Bits & Bytes
Editor’s note: Information Technology Support and Services offers technology tips in this column. To submit questions or suggestions for topics, contact Becky Rogers, manager of customer service, at ext. 1-3668.
SoftServ adds new personnel action module
With the successful launch of the first two modules of SoftServe, the PeopleSoft self-service system enabling employees to monitor and manage their personal and pay information, the project has begun testing for the launch of the third module - electronic personnel action requests.
"We have had rave reviews on the first two SoftServe modules, e-Profile and e-Pay, and very few people have contacted us with problems or concerns," said Human Resources Director Susan Norton, who is leading the project. "Everyone really likes having the ability to monitor and manage their own information, and we've been able to update our PeopleSoft database much more efficiently."
Most campus employees have been granted access to the system and the remainder will be added over the next few weeks, said Ms. Norton. SoftServ is not available to MCG Health, Inc. employees.
The project's third module will move the campus from paper-based personnel Action Request forms to an electronic system that will be faster, allow electronic approvals or "signatures" and enable workflow tracking through the electronic routing system. Several campus departments are serving as testers for the pilot version of the new module and should begin processing real transactions to the database by June.
"We've done some time tests with great results," said Sherri Peck, human resources information systems and reporting manager. During time tests, completion of a standard PAR for a termination took approximately three minutes and required 15 data fields. Completion of the same termination in the electronic system took approximately one minute and 15 seconds with data entry in two fields, she said. A similar test of a pay rate change decreased the completion time from five to two minutes and required three data entry fields rather than 23.
The personnel action module pilot departments include Information Technology Support and Services, Controller, Human Resources, School of Nursing, Department of Medicine and Georgia War Veterans Nursing Home, said Ms. Norton. Staff and management from those areas have participated in testing four transactions - terminations, retirements, salary changes and salary distribution changes - and have provided feedback on how the system works.
"This is really going to make our lives easier," said Janice Chancey, an administrative assistant in the Controller's Division. "Now, we have to enter all personnel and employee information on the PAR form. The new electronic module pulls that information from the system and it takes just a few clicks to complete the whole process. And the electronic routing will save even more time by streamlining approval requirements and using e-mail alerts and workflow tracking to move the request through the system more quickly."
"We will likely begin allowing other departments to perform classified actions in conjunction with the faculty action testing in early summer, and will gradually expand access to the entire campus by fall," said Ms. Norton.