Solutions on the economic drivers, considerations and benefits of automating PeopleSoft HR processes. Areas and solutions to automate PeopleSoft HR Processes covered include Onboarding/Offboarding and electronic Personnel Actions to replace common use of paper forms.

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The Economics of Automating
PeopleSoft HR Processes
Doris Wong, CEO
Smart ERP Solutions, Inc.
July 25, 2013

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• About SmartERP
• The Economics of HR Automation
• Process Automation for PeopleSoft HR
– Onboarding New Hires
– Personnel Actions
• Q & A
AGENDA

3. About SmartERP:
• Pre-built, packaged,
proven solutions
• Highly configurable – tailor
to YOUR needs
• Customer driven
requirements
• Affordable
• Integrated with existing PS
apps
• Architected as add-on
solutions
• Avoid customizations
• Low-cost
• Minimal risk
• Release independent – no
upgrade required
• On Premise solution
• Rapid implementation
• Deep PeopleSoft
knowledge & experience
• Unique best practices for
implementations &
upgrades
• PeopleSoft data model and
existing data
• Current PeopleSoft
business rules and
processing
• End-user PeopleSoft skills
• Infrastructure and
technology
Extend Functionality Improve ROI Get Faster Results Leverage Existing
Investment
Human Capital
Management
Financials and
Supply Chain
Campus
Solutions
Innovative Solutions & Services for PeopleSoft
Common – Critical – Complementary

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The Economics of HR Automation

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The average U.S. office worker uses 10,000
sheets of paper each year.
US EPA Data, 2011

6. 100,000
docs/year
Over 10% of all
documents are
lost or misfiled
File Docs
$
Find Misfiles
Reproduce Lost Docs
$$$$$$
$$$$$$$$$$$
PriceWaterhouseCoopers
$4,000,000
10,000
docs/year
$400,000
Searching
Reading
Other
Professionals spend
5 to 15% of their
time reading
information, but up to
50% looking for it.
Time spent to locate a
document is equivalent
to commercial ad time
during a single hour of
television.
Paper Files are Costly
$25,000 to fill
$2,000/yr to maintain
Delphi Group
PriceWaterhouseCoopers
Gartner Research

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after a catastrophic loss of paper-based records
The Paperless Project,
70% of today’s businesses would
fail within 3 weeks

9. Administrator
Typical Manual Business Process
Complete Paperwork
Interoffice Routing
Request Add’l Info
Amend Paperwork
First Approval
First ApproverInitiator
Second Approver
Paperwork Missing
Paperwork Found
Approval
Track Down Missing
Paperwork
Final Approval Complete Data Entry

10. Administrator
Automated Business Process with Online
Documents
Complete Request
Automated Routing
& Workflow
Request Add’l Info
Amend Data
First Approval
First Approver
Initiator
Second Approver
Approval
Final Approval
Coach Employees
Destress
Analyze Data
Vacation

11. Still Using Paper and Manual
Processes?
Poor User Experience
Time Consuming
Replace with Electronic Forms and Automated
Business ProcessesStreamlined, online process Online Admin Tools, Status Reports
Online forms, eSignature Reduced Admin Time & Effort

12. Reduce
Operating Costs
Increase
Productivity
Improve Data
Security
Higher Quality
Data
Reduce Admin
Time
Better Service
Levels
Ensure
Compliance
Environmentally
Sound
Value of Electronic Forms and Automating
Business Processes

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Process Automation for PeopleSoft HR

14. Opportunities for Automating HR Business Processes
Onboarding and Offboarding
Personnel Action Requests
• Hire/Rehire
• Separation
• Job Changes
• Interdepartmental Transfers
• Retroactive Pay Adjustments
• Compensation Changes
Annual Performance Reviews
Open Enrollment
Certifications

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Automating Onboarding

16. Average 1st Year New Hire Attrition
22.7%
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group

17. New Hires
Often Feel
New Hires
Should Feel

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Turnover is Costly
Recruiting a Replacement $
Compensation Paid to Departing Employee $
Training (Classroom & On the Job) $
Hiring Manager and Work Team Time $
Lost Productivity $
Total Cost 50% – 150% of Annual
Salary

