The Journey to Fluid and Guided Self Service at AvalonBay

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1 The Journey to Fluid and Guided Self Service at AvalonBay Session ID: Prepared by: Name: Tom Brennan Title: Director, Business Systems Company: AvalonBay Communities, Inc. Name: Rebecca Roberts Title: Project Director Company: WorkStrategy, Inc. 1

2 Agenda Agenda AvalonBay s Journey to Fluid and Guided Self Service Project Overview Fit / Gap Analysis AvalonBay s GSS Implementation for Terminations Process Overview Building AvalonBay s Termination GSS process 2

3 WorkStrategy Profile HR Technology Firm Based in Columbia, Maryland Staff of HR Practitioners and Oracle HCM Specialists Oracle Gold Level Implementation Partner PeopleSoft and HCM Cloud (Fusion) Implementation Services PeopleSoft: MSS, ESS, GSS, HCM, Time and Labor, Talent Management HCM Cloud: Performance, Goals, Succession, Talent Reviews, Compensation 9.2 Upgrade Planning and Remote Lab Services Integrated PeopleTools Bolt-ons 3

4 AvalonBay Communities, Inc. is a real estate investment trust (a "REIT") focused on developing, redeveloping, acquiring and managing high-quality apartment communities in high barrier-to-entry markets of the United States. These markets are in the Northeast, Mid-Atlantic, Pacific Northwest, Northern California and Southern California regions of the country. As of March 31, 2017, the Company owned or held a direct or indirect ownership interest in 284 apartment communities containing 82,533 apartment homes in 10 states and the District of Columbia, of which 24 communities were under construction and nine communities were under reconstruction. These 284 apartment communities are located in 18 high barrier-to-entry markets characterized by a low supply of zoned apartment land and lengthy entitlement processes. Our strategy is to focus on our chosen core markets and to become the market leader in each of these markets.

5 AvalonBay Current Environment PeopleSoft 9.2 PUM 21/8.55 platform using MS SQL server database Current PS HCM applications Workforce Administration Full Position Management Earnings Distribution Base Benefits and Benefits Administration Payroll for North America Employee Self Service (ESS) eprofile epay ebenefits Current Manager Self Service (MSS) = Personal Action Forms (PAFs) in Lotus Notes Approximately 3,000 associates No Person of Interest or Contingent Workers Customer Care Center (CCC) processes all PS HR transactions 5

6 Fluid & GSS - Project Goals Use PS functionality to replace current Lotus Notes Personal Action Form (PAF) Leverage existing functionality with the intent to minimize customizations Implement Fluid navigation for desktop users and eventually mobile users Streamline current processing / reduce manual data entry Manager self-service needs to be easy to use First Phase February April 2017: Terminations (Narrow Focus) Fluid Approvals Second Phase: Transactions (Promotions and Transfers) Position Management New Hires 6

7 Fluid & GSS - Project Phases AvalonBay partnered with WorkStrategy to: Develop Project Plan Conduct and document the Fit / Gap analysis findings and recommendations AvalonBay team: Finalized the design Configured, Tested and Implemented Project Phases: Project Plan Fit / Gap Analysis Design Configuration / Development User Acceptance Testing Implementation 7

8 Fluid & GSS - Fit / Gap Analysis Goals Discuss PeopleSoft and PeopleTools 8.55 functionality Understand current state Business process needs Business process challenges Environment Customizations Pain Points Determine requirements for: Fluid Approvals Security Understand desired future state for termination process Identify business processes that can be simplified Knowledge transfer 8

9 GSS First Phase First Phase February April 2017 Narrowly focused on the Termination process: Manager Self Service Fluid User Interface Approvals (AWE) Workflow notifications 9

10 Terminations Prior Process All AvalonBay associates have access to the PAFs through Lotus Notes Supervisor completes PAF to terminate an employee HR Manager reviews the PAF Customer Care Center HR enters termination row into PS Payroll calculates final pay notifications to various departments (IT, Housing, etc.) 10

11 Terminations GSS Process All associates continue to have access to initiate a Termination request Access to the Termination GSS process will be from the My Team Tile or Company Directory Supervisor completes termination page in GSS HR Manager reviews the termination in GSS Customer Care Center: Monitor approval process HR approves transaction which inserts termination on Job Data Payroll calculates final pay notifications to various departments Managers can delegate their approval function 11

