the journey to fluid and guided self service at avalonbay
TRANSCRIPT
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Prepared by:
Session ID:
The Journey to Fluid and Guided Self Service at AvalonBay
Name: Tom Brennan
Title: Director, Business Systems
Company: AvalonBay Communities, Inc.
102400
Name: Rebecca Roberts
Title: Project Director
Company: WorkStrategy, Inc.
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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
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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
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.
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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
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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
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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
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Fluid & GSS - Fit / Gap Analysis Goals
• Discuss PeopleSoft 9.2.021 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
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GSS – First Phase
First Phase February – April 2017
Narrowly focused on the Termination process:
• Manager Self Service
• Fluid User Interface
• Approvals (AWE)
• Workflow notifications
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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
• Email notifications to various departments (IT, Housing, etc.)
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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
• Email notifications to various departments
• Managers can delegate their approval function
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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
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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
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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
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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)
Journey to Fluid and Guided Self ServiceAvalonBay’s GSS Termination Transactions
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AvalonBay Homepage
• Build own homepage
• Simplify navigation
Minimize use of right hand navigation
One path
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Company Directory
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Termination GSS
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GSS Submit
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GSS Confirm and Approval Path
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Manager Approval Process
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Classical Monitor Approvals
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Manager Approval Process
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Customer Care Center
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Monitor Approvals
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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
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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
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Build Process - AWE
• Created custom notification templates for email notifications
• Configured Page Composer (released in bundle #20) to modify the layout of the termination approval page
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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.)
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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)
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Session ID:
Please complete the session evaluation102400
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