JDE & Peoplesoft 3 _ James Hoal _ Achieving faster results with JDE HCM Workflow Automation.pdf

Faster Results with JD Edwards EnterpriseOne Human Capital Management Workflow Automation

James Hoal – Sales Consulting

JD Edwards EnterpriseOne Workflow Engine does not cut it!

JD Edwards Workflow Engine is a Powerful Flexible Tool that has many capabilities that can be used

in deploying Self Service Automation for HCM

What Can Workflow Do For You?

•  Engage with the employees and line managers

•  Simplify the recruiting and onboarding process

•  Streamline Employee Management Transactions

•  Reduce the cost of HR Transactions

• Deploy employee and manager self-service to workforce

•  Increase service delivery efficiencies

Automate Service Delivery

• Model your workforce with profiles • Use performance reviews to identify both key and

poor performers • Reward performance appropriately

Identify & Segment Talent

• Create a clear value proposition to motivate and retain current employees • Actively engage high-performers in addressing issues presented by the crisis

Engage the Workforce

• Build your future workforce from existing talent • Provide them with ongoing learning opportunities

Develop Future Leaders

Impact: Increase Productivity and Contain Costs (CedarCrestone Study 2009)

Cut HR costs while identifying and developing the talent that is most important to the success of your business Actions You Can Take Immediately

Action Benefit Area Percentage Improvement

Automate service delivery

• Workforce service delivery • 90% less HR printing and distribution

costs

• 50% less payroll processing fees

• 80% benefits enrollment fees

Identify and Segment Talent

• Competency and profile management

• Performance Management

• 80% less HR administrative time to support performance review/appraisal

• 33 times higher operating income growth

Engage the Workforce

• Workforce Communications


• 46% fewer high performer separations

Develop Future Leaders

• Learning management system


• 41% productivity improvement in workforce development staff

Sources of Benefit from Increasing Productivity and Containing Costs

Impact: Increase Productivity and Contain Costs (CedarCrestone Study 2009)

More Importantly

•  Allow HR & Payroll staff to focus on more important activities

•  Minimise employee frustration

•  Do more with less, reduce unnesesary tasks and avoid costly errors

Self Service Overview Key Features by Role

Employees –  View and update personal information such as current address, contact, and

emergency contact information –  Enter timecards, leave applications, review leave balances –  Complete self-appraisals for performance reviews –  View and maintain skills and competencies –  Review and print payslips –  Manage auto-deposit instructions –  Search job postings, apply for jobs (eRecruit)

Managers –  Review and approve timecards and leave requests –  Maintain workforce information, employee compensation –  Create Employee Checklists for new employees with automated workflow

messages to responsible parties –  Create performance appraisals, employee development plans –  Review and maintain employee skills and competencies –  Print reports on headcount, turnover, skills gap analysis, Org charts

Sample Delivered Portlets

Employee Profile - Overview

Employee Profile Portlet

Employee Name/Address Director

Employee Profile and Job Information (P060116)

Name and Address Change - Overview

My Profile Portlet

“Moving” Event Process Flow

Self Service Directors

•  Create Self Service Process Flow Scripts

•  Configure Director Forms using the Processing Options

•  Create specific Messages

Leave Request - Overview

Leave Portlet

Leave Balances Application (P053020)

Leave Director (P07620)

Verification of Employment - Overview

Payroll Portlet

Verification of Employment (P05003 - ZJDE0001)

Self Service Time Entry - Overview

Time Entry Director

Time Entry Portlet

Configurable Text

Daily Time Entry

Summary Time Entry

On-line Performance Appraisals

On-Line Competency Management

On-Line Payslips

<Insert Picture Here>

Modified Examples

Auto Bank Deposits Overview

Created new entry screen to give the employee instructions on how to use the direct deposit application.

Example of a Modified Process

Auto Bank Process (Modified)

Added New Con*irmation Screen to submit changes

Standard Revise Automatic Deposit Instruction – P055011

Manager Change Requests (Modified)


New Hire Checklist

New Hire Checklist

Bring new employees onboard faster, with less frustration

•  Productive employees in less time

•  Start employee-company relationship off right

•  Control distribution of company property

New Hire Checklist Process Flow

Network Access Account Setup

Computer Request

Desk Request Mobile Phone Request

New Employee Setup Rules

Optional Process Approval

Work Order

Email

New Employee Setup

New Hire Checklist Default Job-Task Association

Job Sales Rep

Task Types Name Badge Laptop Credit Card Phone Office Key

Sub Class American Express

Location A (Syd) Recipient Approver Report Based On Date Duration

Location n… Recipient Approver Report Based On Date Duration

Location B (Melb) Recipient Approver Report Based On Date Duration

Sub Class (rank) Visa

New Hire Checklist Key Features

•  Approvals can be required at the process and task level

•  Define variations of a single task (e.g., laptop versus desktop PC)

