Smart Personnel Action Forms
www.smarterp.com
For a Best-in-Class Enterprise
Security, Compliance & Approvals
Enterprise Integration
Automate & Streamline Business Processes
Transactional Analytics & Business Intelligence
Enhance Productivity, Paperless Processing
Rich User Experience
Business Challenges Personnel action Forms are entered manually using various printed forms. The printed form is then physically routed to various individuals in different departments for signature and approval; finally the data is manually entered into PeopleSoft by an HR administrator. The process is manually intensive, sequential in nature, prone to error and delays, and ultimately costly due to lost productivity.
Outdated Processes
Too Much Paper Work / Duplicate Efforts
Time Consuming
Manual Processes
Poor User Experience
Our Solution Smart Personnel Actions Forms solution streamlines the entire process by automating and simplifying the activities required for completing and approving Personnel Action Forms. The solution delivers paperless processing of personnel actions and enables users to process personnel actions rapidly, with electronic approvals providing a complete audit trail that enhances visibility, accountability and timeliness. Electronic Personnel Action Forms solution allows non-technical business users to create, deploy, and manage great-looking and highly functional forms without needing programming or design skills. Solution allows organizations to create electronic forms that support Data Capture, Approval Routing, Data Update, Auditing, and Reporting. The data captured can be subjected through various validations to ensure that each organization’s unique business policies are enforced.
PEOPLESOFT
SYSTEM UPDATE
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INITIATE
APPROVE
SYSTEM UPDATE
SELECT EMPLOYEE
VALIDATE ePAR
UPDATE JOB
ENTER ACTION REASON
APPROVE OR
UPDATE POSITION
VERIFY EMPLYEE INFO
DENY ePAR
UPDATE
CHANGE/ENTER EMPLYEE JOB/COMPENSATION INFO SUBMIT TO WORKFLOW
PERSONAL DATA
PAF’S IN PROGESS
AUDIT
Auditor
Simplified Data Entry Electronic Personnel Action Forms provide simplified data entry pages that ensure better accuracy through validation and a one-time data input that updates the PeopleSoft system after approvals have been completed. Paper forms are eliminated as transactions are created and completed through automated on-line processing that leverages existing PeopleSoft data security along with role-based Electronic Personnel Action Forms security.
Personnel Action Categories: Category
Category Description of Employee ersonnel Actions
Examples of Personnel Action Transactions
Change
Data Change-related personnel actions for an existing employee
Demotion, Pay Rate Change, Promotion, Data Changes (status, position, etc.)
Discipline
Discipline-related personnel actions for an existing employee
Suspension, Reinstatement, Data Changes ( working suspension, penalty, etc.)
Hire`
The hiring of a new employee or the rehire of a former employee
Hire and Rehire
Leave
Leave-related personnel actions for an employee
Leave of Absence, Return from Leave, Seasonal Leaves, etc.
Terminate
Termination-related personnel actions for an employee
Retirement, Resignation, Terminated with Pay
Transfer
The transfer of an employee between Departments/Agencies
Transfer between Departments/Agencies
Automated Approval Routing Approval Routing for Electronic Personnel Action Forms occur on-line with automated e-mail notifications that follow the business rules of the organization. The Approval Routing is configurable and flexible, allowing for exceptions in business practices and the inclusion of ad-hoc approvers or reviewers, as needed. Date/Time stamps are visible and the current status of the transaction is available at each step of the approval process.
Features:
Supported Process:
• • • • • • • •
• • • • •
E-verify integration Bi-Directional integrations to 3rd party service providers Document Management Data encryption Initiator Actions Approver /Reviewer Actions Auditor Actions Administrator Actions
Personnel Action Forms Manager Self Service Rules Based Electronic Approval Automated Update Employee Information Electronic Record Retention/Audit Trail
Benefits: • • • • • • • • • • • • •
Eliminate costly pre-printed forms Simplified and Streamlined Personnel Action Processes Seamless Integration to PeopleSoft functionalities Enhanced and Simplified Contemporary User Interfaces Robust Business Process Management Including Managing Step-by-Step Processing Electronic Workflow Approval: Configurable, Rules-Based, Automatic Routing, Electronic Record Retention and Audit Trail E-Verify Integration Eliminates redundant data entry and thousands of paper forms Deliver documents electronically to reduce postage costs and handling time Streamline document and process approvals Improve the physical security over critical business documents Improve disaster recovery readiness for critical business documents Comply with regulatory, legal, & fiscal initiatives
Testimonials “Countywide, departments and HR process approximately 5,400 PAF per year . . . staff estimates a 300% ROI for this project in its first full year”
Solano County Department of HR,
Call 925 271 0200 or sales@smarterp.com
Platinum Partner
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