Human Resources Web Forms for Expert Users Approver Training Turing Auditorium The Workflow Project The Workflow Project's basic design goals are to: Use existing business applications to the extent possible to meet workflow needs Keep the workflow processes as consistent as possible across business applications Use Authority Manager for defining system identified approvers and FYI recipients History In PeopleSoft 7.6, there were staging tables for Create Position, Create Job Requisition, Applicant Hire, and Add Concurrent Job. Workflow was added to GFS in version 8 to include both Home Department and Financial Approvers. For version 8, Central HR envisioned an easier to use web form outside of PeopleSoft HR that would be imported by an Expert User after the request is approved. The Goals of Workflow Replace needed functionality lost with the initial PeopleSoft implementation. Legacy HR transactions were workflow-enabled, providing consistent online transaction routing, approval, and audit functionality. Legacy HR System Supported infrequent users with screens that provided comprehensive data editing and process support. Provide an audit record for HR actions such as hires, promotions, salary changes, leaves, and terminations. Use web-enabled forms with flexibility to meet local needs and support decentralized HR decisions in diverse organizations. Promote self-service by providing easy to use forms that do not require extensive knowledge of PeopleSoft. Use the Stanford-designed worklist and workflow platform developed by the initial PeopleSoft/Workflow development project to route forms for approval. Ensure transaction and data integrity by routing forms to expert users, skilled in HR practices and PeopleSoft use, who audit transactions for accuracy and completeness before they become part of the official HR record. What is a Web Form? A Web Form is a request for a PeopleSoft HR transaction. The process goes like this: Web Forms are entered and saved for approval Web Forms are approved using the Worklist Manager Web Forms are loaded into PeopleSoft by an Expert User Additions and Changes are made by the Expert User The transaction is saved in PeopleSoft by the Expert User An audit record of who originated and approved the web form is kept for reference. Web Forms Hire Employment Update This Web Form combines the This Web Form will load data to necessary fields for doing: the Job Data Component to Add Applicant facilitate: Applicant Hire Pay Rate Change Rehire Change of Position Number (for Hire promotions, etc.) Change of Position (for change Leave of Absence of department) This Web Form is being Add Concurrent Job developed to facilitate: Leave of Absence (Paid) Termination Leave of Absence (Unpaid) This Web Form replaces the current paper termination form. Return from Leave Fill A Vacancy Supplemental Pay This Web Form is used to: This Web Form is used to Create a Job Requisition facilitate a request for Supplemental Pay. Update a Job Requisitions Web Forms Roles Web Forms Users Enter data on the web form, identify approvers, and manage that transaction through the approval process Approvers Approve, decline, or return transactions FYI Recipients Receive an email notification that a transaction occurred Expert HR Users Loads the approved web form into PeopleSoft, making any needed corrections or additions Super-Approvers Have override approval authority Approved Transactions Currently you must search for approved transactions. Web Forms Originators have been asked to add their Expert User as an Additional FYI Around April 1st the Expert User FYI will automatically be added to the transaction. Processing Approved Transactions Details On new records, PeopleSoft will open to the Load Transaction page. Click Load. On existing records, PeopleSoft will open to the first page of the component (Work Location). Insert a row, then go to the STF Load tab, then click load. PeopleSoft windows open as new popups. Turn off or disable any popup blockers Always close the popup window after saving your transaction. You may load a web form into more than one PeopleSoft component as needed. Example: Load to Add Applicant to associate with a job requisition, then load to Hire Applicant. Expert User Responsibilities The Expert User is responsible for PeopleSoft data integrity. Always double check: Compensation values Remarks Action/Reason Effective Dates Send a HelpSU request immediately if inaccurate data is saved. Getting Help Use the Help button in the Worklist Manager Different help topics are displayed depending on the tab you are using Submit a HelpSU ticket Use Request Category: Administrative Applications For Web Forms originator or loading issues, use Request Type: PeopleSoft HR For Worklist issues, use Request Type: Worklist Manager One-on-One Support Monday 10am to noon or by appointment Godzilla Training Lab Every Monday in March! What Questions Do You Have? Contact the Workflow Team You may think of something after this sesssion, or talk to others in your organization who have additional comments. We want to hear your feedback. Ammy Hill Campus Readiness Analyst 650-725-6231 email@example.com Mario Acquesta Director of HRIS 650-723-3261 firstname.lastname@example.org Try it. Try it again. See if you like it. See if you don’t like it. Let me know what you think.
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