queensland university of technology cricos no. 00213j qut payroll services sessional eform presented...
TRANSCRIPT
Queensland University of Technology
CRICOS No. 00213J
QUT Payroll Services Sessional eForm
Presented by Christine Delaney, QUT Payroll Manager
with Technical Support fromEdward Eacock, QUT Financial Systems & Projects Manager
26th May 2014
CRICOS No. 00213Ja university for the worldrealR
Agenda
• Sessional eForm General Background
• Sessional eForm Process Overview and Features
• Sharepoint Overview and Features
• Where To Now?
• Questions
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Development
WHY?• To address significant challenges identified by Sessional Staff in a
Staff Opinion Survey in relation to the appointment and payment
process
• To remove a slow paper based appointment process
• To improve data quality of the paper based forms
• To streamline the appointment process for Sessional Staff
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Aim
• To improve efficiencies in Appointment of Sessional Staff, i.e building the eForm
and developing Workflow in consultation with the Faculties
• To improve data quality
• To reduce the time taken between on boarding, approval and initial payment to the
Sessional Staff member
• To Assist the Faculties in reducing, and in some cases eliminating the need for
some Administrative manual processes
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Benefits
• Sessional Staff are able to gain access to QUT
systems, emails, Web Self Service, etc in a
more timely manner – these accesses are
dependant on the employee being live in
Alesco
• Managing Sessional Staff payments in a
shorter timeframe
• Having a more streamline appointment
processing for Faculties and reducing the need
for independent Faculty based systems
• Having the ability for tracking and reporting for
Faculties within Sharepoint
• Being able to export reports in an Excel format
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Solution Design
• Platform = Sharepoint
• Application = Infopath
• Integration = via Oracle Services Orientated Architecture (SOA) Suite
• Data Sources = Alesco and Oracle E Business Suite R12
CRICOS No. 00213Ja university for the worldrealR
QUT Sessional eForm Features
Appointee Details
• Search by Employee Number and/or Employee Name
• Existing Employees able to be recommended for Auto Pay
• Acknowledgment of Employee being a Scholarship Holder
• Mandatory fields to ensure all relevant information is included
• Inclusion of Work and/or Personal contact details
CRICOS No. 00213Ja university for the worldrealR
QUT Sessional eForm Features
Work Rights• Mandatory acknowledgement
regarding Right to Work Status
(if International chosen, ability to enter relevant Passport/Visa information)• Professional Licenses
Organisational Details• Preloaded Faculties/Divisions which
determine the School and C-Level (Cost Centre)
• Location of Work including Interstate and Overseas
• Validation of Account Codes with the Oracle System
• Options for more that one Cost Centre Account Code (split costing)
CRICOS No. 00213Ja university for the worldrealR
QUT Sessional eForm Features
Job Details• Mandatory fields for Appointment details
to ensure data quality• Approver Name – populates
Approver/Appointee Position numbers• List of Values for Dates available • List of Values for Classifications/Payment
Rates• Ability to add additional jobs
Faculty/School Contact Details• Prepopulates with details of Form Initiator • Can be changed if required• Ability to Enable Worklfow
CRICOS No. 00213Ja university for the worldrealR
QUT Sessional eForm Workflow• Ability for Admin Staff to attach
documents if required
Form Reviewer (Optional) • The Form Reviewer has the ability
to change any detail on the form
Account Reviewer (Optional) • The Account Reviewer has the
ability to change only Account Details on the form
• Entering Form/Account Reviewers Names prepopulates additional information, cutting down on data entry
• Both Reviewers also have the ability to Reject the form if necessary, which requires comments to be added
• Rejected forms are returned to the Initiator for further action
CRICOS No. 00213Ja university for the worldrealR
QUT Sessional eForm Workflow
• All QUT Sessional
Appointment forms are
required to be authorised by
the Head of School
• Entering Head of School
Name prepopulates additional
information, limiting input for
data entry
• Nominated Head of School
has ability to reject forms if
required
• Rejected forms are returned to
the Initiator for further action
Head of School (Mandatory)
NB: - An email is sent out at each point the form has advanced through Workflow with a link to either the form or Sharepoint. - Emails are sent at nominated times depending on the needs of the business
