JDE & Peoplesoft 3 _ James Hoal _ Achieving faster results with JDE HCM Workflow Automation.pdf
- 1. Faster Results with JD Edwards EnterpriseOne Human Capital Management Workflow Automation James Hoal – Sales Consulting
- 2. JD Edwards EnterpriseOne Workflow Engine does not cut it!
- 3. JD Edwards Workflow Engine is a Powerful Flexible Tool that has many capabilities that can be used in deploying Self Service Automation for HCM
- 4. 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
- 5. 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 • Deploy employee and manager self-service to Automate Service workforce Delivery • Increase service delivery efficiencies • Model your workforce with profiles Identify & Segment • Use performance reviews to identify both key and Talent poor performers • Reward performance appropriately • Create a clear value proposition to motivate and Engage the retain current employees Workforce • Actively engage high-performers in addressing issues presented by the crisis Develop Future • Build your future workforce from existing talent Leaders • Provide them with ongoing learning opportunities
- 6. Impact: Increase Productivity and Contain Costs (CedarCrestone Study 2009) Sources of Benefit from Increasing Productivity and Containing Costs Action Benefit Area Percentage Improvement Automate • Workforce service delivery • 90% less HR printing and distribution service costs delivery • 50% less payroll processing fees • 80% benefits enrollment fees Identify and • Competency and profile • 80% less HR administrative time to Segment management support performance review/appraisal Talent • Performance Management • 33 times higher operating income growth Engage the • Workforce • 5 times higher operating income Workforce Communications growth • 46% fewer high performer separations Develop Future • Learning management • 44 times higher operating income Leaders system growth • 41% productivity improvement in workforce development staff
- 7. 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
- 8. 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
- 10. Employee Profile - Overview Employee Name/Address Director Employee Profile Portlet Employee Profile and Job Information (P060116)
- 11. Name and Address Change - Overview My Profile Portlet “Moving” Event Process Flow
- 12. Self Service Directors • Create Self Service Process Flow Scripts • Configure Director Forms using the Processing Options • Create specific Messages
- 13. Leave Request - Overview Leave Portlet Leave Director (P07620) Leave Balances Application (P053020)
- 14. Verification of Employment - Overview Payroll Portlet Verification of Employment (P05003 - ZJDE0001)
- 15. Self Service Time Entry - Overview Time Entry Portlet Summary Time Entry Configurable Text Daily Time Entry Time Entry Director
- 18. On-Line Payslips
- 19. <Insert Picture Here> Modified Examples
- 20. Auto Bank Deposits Overview Example of a Modified Process Created new entry screen to give the employee instructions on how to use the direct deposit application.
- 21. Auto Bank Process (Modified) Standard Revise Automatic Deposit Instruction – P055011 Added New Con*irmation Screen to submit changes
- 22. Manager Change Requests (Modified)
- 23. <Insert Picture Here> New Hire Checklist
- 24. 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
- 25. New Hire Checklist Process Flow Work Order Desk Request Mobile Phone Request New Employee Setup Rules Email New Employee Computer Request Setup Optional Process Approval Account Setup Network Access
- 26. New Hire Checklist Default Job-Task Association Task Types Name Badge Job Laptop Credit Card Sub Class American Express Sales Rep Phone Office Key Sub Class (rank) Visa Location A (Syd) Location B (Melb) Location n… Recipient Recipient Recipient Approver Approver Approver Report Report Report Based On Date Based On Date Based On Date Duration Duration Duration
- 27. 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
- 28. 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
- 29. <Insert Picture Here> Termination Workflows
- 30. 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
- 31. Terminations Workflow Terminate Employee Notify Manager Superannuation administrators Workflow Engine • Create timecards for unpaid Leave • Create DBA ledger record for declining balances owed Company Notify IT, HR, Property Report Payroll
- 32. <Insert Picture Here> Understanding Workflows
- 33. 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.
- 34. Anatomy of a Workflow Process Initiated by trigger / request Actions / Notifications Approvals
- 35. 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
- 36. Managing Workflows • Created and managed in the Object management Workbench (OMW)
- 37. Create Distribution List Create a specific Distribu/on Lists using Address Book Type = M
- 38. Work with Distribution Lists (P02150) • Create specific Parent Child Rela/onships. • Use the structure type “WFS”
- 39. Work:low Distribution List Functionality Escala/on Hours -‐ # of hours before Threshold Values – Ability to workflow is escalated to the next level manage approvals for certain if not approved. limits (Salary increases)
- 40. Editing Workflows – Conditional Paths
- 41. Editing Workflows - Messages
- 42. Adding the Work:low to the Application
- 43. <Insert Picture Here> Example Workflow
- 44. Standard JDE Status Change Workflow
- 45. Modified Status Change Workflow Extra Conditions Added
- 46. Workflow Housekeeping Tasks • Purge Completed Tasks • Purge Completed Processes • View & Manage Errors
- 48. 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
- 49. 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
- 50. 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!
- 51. 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
- 52. Additional Resources Email James.hoal@oracle.com Oracle University Free online training for HCM Self Service (“New Employee Checklist”) Documentation http://www.oracle.com/technology/documentation/jdedent.html
- 53. Q+A Q & A