QUT Payroll Services
Sessional eForm
Presented by
Christine Delaney, QUT Payroll Manager
with Technical Support from
Edward Eacock, QUT Financial Systems & Projects Manager
26th May 2014
CRICOS No. 00213J
Queensland University of Technology
Agenda
• Sessional eForm General Background
• Sessional eForm Process Overview and Features
• Sharepoint Overview and Features
• Where To Now?
• Questions
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Sessional eForm Development
WHY?
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To address significant challenges identified by Sessional Staff in a
Staff Opinion Survey in relation to the appointment and payment
process
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To remove a slow paper based appointment process
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To improve data quality of the paper based forms
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To streamline the appointment process for Sessional Staff
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Sessional eForm Aim
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To improve efficiencies in Appointment of Sessional Staff, i.e building the eForm
and developing Workflow in consultation with the Faculties
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To improve data quality
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To reduce the time taken between on boarding, approval and initial payment to the
Sessional Staff member
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To Assist the Faculties in reducing, and in some cases eliminating the need for
some Administrative manual processes
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Sessional eForm Benefits
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Sessional Staff are able to gain access to QUT
systems, emails, Web Self Service, etc in a
more timely manner – these accesses are
dependant on the employee being live in
Alesco
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Managing Sessional Staff payments in a
shorter timeframe
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Having a more streamline appointment
processing for Faculties and reducing the need
for independent Faculty based systems
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Having the ability for tracking and reporting for
Faculties within Sharepoint
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Being able to export reports in an Excel format
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Sessional eForm Solution Design
• Platform = Sharepoint
• Application = Infopath
• Integration = via Oracle Services Orientated Architecture (SOA) Suite
• Data Sources = Alesco and Oracle E Business Suite R12
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QUT Sessional eForm Features
Appointee Details
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Search by Employee Number
and/or Employee Name
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Existing Employees able to
be recommended for Auto
Pay
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Acknowledgment of
Employee being a
Scholarship Holder
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Mandatory fields to ensure all
relevant information is
included
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Inclusion of Work and/or
Personal contact details
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QUT Sessional eForm Features
Work Rights
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Mandatory acknowledgement
regarding Right to Work Status
(if International chosen, ability
to enter relevant Passport/Visa
information)
Professional Licenses
Organisational Details
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Preloaded Faculties/Divisions which
determine the School and C-Level
(Cost Centre)
Location of Work including
Interstate and Overseas
Validation of Account Codes with
the Oracle System
Options for more that one Cost
Centre Account Code (split costing)
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QUT Sessional eForm Features
Job Details
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Mandatory fields for Appointment details
to ensure data quality
Approver Name – populates
Approver/Appointee Position numbers
List of Values for Dates available
List of Values for Classifications/Payment
Rates
Ability to add additional jobs
Faculty/School Contact Details
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Prepopulates with details of Form Initiator
Can be changed if required
Ability to Enable Worklfow
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QUT Sessional eForm Workflow
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Ability for Admin Staff to attach
documents if required
Form Reviewer (Optional)
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The Form Reviewer has the ability
to change any detail on the form
Account Reviewer (Optional)
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The Account Reviewer has the
ability to change only Account
Details on the form
Entering Form/Account Reviewers
Names prepopulates additional
information, cutting down on data
entry
Both Reviewers also have the
ability to Reject the form if
necessary, which requires
comments to be added
Rejected forms are returned to the
Initiator for further action
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QUT Sessional eForm Workflow
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Head of School (Mandatory)
All QUT Sessional
Appointment forms are
required to be authorised by
the Head of School
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Entering Head of School
Name prepopulates additional
information, limiting input for
data entry
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NB: - An email is sent out at each point the form has
advanced through Workflow with a link to either the
form or Sharepoint.
- Emails are sent at nominated times depending on
the needs of the business
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Nominated Head of School
has ability to reject forms if
required
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Rejected forms are returned to
the Initiator for further action
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Sessional eForm Workflow Process
Initiator creates eForm
Workflow is enabled
Form and/or Account
Reviewer receive form
to review
Sessional receives form
to accept
Head of School receives
form to Approve
Payroll Services receive
form to process
Initiator and Sessional
receive an email when
form is processed into
HR/Payroll System
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Overview of Sessional eForm
BENEFITS
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Data integrity
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Tracking of forms
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Create/maintain views for reporting purposes
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Bulk Acceptance for Reviewers
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Bulk Approvals for Head of Schools
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Reducing manual administration functions
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All fields on eForm are available for reporting purposes
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Ability to reuse previous forms and reduce data entry for
Faculties/Divisions
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Ability to clear reused forms either partially or in total
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Meeting requirements of Internal/External Audit and
Immigration, etc
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All forms initiated remain in the library, archived periodically
as required
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Application Features
eForm Views
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Sharepoint allows the user to
create and maintain different views
for their own purpose
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Standard views have been created
to assist with tracking of Sessional
eForms
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Each view can be exported to
Excel to assist reporting purposes
as required
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Application Features
All Forms Default View
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Only nominated staff within a school have access to view the All Forms library
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Prepopulated views are maintained by QUT Payroll Services
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Users have the ability to create and maintain their own custom views
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If Workflow is enabled, users are able to track their forms
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Ability to export data to Excel for reporting purposes
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Application Features
Form Reviewers View
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Able to view at a glance relevant information pertaining to each form
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Ability to Bulk Accept selected forms
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Form Reviewers have the ability to edit relevant fields on the form
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Form Reviewers only have access to see forms sent directly to them
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Application Features
Account Reviewers View
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This view is typically used by Budget/Finance Officers for monitoring the total cost of
appointments and Cost Centre monitoring
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Able to view at a glance relevant information pertaining to each form
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Ability to Bulk Accept selected forms
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Account Reviewers have the ability to edit the Account Details only
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Account Reviewers only have access to see forms sent directly to them
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Sharepoint Features
Head of School Approval View
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Head of School is able to Bulk Approval appointment forms
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The Head of School does not have the ability to edit any fields on Appointment Forms
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View will only show appointment forms the Head of School has authority to approve
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Head of School can see at a glance the total cost of each appointment
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Sessional eForm Notification
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Sessional eForm Notification
Sessional Staff
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Employees receives an email with a link to the appointment form
Employees can update their personal details, such as address. They cannot update
any other field
After reading and acknowledging the Conditions of Employment, the employee can
accept the appointment
If employee no longer has access to QUT systems, the Initiator is able to Revert
Workflow and change to a manual acceptance
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Payroll Services Functions
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Payroll Services have ability to view all QUT Sessional eForms in Sharepoint
Payroll Services cannot edit any fields on forms however have the ability to add Job
Numbers
Payroll Services Completion generates an email to the Sessional Staff member and
the Initiator advising completion of processing and relevant Job Numbers
Payroll Services can reject a form and attach comments
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Summary
• Why?
: To have Sessional Staff appointed in a more timely manner
• Aim
: To improve efficiencies in appointment of Sessional Staff
• Benefits : Happy Employees! More timely access to QUT Services &
Systems necessary for Sessionals to fulfil their duties, better reporting
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Where To Now?
• Create an API to upload data direct from
Sharepoint into Alesco to eliminate manual
processes thus creating an end to end process
• Expand this functionality to process Casual
Professional Staff
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Questions ?
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CRICOS No. 00213J