19. What Drives Turnover?
Problems with Hiring
Process
Inadequate
Candidate Pool
Poor Onboarding
Poor Mgr / New
Hire Relationship
Role Not as
Expected
Failure to Connect & Build Relationships

20. Average 1st Year New Hire Attrition
22.7%
PwC Saratoga 2011/2012 US Human Capital Effectiveness Report
Onboarding 2011, The Path to Productivity, Aberdeen Group
4%*
*With Onboarding Best Practices
1st Year New Hire Attrition

21. Key Onboarding Activities
0% 20% 40% 60% 80% 100%
New Hire Clubs
Other
Buddy System
Team Building
Provisioning
Employment Elig Verification
Benefits Enrollment
Forms Completion
Aberdeen
Bersin
Strategic Onboarding: Insight & Analysis, Bersin & Associates, March 2010, Aberdeen Onboarding 2010/2011

22. Who to Onboard
New
Hires
Temporary
Employees
Consultants
Internal
Transfers
M&A
Employees

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Smart Onboarding
Configurable
Criteria-based
Processes
Automated
Forms
Management
Task
Management
Socialization
Tools
Administrative
Support
Delivered
Onboarding
Metrics
Integration with
Applicant
Tracking
System
Delivered PS
HCM Integration

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One Size Doesn’t Fit All
Vary Onboarding Process Based On:
•Role or Job
•Generation
•Location
•Culture
•FT/PT/Temp Status

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Smart Onboarding
Demo

26. Automating Personnel Actions

27. Benefits of Automated Personnel
Transactions
• Simplified & Streamlined Process
• Contemporary User Interface
• Configurable, Rules-Based
• Automated Routing
• Online Approval Tracking
• Electronic Audit Trail
• Electronic Records Retention
• Low Cost of Ownership
• Removes Paper, External Sources &
Manual Processes

28. Electronic Request Replaces Paper

29. Personnel Transaction Types
HR Transactions Type of Transactions
(not inclusive)
Dept.
Admin.
Manager
Hire •New Hire
•Rehire
X X
Separation •Resignation
•Retirement
•Termination
X X
Job Changes •Position Change
•Job Code Change
•Title Change
•Salary Change
•Supervisor Change
X X
Interdepartmental Transfers •Department Change
X X
Retroactive Pay Adjustment •Transaction driven
X X
Others •LOAs, Others X X

30. Smart Personnel Action Requests
Electronic Record Retention and Audit Trail
Automated PeopleSoft Employee Data Updates
Electronic Workflow Approval Routing
Online Smart Personnel Action Request
Personnel
Action Forms
External Form
Source
Manager
Self-
Service

31. Solano County Automates
Personnel Transactions

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The Goal: Replace paper-based HR forms with
automated online processes

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Challenges
Inconsistent Business
Rules
Decentralized
Organization Structure
Tight Budget
Constraints

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The Solution – Smart PAFTM
Flexible,
Configurable
Quick to
Implement
Integrated within
PeopleSoft

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The Results
• End to end HR processes automated
and streamlined
• Automated approvals and seamless
updating of Human Resources data
• Enhanced visibility and accountability
of transactions
• Improved effectiveness
• Dramatically reduced cycle times
Automated
Streamlined
Simplified

36. Solano County Department of HR
Recommendation to Board of Supervisors
“. . . countywide, departments and HR
process approximately 5,400 PAF per
year. . . Staff estimates a 300% ROI for
this project in its first full year.”

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Smart Personnel Transactions Demo
• Electronic Transaction Request
– Promotion with Pay Rate Change – Retroactive
– Electronic Request
– Configurable Workflow Approval – 4 approvals required
• Smart Personnel Transaction Processing
– Automatically validates and populates employee data
– Correctly updates PeopleSoft upon final approval
– Creates Audit Trail
– Retains record of transaction and approvals

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Demo:
Smart Personnel
Transactions

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Q & A

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“The will to win is not
nearly so important as
the will to prepare to
win.”
-Vince Lombardi

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For more information on employee
onboarding best practices and automating
your process, contact:
Telephone: 925/271-0200
Email: sales@smarterp.com

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APRIL 7-11, 2014
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Center
Las Vegas, Nevada
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