Diving into Fluid! Extending Self-Service with Mobile Custom eForms at SMU

Session Number: 8112
Track: HCM
Session Type: Case Study
Tags: Gideon Taylor
Primary Presenter: Ron Lujan [Director of ERP - Southern Methodist University]
Co-Presenter: Christina George [Senior Business Systems Analyst - Southern Methodist University]
Co-Presenter 2: Yaw Bonsu [Senior Business Analyst - Southern Methodist University]
Time: Jul 23, 2019 (01:30 PM - 02:30 PM)
Room: DGA 1.128

Learning Objectives: What can be automated with GT eForms,
How digitizing a process can save hundreds of hours
Workflow and automating data eliminates rework.
Knowledge level: Overview
Prerequisites: None
Advance preparation: No Advance Preparation Required
Field of Study: Computer Science
Your Training in this Area: GT eForms

Short Details:  Fluid eForms created with GT eForms for the timely processing of separations and new hires.. and in org activation in financials... 3 eforms in production.. ePAF, Separation, Org activation.

Details:  Created with GT eForms, SMU’s PeopleSoft-based Hire form automates the University’s hire and rehire processes for students, faculty, and staff. The form manages the complex rules for each employee group, conditionally hiding and displaying the fields/segments required for each type of hire. Key elements of the form include conditionally-displaying the compensation fields relevant to each group such as “Contract Months” for faculty or “Hourly Wage” for students, then calculating the compensation based on the information entered. For example: for a faculty member who is paid $100,000 annually and selects to be paid over 9 months, the form automatically divides the annual salary by 9 to determine the monthly compensation and enters that in PeopleSoft. No need for the user to perform any of the calculations.

Other examples of built-in functionality for SMU’s Hire form include:

Earnings distribution within the form allows the user to enter one or multiple distributions and automatically performs an edit check to ensure the distributions total 100%.
For Adjunct Faculty, the form collects Course information that is used by the department approvers but isn’t updated in PeopleSoft.
A File Load feature allows a user to upload an Excel template with hiring information for a group of employees which then auto-creates hire forms that route for approval and automatically update PeopleSoft in order to process large volumes of employees at the beginning of a semester.

In early 2018, SMU added a Separation form to their ePAF (electronic personnel action forms) solution to automate their employee separation/termination processes. The Separation eForm simplifies and manages a process that can include up to three discreet paths based on the actions required for the employee being separated. The first path (Separation) initiates the separation action, routes for approvals and triggers email notifications. If the employee owes any money to the University or requires corrections to their leave balance, the form automatically triggers a second path (Clearance) once HR authorizes the initial form request. When this path is completed, Payroll can manually update the employee’s last paycheck as necessary. The third path (Rehire Eligibility) records the employee’s eligibility to be re-hired. Again, when the initial approvals on the Separation Form are complete, the form will route to the Associate Vice President and CHRO for review and approval of rehire eligibility.

More Information: http://gideontaylor.com/Stories-News?p_article=192