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Services For

HR Appointment Document Workflow Automation

Description

Implement automated appointment document workflow with electronic signature support to improve efficiency and communication in the appointment process. Faster turnaround time on approval of appointment documents - approximately 600 per year - translates into more timely payroll transactions and greater employee satisfaction, all of which improves significantly over the current manual/hard copy system.


Project Request Documents
Requesting Department
Human Resources

Primary Customers
Staff
Faculty

Team
Liz Villarreal
Bethany Rizzardi
Phil Rouse
Denise Giltzow
Alice Croteau
Payroll Department
Budget Office
VP offices

Project status
Closed

Status Update

10/31/13: The Appointment Document online process has been fully operational for over a month with good success. We have compiled our lessons learned document and this project is now closed.

9/24/13: The Appointment Document e-form is online and live. Customers are using it and feedback is positive. Our 'lessons learned' meeting has been scheduled for 10/3/13.

8/27/13: Internal and campus-wide testing has been completed and we are preparing announcements and training for our 9/16 go-live!

7/29/13: We have been conducting final testing sessions with a number of different users across campus in preparation for our go-live.

6/24/13: The e-forms are almost complete and the workflow testing is going smoothly. Over the next two weeks, we will be conducting final testing sessions with a number of different users across campus in preparation for a July go-live.

5/30/13: Test sessions have been conducted with different groups from across campus, with positive reviews. Once the changes to the eform are finalized, the forms will be rolled out to campus.

4/23/13: Testing continues for the appointment document workflow and eform. External testers will begin testing the eform next week. Due to delays in finishing the eform, the project sponsor has agreed to move the go-live date to the week of 5/20/13.

3/26/13: The Appointment Document e-form is still in progress, and the HR team continues to test the workflow. With agreement from the team and the project sponsor, the decision has been made to change the go-live date to 4/23/13.

2/25/13:The Appointment Document team is currently testing both the e-forms and the workflow. They are also preparing communications and instructions for the campus to support the March go-live.

1/28/13: The e-form for Form 104 (Appointment Document) is still in progress, and the HR team continues to test the workflow. With agreement from the project sponsor, the decision has been made to change the go-live date to 3/26/13. Training and other instructions will be made available in March.

12/21/12: The Nolij programmers have been finalizing changes to the workflow, and Human Resources will test during January. Training and instructions will be provided to campus in February, and the new workflow is scheduled to go live 2/18/13.

11/27/12: The Nolij programmers have demonstrated the workflow for Human Resources and fixed the bugs that were identified. The team will now begin testing, training and finalizing plans for moving their workflow into production.

10/30/12: The HR team continues to build the workflow, and a demonstration for HR staff will be scheduled during November.

9/24/12: The HR team has documented its current process and begun workflow planning; efficiency goals are also being established. Planning will be completed by the end of the month, and workflow building and forms planning will start in the next few weeks.

8/27/12: Workflow planning will begin next week when Nolij consultants are on site. The remainder of the project timeline will be established during the next few weeks.

8/6/12: Work has begun on defining roles and document types, and we will build out the initial Nolij environment this month. Nolij consultants will be onsite at the beginning of September to begin documenting existing and future processes and start building the workflow.

5/8/12: Project approved and scheduled to start 7/16/12. We may leverage Nolij consultants to assist with this project. 

3/12/12: Project resubmitted

12/21/11: Project scored. Resource limitations prevented recommendation or scheduling at this time. 


Dates
Jul 16 2012 - May 7 2013

Go Live Date
Sep 16 2013


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