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Workflow Process
Initiator creates eFormWorkflow is enabled
Form and/or Account Reviewer receive form
to review
Sessional receives form to accept
Head of School receives form to Approve
Payroll Services receive form to process
Initiator and Sessional receive an email when form is processed into
HR/Payroll System
CRICOS No. 00213Ja university for the worldrealR
Overview of Sessional eForm
BENEFITS• Data integrity
• Tracking of forms
• Create/maintain views for reporting purposes
• Bulk Acceptance for Reviewers
• Bulk Approvals for Head of Schools
• Reducing manual administration functions
• All fields on eForm are available for reporting purposes
• Ability to reuse previous forms and reduce data entry for Faculties/Divisions
• Ability to clear reused forms either partially or in total
• Meeting requirements of Internal/External Audit and Immigration, etc
• All forms initiated remain in the library, archived periodically as required
CRICOS No. 00213Ja university for the worldrealR
Application Features
eForm Views
• Sharepoint allows the user to create and maintain different views for their own purpose
• Standard views have been created to assist with tracking of Sessional eForms
• Each view can be exported to Excel to assist reporting purposes as required
CRICOS No. 00213Ja university for the worldrealR
Application Features
All Forms Default View
• Only nominated staff within a school have access to view the All Forms library
• Prepopulated views are maintained by QUT Payroll Services
• Users have the ability to create and maintain their own custom views
• If Workflow is enabled, users are able to track their forms
• Ability to export data to Excel for reporting purposes
CRICOS No. 00213Ja university for the worldrealR
Application Features
Form Reviewers View
• Able to view at a glance relevant information pertaining to each form
• Ability to Bulk Accept selected forms
• Form Reviewers have the ability to edit relevant fields on the form
• Form Reviewers only have access to see forms sent directly to them
CRICOS No. 00213Ja university for the worldrealR
Application FeaturesAccount Reviewers View
• This view is typically used by Budget/Finance Officers for monitoring the total cost of
appointments and Cost Centre monitoring
• Able to view at a glance relevant information pertaining to each form
• Ability to Bulk Accept selected forms
• Account Reviewers have the ability to edit the Account Details only
• Account Reviewers only have access to see forms sent directly to them
CRICOS No. 00213Ja university for the worldrealR
Sharepoint Features
Head of School Approval View
• Head of School is able to Bulk Approval appointment forms
• The Head of School does not have the ability to edit any fields on Appointment Forms
• View will only show appointment forms the Head of School has authority to approve
• Head of School can see at a glance the total cost of each appointment
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Notification
CRICOS No. 00213Ja university for the worldrealR
Sessional eForm Notification
Sessional Staff • Employees receives an email with a link to the appointment form• Employees can update their personal details, such as address. They cannot update
any other field• After reading and acknowledging the Conditions of Employment, the employee can
accept the appointment • If employee no longer has access to QUT systems, the Initiator is able to Revert
Workflow and change to a manual acceptance
CRICOS No. 00213Ja university for the worldrealR
Payroll Services Functions
• Payroll Services have ability to view all QUT Sessional eForms in Sharepoint • Payroll Services cannot edit any fields on forms however have the ability to add Job
Numbers • Payroll Services Completion generates an email to the Sessional Staff member and
the Initiator advising completion of processing and relevant Job Numbers• Payroll Services can reject a form and attach comments
CRICOS No. 00213Ja university for the worldrealR
Summary
• Why? : To have Sessional Staff appointed in a more timely manner
• Aim : To improve efficiencies in appointment of Sessional Staff
• Benefits : Happy Employees! More timely access to QUT Services &
Systems necessary for Sessionals to fulfil their duties, better reporting
CRICOS No. 00213Ja university for the worldrealR
Where To Now?
• Create an API to upload data direct from
Sharepoint into Alesco to eliminate manual
processes thus creating an end to end process
• Expand this functionality to process Casual
Professional Staff
CRICOS No. 00213Ja university for the worldrealR
Questions ?