In April 2019, the University of South Carolina successfully launched its new Peoplesoft HCM system including 15 freshly-built Fluid eForms for HR actions encompassing a wide range of department, manager, and employee self-service functions. The result has been a clean, dynamic user experience that’s making the Dean’s list for both efficiency and ease-of-use.
One of the University’s key objectives for the project was to deliver users a system that is intuitive, attractive, and efficient. Custom, workflow-enabled eForms have been a big part of that strategy. Over 86% of all user interactions with the PeopleSoft HCM system are through eForms. The University’s new eForms fully automate such functions as personnel actions, benefits enrollment, funding changes, 403(b) elections, student hires, and employee profiles – automatically routing for approvals, eliminating duplicate data entry, enforcing policy and process rules, and ensuring data accuracy.
Gideon Taylor partnered with the University to help with the efficient design of business processes and the development of the automated solutions leveraging GT eForms™ and a variety of eForm templates and tools. The new eForms are integrated with 21 different PeopleSoft components, ensuring that users can perform a single transaction like terminating an employee and have ten (10) different records updated automatically. Some of the biggest wins have come from USC’s new Hire eForms:
- The Hire for Faculty and Staff form takes information from USC’s recruiting system, PeopleAdmin, and auto-creates a Hire form that validates the information, identifies any potential data errors, routes for approval and then updates fourteen (14) separate records in PeopleSoft, including creating a basic User Profile. Perhaps the biggest win for the Hire form is the elimination of manual keying of data from PeopleAdmin into PeopleSoft.
- The Hire for Students form automatically populates with data from USC’s Banner student system, enabling the user to complete a few remaining fields to complete the hire. The form includes edits to enforce workstudy and international student rules.
The Hire forms are just the tip of the iceberg. Job Change, Status Change, Additional Pay, and Additional Job forms round out their personnel action processes.
After assessing the effort to implement PeopleSoft’s Benefits Administration and eBenefits applications, the University chose to implement a custom-designed Benefits Enrollment eForm to manage enrollment and complex benefits eligibility rules.
More eForms are in the queue, but USC’s department users are taking full advantage of the enhanced PeopleSoft user experience and powerful Fluid functionality optimized for their needs.