Upcoming HR Form Enhancements and Best Practices, Common Questions & Tips

Transcription

1 Upcoming HR Form Enhancements and Best Practices, Common Questions & Tips Lauren Marinez, Staffing Services Kara Yermak, Staffing Services Debbie Hafke, EBS HR/Payroll Team 14

2 Objective of HR Forms Redesign Objective: Build efficiencies into the HR forms to support timely and accurate processing of hires, changes, etc. Increasing form usability for end users and approvers Including validations to enforce business rules at time of form initiation Automatic update of data in HR/Payroll System (eliminating dual data entry) Improvements are based on feedback from end users and central HR 15

3 Impact of HR Forms Redesign 16

4 Impact of HR Forms Redesign 17

5 Impact of HR Forms Redesign 18

6 Impact of HR Forms Redesign Measurement factors Customer satisfaction Form approver vs. form initiator Ease of use, time, satisfaction Workflow retention time Forms requiring follow-up at HR Form review time at HR 19

7 Impact of HR Forms Redesign 34% reduction 25% reduction 50% reduction 81% reduction 20

8 Impact of HR Forms Redesign Example of HR Metrics Faculty & Academic Staff New Hire Form 21

9 What s Coming Up in

10 April/May What s Coming Up in 2013 HR Completed Processes & Forms (implemented) Attachment functionality for pay changes/cost redistributions June 4 Faculty/Academic Staff Forms/Processes Reappointment Form Rehire Form Enhanced New Hire Form Enhanced Position Create Functionality 23

11 June What s Coming Up in Graduate Assistant Forms/Processes August Assignment Extension Rehire Additional Assignment Undergraduate/Professorial Assistant Position Forms Position Change Form, Student/Grads to TOC 24

12 October What s Coming Up in Support Staff Forms/Processes Staffing Request Position Change 2 Student Forms/Processes Additional Assignment Rehire December 1 Faculty/Academic Staff Form/Process Change of Status 25

13 Best Practices in the Hiring Process Complete Form I-9 ahead of time Ensure data submitted with the hiring form is accurate and complete Initiate HireRight background check as soon as the employee accepts an offer (if applicable) Get to know the Academic Hiring Manual; obtain academic hiring waiver approval before an offer is made Submit hiring forms to HR approximately two weeks before the employee s start date 26

14 Common EBS Questions and Tips User interface compatibility Forms and processes Service status 27

15 User Interface (UI) Compatibility Testing MSU does not have a policy for a common image" across all employees' computers. Different units install varying combinations of operating systems, browsers, and Adobe Reader Not all users have access to update software or change PC settings (e.g. pop-up blocker) on their machines. EBS tests for compatibility with User Interface (UI) Software QUARTERLY: Browsers (Internet Explorer, Firefox ESR, Safari) Operating Systems (Windows, Mac) Adobe Reader versions and SAP GUI Testing is limited to what vendors (SAP, Kuali, Cognos) support. Support for Windows 8 and Internet Explorer 10 July

16 User Interface (UI) Compatibility (Windows) 1. PDF is best format to export BI reports; other export options may experience minor centering/alignment issues. 2. Java 7, Update 13 version (or newer) is strongly recommended for Manager Self Service (MSS) functionality, when using the Firefox ESR 17 browser. 3. Adobe Reader 11 is not supported or recommended for Windows XP users of HR/Payroll Adobe Interactive Forms. IE9 & Adobe Reader 10 Settings for HR/Payroll Forms 4. Firefox ESR 10 is no longer available for download by Mozilla (browser vendor). 5. Enable IE 9 compatibility view and add the EBS portal as a trusted website. Directions can be found here. For more information on the change to the Firefox ESR browser, see the Firefox ESR Overview and Installation Instructions. 29

17 User Interface (UI) Compatibility (Mac) 1. Most functions outside of ESS (and some ESS functions) aren't supported by the software vendor; these require adding a virtual Windows OS environment. See EBS Configuration Matrix for Windows for specific Browser/Adobe Reader versions supported. Safari 6.x is currently NOT supported by SAP (HR/Payroll functions). 2. PDF is best format to export BI reports; other export options may experience minor centering/alignment issues. 3. Firefox ESR 10 is no longer available for download by Mozilla (browser vendor). 4. When using Safari browser, KFS Action List may display bottom of page (user must manually scroll up to locate documents). 30

18 Forms and Processes 98% of HR Payroll Forms incident tickets are remedied with the following adjustments. 1. Set browser zoom level to 100% 2. Compatibility view settings 3. Internet Explorer-32 bit 31

19 Forms and Processes Browser Zoom Level Internet Explorer (Microsoft) has an issue with how it does position calculations when rendering screens using the zoom feature. Therefore, end users may experience: Forms loading blank Form does not open in a new window, as expected Internet Explorer zoom level needs to be set to 100%. From Menu Bar, select View, Zoom 100% 32

20 Forms and Processes Compatibility View Settings If Internet Explorer recognizes a webpage that isn't compatible, you'll see the Compatibility View icon in the browser Address bar (the icon looks like a torn piece of paper). From Internet Explorer menu bar, select Tools, Compatibility View Settings, and select the last check box- Display all Websites in Compatibility view, close. 33

21 Forms and Processes Internet Explorer-64 bit The form opens with a Red X when Internet Explorer-64 bit has been used. 34

22 Forms and Processes Internet Explorer-32 bit From Start Menu, Programs select Internet Explorer that is not labeled 64 bit. 35

23 Service Status this is where employees can see what university systems are undergoing maintenance RSS Feeds are available for Outlook, or can be embedded departmental websites, and personal web pages like igoogle. Listserv messages are also available. 36

24 Service Status also presents Service Status 37

25 Contact Info Lauren Marinez, Kara Yermak, Debbie Lake-Hafke,