•  Multiple-task trigger options

•  Route notifications based on up to 10 employee location fields

•  Associate tasks to jobs, or select individual tasks

New Hire Checklist Implementation Recommendations

•  Start small… •  Create a minimal set of commonly needed, high value tasks

• …then expand •  Associate tasks to key jobs that require complex setup, or

have a high impact to productivity/employee satisfaction

•  Configure to your business •  Adjust workflows and messages to your specific needs


Termination Workflows

Terminations Workflow

•  Ensure termination process is thorough and timely to reduce financial loss, minimise risk, and enhance last impressions

•  The Termination Workflow is a collection of nine individual workflows that allow you to: •  Pay unpaid leave •  Ensure employee debts are repaid •  Ensure company property is reclaimed •  Notify key parties of required tasks

Terminations Workflow Terminate Employee

Manager

Workflow Engine

• Create timecards for unpaid Leave

• Create DBA ledger record for declining balances owed

Company Property Report

Notify IT, HR, Payroll

Notify Superannuation administrators


Understanding Workflows

What is Workflow

•  Workflow is a strategy for automating business processes. It is the effective application of technology to business process.

•  Workflow is the flow of information through an organisation at a controlled and managed pace.

Anatomy of a Workflow Process

Initiated by trigger / request

Actions / Notifications

Approvals

Steps for Creating a Basic Workflow in HCM

1.  Add the Distribution List 2.  Create Message in Data Dictionary 3.  Create Workflow Process in OMW 4.  Add the Key Data and Additional Data 5.  Add the Notify activity with parameters to pull in the

DD message. 6.  Add the Workflow to the Program

Managing Workflows

•  Created and managed in the Object management Workbench (OMW)

Create Distribution List

Create a specific Distribu/on Lists using Address Book Type = M

Work with Distribution Lists (P02150)

• Create specific Parent Child Rela/onships.

• Use the structure type “WFS”

Work:low Distribution List Functionality

Threshold Values – Ability to manage approvals for certain limits (Salary increases)

Escala/on Hours -‐ # of hours before workflow is escalated to the next level if not approved.

Editing Workflows – Conditional Paths

Editing Workflows - Messages

Adding the Work:low to the Application


Example Workflow

Standard JDE Status Change Workflow

Modified Status Change Workflow Extra Conditions Added

Workflow Housekeeping Tasks

•  Purge Completed Tasks

•  Purge Completed Processes

•  View & Manage Errors

Process Task Monitoring

Delivered JD Edwards EnterpriseOne HCM Workflows Sample

ADDBANKTRA Add Bank Transit Number

BENAPPRV Benefits Approval

COBRA 1 COBRA Letter

EEMAST1 Email Salary Change Approval Process

EESETUP01 Employee Setup Approval

EESTSCHG 1 Employee Status Change

EESUTSK01 Employee Setup Task

PTOREQ 1 Paid Time Off Request

REQAPPRVL 1 Requisition Approval

REVIEWRMD 1 Employee Review Reminder Workflow

TERMINATION Termination Workflows (various)

UPDTEMPAUT Update Employee Auto Deposit Instruction

VOEREQUEST Verification of Employment Request

Key Takeaways

•  Delivered workflows serve as a solid foundation

•  Extensible and flexible to accommodate specific needs

•  Rule-based design

•  Tangible financial benefit to implementing workflows

Recommendations

•  Roll out with a soft go-live •  It’s O.K. to roll out ‘View Only’ to start •  Look for applications to eliminate phone calls and

provide the biggest bang for your buck!

Key Benefits

•  Automate Key Processes •  Provide for consistent and More

standardised processing •  Eliminate User Errors (Lost/Input) •  Decrease Processing Time •  Automatic Record Updating in JDE •  Maintain Approval History

Additional Resources

Email [email protected]

Oracle University Free online training for HCM Self Service (“New Employee Checklist”)

Documentation http://www.oracle.com/technology/documentation/jdedent.html

A Q & Q+A

JDE & Peoplesoft 3 _ James Hoal _ Achieving faster results with JDE HCM Workflow Automation.pdf

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Transcript of JDE & Peoplesoft 3 _ James Hoal _ Achieving faster results with JDE HCM Workflow Automation.pdf