e Forms Update to FAR Office of Human

e. Forms Update to FAR Office of Human Resources May 23, 2018 Project Manager, Ron Golenski Director, HR Information Technology Operations www. utsa. edu/bussvc

Agenda • Status: So Far, So Good • Timeline • Budget: Checking & Updates • What’s Next: Rollout Schedule • Q&A Office of Human Resources

Status: So FAR, So Good! Go Live Ø May 2 nd – Pilot Group College of Engineering Athletics Campus Recreation VPAFS Current Statistics (3 weeks) Ø 269 Ø 100 Ø 96 e. Forms entered e. Forms currently in the Approval Work. Flow e. Forms Completed and in People. Soft Identifying and Fixing “glitches” Ø Ø Ø A few “usability” type portal issues Delegation capabilities are in testing Budget Updates seem to be working well. Issues with contracts Dealing with “warning” messages during approvals Email duplication and navigation to e. Forms Requests Help Desk Process: Ø Call SPOC or Enter a Ticket in SPOC. Ø Workflow and Security questions/issues addressed by BIS Ø Forms or Portal issues will be addressed by HR Ø Functional questions/issue will be addressed by SMEs (Day 1, Comp, Budget) Office of Human Resources

Timeline Office of Human Resources

Budget: Checking & Updates Ø Significant edits built in, to validate data and impacts to budgets Ø Elimination of a separate process (DBT) Ø Increased visibility to more of your data when assigning funding Ø Must have sufficient budget, prior to submitting request to clear budget check. Ø Must ensure that you approve, or “work”, your e. Forms to ensure they funnel through quickly, these effect payroll. Ø Postive Feedback: Ø “We Like the simplification, only one process not two” Ø “The budget check at the time of submitting the form is awesome. Prevents downstream budget issues. ” Ø “Easy, No waiting for multiple signatures” Office of Human Resources

Updated Rollout to Campus ü April 9 -13, 2018 (Go Live May 2) : College of Engineering, Athletics, Camps Recreation, VPAFS June 4 -15, 2018 (Go Live immediately following training): VP Student Success, VP Extern Relations, College of Science, College of Architecture, Office of Information Technology, COPP, Library, Confuscius Institute, Honors College, Institutional Effectiveness, Graduate School June 18 -22, 2018 (Go Live immediately following training): President Office, VPAA, VPBA, VP Strategic Enrollment, VP Student Affairs July 9 -13, 2018: (Go Live immediately following training): University College, VP Research, College of Business, College of Education, COLFA, VP International Initiatives. Office of Human Resources

Thank You! Your partner for successful solutions www. utsa. edu/bussvc Office of Human Resources

How do e. Forms work? Required Workflow Approval Stages Requester submits e. Form Department Manager Efficient Cost Center Approver Back Office Automated Office of Human Resources Process to People. Soft (BTU)

What are e. Forms? e. Form Action Types New (Appt) Package: Ø New Employee form Ø New Appointment form Ø New Contract form Ø New Position form Ending Package: Ø Terminations form Ø Retirement form Ø End Additional Appointment form Ø Leave of Absence & Return form Changes Package: Ø Changes Funding form Ø Position Attribute Change (PAC) form Ø Additional Pay form Ø Job Attribute Change (JAC) form Ø Transfers, Change of Position form Office of Human Resources