Business Automation

BGSU is currently working on developing a new, more efficient organizational design aimed at achieving large-scale cost reductions without jeopardizing the core mission. Specifically, the following recommendation from the Accenture report serves as the basis for the Business Automation project:

• Redesign Key Administrative Data & Processes
  • Improve data availability and integrity through user-friendly and robust management reporting, providing information needed to make decisions
  • Design lean administrative processes throughout BGSU in the functions of IT, Finance, Purchasing and HR to reduce unnecessary/manual steps and free-up time to dedicate to mission-oriented activities
  • Re-evaluate organizational design to best support lean processes

A standard methodology will be followed to manage Business Automation projects from start to finish. The methodology will provide a repeatable template for each project; however the duration of a project and the tasks undertaken during the process will vary depending on several factors including complexity, resources, time and technology. Typical steps in the methodology include the following:

• Initial requirements gathering
• Documenting current state business process; defining success metrics
• Fit/gap session; documenting future state process
• Design sessions; defining acceptace criteria; determining technology solution (s)
• Creating functional and technical design documentation
• Developing solution
• Testing
• Training; change management
• Rollout
• Evaluating success metrics

• Wireless Guest Access Requests (Completed: February 2, 2015)

Wireless authentication process for guests to BGSU to be able to access the BGSU wireless network with bandwidth and content access restrictions.

• Management Self Service (MSS) (Completed: May 22, 2015)
  

A customized manager area within the my.bgsu portal where managers can electronically interact with employee’s job related information, including an area to approve and deny electronically submitted request forms.

• Contingent/Temp Employee Account Creation Request (Completed: July 31, 2015)

A custom online process in which a BGSU employee can submit a request that will automatically create a new employee ID or update an existing one for a guest. This is intended for contractors, consultants and guest employees.

• Employee Fee Waivers (Completed: September 20, 2015)

The Employee Fee Waiver form was replaced by an automated process, utilizing PeopleSoft's Employee Self-Service and Approval Workflow Engine (AWE) functionality to build a custom page and approval process that employees can access  and submit a request to have their fees waived by the University and receive notification as to the disposition of the request.

• Dependent Fee Waivers (Completed: Sept. 20, 2015)

The Dependent Fee Waiver form was replaced by an automated process, utilizing PeopleSoft’s Employee Self-Service and Approval Workflow Engine (AWE) functionality to build a custom page and approval process that employees can access, submit a request to have their dependent fees waived by the University and receive notification as to the disposition of the request.

• Position Change (Completed: Sept. 20, 2015)

Addition to Management Self Service in which a manger can submit changes to an employee’s position and have the request electronically submitted, approved and made within the PeopleSoft application.

• Student Employment Forms (Anticipated: multiple dates as forms are converted; first release Nov. 2015)

Conversion of multiple paper forms, including ‘position description’ and ‘position posting’ to electronic forms using the existing technology application DocuSign and new web application development to allow for workflow automation.

• Application Security Access Requests (Anticipated: Dec. 6, 2015)

Automation of the process for employees to request changes to their security profiles in PeopleSoft HCM, FMS and CSS so that all three requests are built under a common platform and the approval workflow is streamlined.

• Funding Change (Anticipated: Dec. 6, 2015)

Addition to Management Self Service in which a manger can submit changes to an employee’s funding (including student employees) and have the request electronically submitted, approved and made within the PeopleSoft application.

• Personnel Action Form (PAF) (Anticipated: Jan. 2016)

Addition to Management Self Service in which a manger can submit additional changes to an employee’s job related data and have the request electronically submitted, approved and made within the PeopleSoft application.

• Financial Aid Forms (Anticipated: multiple dates as forms are converted)

Conversion of approximately 35 Student Financial Aid paper forms to electronic form using the existing technology application DocuSign and new web application development to allow for workflow automation.

• I9 validation automation (Anticipated:  )

Convert multiple entry points into one point of entry for I9 verification while eliminating the paper process and making it electronic resulting in quicker verification for BGSU.

• Employee On/Off Boarding (Anticipated: Multiyear/Multiphase)

Multiphase project to utilize employee hire and terminate as triggers to kick off common tasks that are part of these processes such as those for HR, Payroll and IT.

• Contract Process (Anticipated: )

An e-workflow contracting process, similar to that used for summer teaching contracting, for adjunct (part-time) faculty members that will prevent these employees from exceeding work hour limits that might lead to penalties under the Affordable care Act.

• Faculty Hire Process (Anticipated: )

Migrating the faculty hiring process into the HireTouch platform, while maintaining the expectations established during a Lean rapid improvement project designed to eliminate unnecessary and wasteful steps, improve process flow, and meet the needs of the hiring units and job candidates.