12 Approvals GSS Process Multiple levels of approvals Transaction self approves if originator is direct supervisor or routes to direct supervisor if not Uses Reports-to based on position management to select approvers Approval structure All go to Direct manager All go to HR manager All go to the CCC for final approval and database updates The HR Manager identified as the approver was determined by a custom table within PeopleSoft based on work location code If the Manager s (approver) position is vacant the approval moves up to the next Report-to position 12

13 Termination Process Key Findings PeopleSoft delivered Termination Process: Require Fluid framework for Guided Self Service Direct reports framework for managers Available through Manager Self Service Related actions available throughout PeopleSoft AvalonBay desired Termination Process with GSS: Implement Fluid to access GSS termination process All associates can access termination process through Company Directory See only Termination related action Three levels of approval (Direct Manager, HR Manager, CCC) HR Manager and CCC administrators are not in direct reporting relationship with the supervisor / manager submitting the termination 13

14 Termination Process Key Findings PeopleSoft delivered Approval Process (AWE): Uses direct reports (AvalonBay uses ReportsTo ) Managers do not define the approval routings Can be based on roles AvalonBay desired approval process for GSS Terminations: Use delivered direct report structure for first level approval Second level of approval is an identified HR Manager Third level is the CCC administrator role Implement delegation for managers Allow CCC administrators to moderate and manage the GSS workflows 14

15 Termination Process Key Findings Use workflow notifications to replace checklists and fields in Lotus Notes Involuntary Reasons (for rehire eligibility) Items for a manager to do at an associate s termination (replaces Lotus Notes checklist) Reminder to manager to instruct the associate to update their address through employee self service AvalonBay will develop workflow notification to various departments (i.e. benefits, compensation, housing, etc.) Develop new report for tuition reimbursement to replace Lotus Notes notification AvalonBay will integrate with Active Directory/Okta to disable access (replaces notification to IT department) 15

16 Journey to Fluid and Guided Self Service AvalonBay s GSS Termination Transactions

17 AvalonBay Homepage Build own homepage Simplify navigation Minimize use of right hand navigation One path 17

18 Company Directory 18

19 Termination GSS 19

20 GSS Submit 20

21 GSS Confirm and Approval Path 21

22 Manager Approval Process 22

23 Classical Monitor Approvals 23

24 Manager Approval Process 24

25 Customer Care Center 25

26 Monitor Approvals 26

27 Build Process Design considerations End user navigation Fluid tile display Fluid is delivered fully deployed in the PeopleSoft HCM application, however, not all pages are Fluid enabled AvalonBay had Fluid turned off after the upgrade to 9.2 Restore Fluid: Set Assemble Themes to DEFAULT_THEME_TANGERINE_ALT Set the Homepage Header to PeopleSoft delivered Fluid Header Uncheck Hide from portal navigation on the Content Reference for the Fluid Home under Portal > Structure and Content Fluid Security includes: Portal Level Roles Permission List Related Actions are full deployed and AvalonBay needed to turn-off related actions that would not be utilized for this project 27

28 Build Process - AWE Approval Workflow Engine (AWE) - set up by AvalonBay technical staff Added steps to the delivered GSSTerminateEmployee AWE workflow Direct Supervisor HR Manager Administrators at Customer Care Center Created custom (role and SQL based objects) user lists for each approval level Customized the delivered configuration to send role based notifications on Final approval event to AvalonBay Associates such as: IT infrastructure Legal Construction Housing 28

29 Build Process - AWE Created custom notification templates for notifications Configured Page Composer (released in bundle #20) to modify the layout of the termination approval page 29

30 Build Process - AWE Configured the AWE Approval Monitor for administrators by modifying the results grid (i.e. add associate name, Transaction description, termination reason, etc.) 30

31 Build Process - Customizations Disabled the delivered code that checked to see if the user was a manager Retain customization that allows users to enter the last day worked and the custom code formats the effective date to the PeopleSoft standard of day after the last day worked Added name field to the monitor approvals grid shown in prior slide (page 30) 31

32 Please complete the session evaluation Session ID:

33 33

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