4.2.6 Distribution and Development



Distribution and Deployment Strategy

The PeopleSoft Human Resource Management System is designed to support a University-wide deployment of business functionality including direct interaction by managers and administrators within Princeton University departments. It is a goal of the project to deploy the system as broadly as possible, but there will be a phased approach to make certain that the core functionality for HR, Benefits Administration, and Payroll, is fully operational before augmenting direct interaction with the system by departmental staff.

Initial distribution plans are focused on departments that currently rely on data from the Tesseract system such as Human Resources, Payroll, Visa Office, Student Employment, Printing and Mailing, Risk Management. Department managers will have reporting and view access but will most likely not have direct PeopleSoft connections to the Production database. Full-scale deployment of PeopleSoft ad-hoc reporting may not take place until the upgrade to PeopleSoft HRMS 8.0 data stores. It is the intent of Princeton University not to spend unnecessary time and expense building a data mall, which is expected to be included in PeopleSoft’s Education and Government future release.

In the initial phase of the project expected to be completed by summer, 2001, departments can expect the following interactions with the system:

View Capability – Authorized managers will be able to view information about employees in their departments, jobs, salary, positions, and status including history and future-dated actions. The view capability will be on-line.

Reporting – Various types of reports will be available to managers both at the employee level and the department level for groups of employees. It is envisioned that the reports will provide current information or historical information for trend analysis or decision-making support. The reports will very likely be drawn from a copy of the database that is updated nightly and so will be very recent but not "up to the moment." Some reports will continue to be paper-based, but many will be available in electronic format able to be viewed on-line or over the Princeton University Intranet (with proper authentication).

Update/Approve – This interaction involves direct access and modification of the data stored in the system. Initially, Update and Approve actions by departments will be for current systems that are already operational and will continue to be used such as Labor Accounting and Salary Planning via the Employee Merit Increase program. In the future, there should be added interaction with employee search and selection via WebHire. Also a Time Collection application is being developed for the initial HRMS implementation.

Execute Pre-Defined Queries – The PS application has an on-line query tool that will be deployed on a limited basis for the initial system activation. It is expected that there will be several employee-level or departmental-level queries that managers will be able to execute based on criteria that they specify. This will augment the reporting capability in that managers will be able to enter the criteria into a query and get the results immediately on-line, which can then be downloaded to an Excel database for further manipulation, analysis, or reporting.

Email Notification Workflow – The PS application has the ability to route work to various people within the University based upon rules and triggers established within the system. This Workflow will be limited in the initial implementation to notify managers of changes in employees job records related to hire actions, status changes, or other actions where the manager should be notified. The automatic email notification will provide information about the change or will alert the manager that a change has taken place that might need review or subsequent action.

Web Self-Service – The PS application is moving more functions to the Internet for access, view, or changes over the World Wide Web in the future. The initial implementation project will provide limited self-service to employees to view and/or change personal information. The ability to review and change benefits information will be provided in the future. Also, the Time Collection application will be developed to be fully web-enabled with employees entering time and managers reviewing and approving time on the Web. This system should be available for both exception and positive time reporting employees at the time of the initial HRMS activation.

Checklists – The PS application can also provide checklists that may help managers with functions like new hire set-up in the workplace or terminations with the myriad of actions that are required. Several pre-determined checklists will be established to allow managers to plan and record the completion of necessary steps in these complex processes.

Forms – The department interaction with the HRMS system in the initial implementation will continue to be mainly via forms submitted to the appropriate administering office (HR, DOF, GS, UG, PPPL). The forms will be redesigned to support the new HRMS application but will also be consolidated where possible to reduce the complexity of working with multiple staff groups. There will be an effort to move forms to electronic creation, submittal and approval where possible and to reduce reliance on manual form completion, submittal, and approval followed by data entry in a central office. This approach is consistent with the principles of the P2K program.


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