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Transcript of COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Down the Rabbit Hole: Electronic...
![Page 1: COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Down the Rabbit Hole: Electronic Forms and Business Process Automation Regional HEUG Conference.](https://reader030.fdocuments.in/reader030/viewer/2022020117/56649e675503460f94b62580/html5/thumbnails/1.jpg)
COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Down the Rabbit Hole: Electronic Forms and Business Process Automation
Regional HEUG ConferenceSummer/Fall 2015
Presenters:Paul Taylor, President and CEOScott Antin, VP Business DevelopmentLani Urreta, Manager, Process Consulting Services
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
What are we talking about today?
• Business Process Automation Projects are usually done to simplify complex processes
• Choosing the perfect tool is only one piece
• Complexity can come from any of the other pieces:o Deciding and maintaining scope
o Analysis and Design
o Implementation Goals and Communication
• What are some of the rabbit holes and how can we best avoid them, and others?
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Gideon Taylor Consulting
Gideon Taylor, headquartered in Pleasant Grove, Utah, is a PeopleSoft custom solutions provider for business, education and government organizations.
GT’s MISSION is to revolutionize business processes through innovative automation strategies, integration and custom development expertise, and electronic forms technology.
GT’s VISION is to help our clients work simply, effectively, efficiently, and flexibly.
Founded in 2001 by Paul Taylor,Original creator of GT eForms™ and ePAF™
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
![Page 5: COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED Down the Rabbit Hole: Electronic Forms and Business Process Automation Regional HEUG Conference.](https://reader030.fdocuments.in/reader030/viewer/2022020117/56649e675503460f94b62580/html5/thumbnails/5.jpg)
COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
HCM
Financials/Supply Chain
Campus Solutions
GT eForms™ Library for PeopleSoft
GT ePAF™
GT OnBoarding™
GT eVoucher™
GT Paperless I-9™
GT E-Verify Integration™
GT Personnel eFile™
GT eTime™
GT ePost™
Security eForm
Overtime eForm
Non-Tuition Fee Request eForm
Merit eForm
Reports To eForm
Leave Cash-Out eForm
Additional Pay eForm
Undergrad Academic Record Change
E-Degree Certification Description
Faculty Discipline Description
Faculty Teaching Certification
Graduate Status Change
Thesis and Dissertation Release Option
Travel Fellowship Application
Travel Fellowship Expense Report
Expense Approval
Expense Reimbursement
Readmission Application
Grade Change
Course Add/Drop/Withdraw
Faculty Promotion/Tenure
Credit Card Reconciliation
Vendor Add/Update
Journal Voucher
Delegation eForm
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
What is GT eForms™?GT eForms™ – Bolt-on workflow framework and toolset for PeopleSoft. Easily create and manage:
o Custom Self-Service Applications and Electronic Forms
o Workflow, Notifications, Approvals and Electronic Signatures
o Service-Oriented Architecture (SOA) Integrations
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
“We just need a simple electronic form…”
… and we just need to have their manager approve it…
“All we need is a form to enable any employee to nominate any other employee for a bonus award. We just need them to complete three fields: the name of the person they’re nominating, why they’re nominating them, and the amount for which they’re being nominated.”
…unless the award amount
is over $1,000…
…and then if we could have it update the system on the
backend and add the pay once it’s been
approved…
…oh, and I guess that all of them
need to be reviewed by the
divisional HR approver…
…of course, if it’s over $5,000…
….hmmm, but if the manager is out it
needs to route to the delegate…
…and we do need to make sure it’s routing to
the appropriate managers based on our
organization…
…oh, and did we talk about nominating
teams?
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
What are the Goals of Automation?
Simple
Effective
Efficient
Flexible
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Discovery
• Explore the full business processo SMEs who are directly involvedo Understand the ‘why’ behind each stepo Cover all touch-points (triggers, outputs, routing,
exceptions, etc.)
• ODA – Optimization and Defaulting Analysiso Field-level analysis of data sources and destination fieldso Identify or create relationships between data to eliminate
fields, restrict values, create edits, etc.
• Rough design and/or prototype
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Create a Project Vision
• A Project Vision guides the team, especially when complexities are introduced
• Clearly define the limits: budget, time, resources, scope
• Understand which factor is most important – this helps when requirements start to get bulky
• Define the goals – when will it be “successful”?
