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EPAF Phase II

EPAF Phase II. Overview. EPAF in Context – Supporting the WSU Strategic Plan EPAF Teamwork EPAF Project Goals Phase I – A Year in Review Phase II Implementation Strategy Phase II Overview - “SMART” Forms Phase II Training Requirements Go-Live.

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EPAF Phase II

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  1. EPAF Phase II

  2. Overview • EPAF in Context – Supporting the WSU Strategic Plan • EPAF Teamwork • EPAF Project Goals • Phase I – A Year in Review • Phase II Implementation Strategy • Phase II Overview - “SMART” Forms • Phase II Training Requirements • Go-Live

  3. EPAF in Context – Supporting the WSU Strategic Plan • One of the four plan pillars: “Use of Innovative Technology” • Goal 3: Enhance the quality of campus life by nurturing a strong and dynamic community. • 3.2 Upgrade the physical environment and infrastructure of the campus. • 3.2.6 Improve information technology and support its use. • 3.3 Create a culture committed to service, enhancing service through improved efficiency. • 3.3.1 Streamline business practices. • IT Strategic Plan Goal #6: Transform WSU business processes by building new, high-value features such as workflow, imaging and advanced reporting on the strong foundation of enterprise systems technologies.

  4. EPAF Teamwork EPAF is a University wide process improvement initiative. This cross functional project is managed by representatives from across the University; including: CLAS Graduate School School of Medicine HR C&IT Internal Audit Employees at all levels have been involved with this project from day one, including: Business Managers Directors AVP’s

  5. Eliminate paper transactions Reduce processing time to complete transactions Reduce error rates Simplify electronic forms Train all users responsible for originating and approving transactions Create ability for units to track, monitor and control an action as it moves through the process Utilize imaging and document management technology to scan and store all relevant documents EPAF Project Goals

  6. Phase I of EPAF was implemented on November 19, 2007 which included five transaction types. For these five transactions: Paper has been eliminated – No more paper data entry forms Users scan and index supporting documentation and submit electronically EPAF transactions were programmed for automatic calculations There has been a significant reduction in transaction processing time – from2 - 4 weeks to 2 - 5 days There has been a significant reduction in errors - from66% to 7% Users know where a transaction is at all times All users were trained before granted access to system Phase I – A Year in Review

  7. Includes all remaining paper transaction types (Exception: Volunteer Faculty) Make forms “smart” to provide further simplification Review and re-engineer business processes for greater efficiencies Improve training to include business rules Go – live January 2009 Phase II Implementation Strategy

  8. EPAF transactions were developed to minimize data entry for the originator Automated selection criteria based on e-class and job change reason Programming to include automatic calculations Display of key information for the user to correctly fill in EPAF (i.e. I-9, visa dates, etc.) Pop-up bubbles with user instructions and links to relevant job aids and guides Drop-down menus to limit choices Phase II Overview – “SMART” Forms

  9. Web Form: Change In Job Detail – Shift Change

  10. Web Form: Change In Job Detail – Shift Change 192837465 Saunders Richard Allan AS70625 00 10/20/2008 Custodian C CHSFT A. Pendleton 7-6410 ESC 10/15/2008

  11. EPAF: Change In Job Detail – Shift Change 192837465 Saunders, Richard A 10/20/2008 C

  12. EPAF: Change In Job Detail – Shift Change

  13. EPAF: Change In Job Detail – Shift Change

  14. EPAF: Change In Job Detail – Shift Change 11/24/2008

  15. EPAF: Change In Job Detail – Shift Change 11/24/2008

  16. EPAF: Change In Job Detail – Shift Change

  17. Business processes were reviewed and improved The S/C/D’s will be final approvers on all Phase II transaction types To assist users in the transition, S/C/D’s approvers will have the option to add ESC as a final approver for a 90-day period following implementation Reports developed or modified to allow for easy identification of exceptions and errors Initial transition period will be utilized to identify additional training needs All documentation will be scanned at the point of origination Transitioning to Phase II

  18. Four additional training modules Incorporation of business process rules Prerequisites required Training required for all originators and approvers in order to gain access to process Phase II EPAF transactions Phase II Overview – Training Requirements

  19. System tentatively “production ready” in January 2009 Users will begin training January 2009 As users complete training, access to corresponding EPAF is “turned on” Users will be allowed to continue to submit paper for a limited time; paper forms will be eliminated in Spring 2009 Phase II Go-Live

  20. QUESTIONS

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