From Post-it to PeopleSoft

Collin County Centralizes Employee Communication Tracking with HR Help Desk and Portal

Julie RutherfordCollin County Human ResourcesManager of Compensation and Administration

Keegan OlsonApex ITDirector, Solution Delivery

Brett JespersonApex ITPractice Director

Jennifer FrazierCollin County Human ResourcesHRIS Manager

Prepared By:

Program Agenda

• About Collin County

• Apex IT Overview

• HR Structure

• Project Overview

• Results

• Key Success Factors

• Plans for the Future

About Collin County

• Fastest growing county in Texas

– One of the fastest growing areas in the U.S., exceeding 782,000 residents as of 2010

– Home to 8 of the 10 fastest growing cities in Texas

• One of only 4 Texas counties to hold a AAA bond rating

• 3 out of the 21 Fortune 500 companies headquartered here

• Public schools rated “Most Bang for the Buck” by Forbes

• 49% of those 25 and older have a bachelor’s degree or higher, outpacing Texas and U.S. averages between 26 and 28 percent

• For the fifth straight year, the Texas Comptroller has cited Collin County Government for its efforts in government transparency with a Leadership Circle Platinum Award.

Collin County Government HR• 19 staff members serving over 1600 employees• Functional areas include;

– HRIS– Payroll– Benefits– Employee Relations– Compensation– Risk Management– Administration

• Special projects/involvement– Sheriff’s Office Civil Service– County temporary employee pool– wellness programs

• Currently running 21 PeopleSoft modulesincluding HelpDesk and Portal

Apex IT at a Glance

• Apex IT’s HR Service Delivery practice is focused on solutions and their intersection with key areas of the Shared Service Model

• Tier 0 Self-Service• Tier 1 & 2 Shared Services• Employee Relations• Workforce Communications

• Platinum Certified Advantage Partner• 30+ HR Help Desk implementations since 2010• Full service consultancy – supporting the entire application

implementation continuum – from strategy development and implementation, to training and support

• Oracle’s go-to partner for product positioning, demonstration, quantifying value via business cases/ROI and Oracle’s Insight process

• Member of the PeopleSoft HRHD Advisory Board• Quarterly Apex IT HR Help Desk User Group

Service Offerings

Program Management

Change Management

Business Process

Re-Engineering

Configuration/Custom

Integration

Conversion

Test Planning &

Execution

Training Planning, Development, Delivery

Health Checks

Managed Services

Application

Administration

Upgrades

Success Workshop

Assessment & Capability

Maturity Model

Business Case

Package Selection

Implementation Roadmap

Cloud Migration

Strategy Services

Implementation Services

Post Go-LiveServices

What We Do

HR Help Desk Business Value

Transforming business processes to leverage a shared service model

Automating multiple channels

Pushing interaction resolution via Self-Service

Leveraging technology that supports best practices and improves productivity

Reducing TCO due to similar technology and pre-built integration

Improving the associate experience, which leads to better engagement & lower turnover

“The greatest value from HR Help Desk is enabling associates to focus

on their job rather than spending time finding answers to HR questions”

Average Savings = $35-125 /per employee/per year

• HR Help Desk Implementation

June – October 2012

• PeopleSoft Portal implementation

July – October 2012

• PeopleSoft HCM Security Re-implementation

Dec 2012- Feb 2013

Collin County/Apex IT Relationship

Why HR Help Desk?

• Centralized system

• Support litigation

• Eliminate answer shopping

• Reporting/analytics

PeopleSoft Portal

• Central point of entry for access to PeopleSoft applications

• Ability to customize the branding and information disseminated to employees through the portal

Project Team

Steering CommitteeEngagement Manager

Solution Architects IT Project Manager

Technical Consultant

PeopleSoft Administrators

Database Administrators

HR Project Manager

Business Leads

Functional Consultant

SMEs

QA Lead

Trainer

METHODOLOGY TIMELINE

1. Pre-Project Training and Planning Week 0

2. Trained BA’s & SMEs on functionality and typical use cases via demo and Best Practice Use Cases

Week 1

3. Modified Use Cases to match Collin County’s process

Week 1

4. Determined System Layout (which screens to use, fields needed or not needed, required fields, etc.)

Week 2

5. Filled out Configuration Workbook Weeks 2 - 3

6. Setup EIPs, Configured the system (Portal added to scope week 5)

Weeks 5 - 10

7. Tested Weeks 11 -16

8. Live Week 17 (10/8)

9. Stabilized Weeks 18 - 20

Project Timeline

How Did it Go You Ask

Implemented HR Help Desk AND Portal in the original 17

week timeframe

Both projects were completed on time and 15% under the

overall budget!

Implementation Results

• Categories: 14

• Types: 60

• Details: 121

• Quick Codes: 17

• Active Solutions: 77

• Modifications: 13

Over 6,000 cases were logged in the first year of use!

First Year Metrics

Successful Outcomes

• Cases are now documented and employee inquiries are tracked to ensure responses are consistent and issues are resolved.

• We can analyze and report on case loads in each area of HR, leading to a stronger organizational awareness of work division, training needs, and knowledge gaps.

• Secure and centralized location for communications and documentation regarding litigation and employee relations issues.

Key Success Factors

• Extensive preparation by the HRIS team prior to the project start date

• K.I.S.S – limited categories, types, details, solutions, etc. to the most basic items that would be frequently used

• Had someone on the project team who was very knowledgeable in Integration Broker

• Flexible project team, both Collin County and Apex IT

Future Plans

• Upgrade Help Desk and Portal to 9.2

• Use Portal as a content management solution and migrate away from the current SharePoint site

• Use PeopleSoft as the centralized location for employee data and all information and employee

• Improve efficiency by enhancing the HR Help Desk knowledgebase

• Increase employee engagement through Self Service

Contact Us

Jennifer FrazierHRIS Manager(972) 548-4710jfrazier@collincountytx.gov

Brett JespersonApex IT Practice Director(720) 258-6560Brett.Jesperson@apexit.com