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Automation Project Development Effort
10%
40%
40%
Simplify
Re-HostAutomate
Workflow10%
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Analysis and Design
• Expect the simplest of forms to have its share of complexities to work through
• Use the Project Vision to guide difficult decisions
• Employ some principles to keep the form SEEF-ful
• Keep an eye out for common complexities
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Vision Principles
• Hide the Complexityo Logic into code or config; setup tableso Pinpoint repetitive or labor-intensive tasks
• Focus on User Experienceo Minimalist, guided and naturally unfoldingo Only show valid fields and valueso Focus on task completion
• Focus on the Bulk of the Transactions
• Trust the Solution
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Complexity vs Transaction Coverage
% of Transactions Covered in Solution0% 100%
Level o
f Co
mp
lexity
1x
50% 90% 95% 98% 99.5%
2x
4x
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
The Parts of Complexity
Complexity
Covering Old
System’s
Problems
Fears of the New
System
Building for
Exceptions
Gold Plating
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Complexity: Covering Old System’s ProblemsWatch out for:
• Unnecessary “visual validation” fields
• Asking for information that isn’t used
• Outdated processes
• “We’re not sure who uses that.”
• “That’s just how I was taught to do it.”
Some approaches and suggestions:
• Question fields and processes to identify those that are no longer useful.
• Test/revisit processes that the team is unsure about
• Cut out debated fields for the prototype and examine during modeling
Covering Old
System’s
Problems
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Complexity: Fears of the New SystemWatch out for:
• Unnecessary “visual validation” fields
• Asking for a bunch of “just in case” fields
• Stated mistrust of the system/technology
Some approaches and suggestions:
• Use edits in place of extra fields and information
• Modeling and testing cycles can help eliminate those worries
• Validation reports can go a long way in eliminating complexity on a form
Fears of the New
System
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Complexity: Building for ExceptionsWatch out for:
• High amount of effort spent on low-use fields/logic
• Long discussions around rare scenarios
• Conversations that go in circles
Some approaches and suggestions:
• The goal is never to cover EVERY SINGLE TRANSACTION
• Keep in mind the average user’s experience
• Exceptions can be addressed in later phases; after usage analysis
Building for
Exceptions
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Complexity: Gold Plating
Watch out for:
• Unnecessary fields and logic
• “Can’t we just add this field/function too?”
• Requests for overly-complex logic trees
• Clutter, small impacts, and distraction from real goals
Some approaches and suggestions:
• Focus on the Project Vision – distractions put that at risk
• Move gold-plating features to a post-go-live phase
• Keep a visible list of the “nice to haves” so that the group can let them go
Gold Plating
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Get it in…get it done…and go live!
Time to Go-Live
• Risk• Cost• Effort• Resistance• Complexity
Early Go-LiveINCREASES…
Later Go-LiveINCREASES…
• ROI• Actionable
Intelligence• Product
Satisfaction
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
SAMPLE: Design Result – Spec and screenshots
By selecting ‘Leave of Absence’ and ‘Maternity’, specific fields related to
parental leave are displayed to the user.
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
These were our process requirements…
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Building Relationships – “Hey, Data, meet Logic!”(1) Submitter Name
(12) Reg/Temp(11) Job Code
(10) Employee Group
(9) Location Code
(8) Dept #(7) Business Unit
(6) Company
(5) Effective Date(4) Employee ID
(3) Employee Name
(2) Submitter ID
(18) Comp Rate
(17) Holiday Schedule
(16) Pay Group
(14) FTE
(15) Standard Hours
(13) Full Time/Part Time
(24) Supervisor ID
(23) Supervisor Name
(20) Position #
(19) Comp Rate Code
(22) Reason(21) Action
(25) Supervisor Phone
Hire Form
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Now, isn’t that so much easier?
(10) Employee Group
(5) Effective Date(4) Employee ID (18) Comp Rate
(20) Position #
Hire Form
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
GT eForms™ Demonstration
Hire
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Questions?
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COPYRIGHT © 2015 GIDEON TAYLOR CONSULTING. ALL RIGHTS RESERVED
Contact Information
Paul TaylorPresident and CEO
Offc: [email protected]