Advances in eForms: Paperless I-9s, ePAFs and Integrated Imaging

1
Advances in eForms Paperless I-9s, ePAFs and
Integrated Imaging

• Session 25813
• March 12, 2008
• Alliance 2008 Conference
• Las Vegas, Nevada

2
Agenda

• Melissa Curry, Asst. Director of Operations, UF
• ePAF at the University of Florida
• Paul Taylor, President and CEO, Gideon Taylor
• Paperless I-9s
• Integrated Imaging / Attachments

3
University of Florida ePAF

• Previous Process
• The ePAF Solution
• The Results

4
University of Florida

• 51,520 students
• 22,000 employees
• HR staff of 100
• 70,000 personnel
• transactions annually

5
University of Florida and Oracle

• PeopleSoft 8.8 go-live June 2004
• Portal, HR, and Finance
• Decentralized Job Data model with multiple
  modifications
• Separate workflow bolted on
• Department ? Level 1 Approver ? Core Office

6
Personal Data
7
Job Data
8
Employment Data
9
Workflow
10
Payroll Distribution
11
Rocky Roads to ePAF

• Problems identified included
• 68 error rate and poor data integrity
• Bulky workflow
• Payroll and benefit errors
• Long turn-around timesup to two weeks
• Extensive training
• Failure to maximize readily available technology
• HR staff time spent correcting data entry errors
• Excessive data entry for end users
• End user dissatisfaction and disillusion with
  process

12
ePAF The Solution

• Began with a paper-based pilot in August 2005
• Began reviewing current process and staffing in
  October 2005
• Launched ePAF project in December 2005
• Went live with ePAF on February 27, 2006

13
Project Scope

• New Hire
• Rehire
• Additional Job
• Summer Assignments
• Staff Promotion
• Staff Reassignment
• Staff Demotion
• OPS/Staff to Faculty
• One-time Payments

• Salary Increase
• Salary Correction
• Termination
• Leave of Absence
• Return from LOA
• Retirement
• End Summer Job
• Leave Cash Out

14
ePAF Forms Created

• Hire
• Job Change
• Additional Payment
• Employment Status Change
• Leave Cash Out

15
ePAF Specifications

• Hiring Matrix Default Table
• Action/Reason Table
• Time and Labor Matrix Default Table
• eForms Security Override Table
• PeopleCode

16
ePAF

• Live Demonstration

17
Communications

• Campus input and buy-in
• From the top down
• Pilot Project Team and ePAF testers
• Continuous updates and demonstrations
• Print communication
• Dedicated ePAF website

18
ePAF Website
19
Rollout, Training, and Security

• Phased Rollout over 8 weeks
• By invitation only
• Invitees based on current security roles
• Training required for ePAF security
• Security given at the start of each pay period
• Job Data security removed at the end of rollout
  and make-up training sessions

20
Results

• Error rate decreased to less than 1
• Data entry time reduced by 75
• Increased HR staff productivity by 47
• Reduced turn-around time by 72
• 627,386.76 cost savings in 22 months
• Overwhelmingly positive campus response
• Its so easy a caveman could do it
• Its so easy. Why didnt we do this sooner?
• ePAF is a dream-come-true.
• Won 2007 Davis Productivity Award and CUPA-HR
  SunGard Award nominee

21
Newest GT eForms Advances

• Paperless I-9s
• Integrated Imaging / Attachments

22
Paperless I-9
Even for the highly automated institutions, the
I-9 form has almost universally remained a paper
process. Gideon Taylor has broken through this
paper bottleneck with a fully reg-compliant,
eForm-based I-9.
23
Paperless I-9 Facts

• In current scope for University of Utah ePAF
  project
• Built on GT eForms, Gideon Taylors electronic
  forms framework for PeopleSoft
• Available with GT eForms license no additional
  cost for GT eForms licensees

24
Design Philosophy

• Slightly different from ePAF. Rather than
  minimalist approach, focus is on
• Regulatory Compliance
• Comfort level through look-and-feel similarity to
  the DHS form
• Ease of use
• Flexibility in defaulting and entry behavior
• Regulatory Compliance!

25
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2
Form Related Form Related
I-9 Instructions pg 2 Instructions must be available to all employees completing form.
274.a.2.a.2 Electronic form must be legible
274.a.2.a.2 No change to the name, content or sequence of the data elements and instructions
274.a.2.a.2 No additional data elements or language are inserted
26
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2 (continued)
Printing Printing Printing
274a.2.e.1.v Ability to reproduce legible and readable hardcopies.
274a.2.e.2 All documents reproduced by the electronic retention system must exhibit a high degree of legibility and readability when displayed on a video display terminal or when printed on paper etc.
274a.2.e.8.iii Provide electronic summary files, such as a spreadsheet, containing all of the information fields on all stored I-9s if available.
27
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2 (continued)
Documentation Documentation Documentation
274a.2.e.5.i Descriptions of electronic generation and storage system including procedures relating to its use.
274a.2.e.5.ii Descriptions of the indexing system.
274a.2.f.1.i, 274a.2.f.1.ii, 274a.2.f.1.iii Must maintain and make available upon request documentation of the business process that (a) create the I-9 (b) modify or maintain the I-9s, and (c) establish the authenticity and integrity of the I-9, such as audit trails.
28
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2 (continued)
Electronic Signature Electronic Signature
274a.2.b.1.i.A Employee electronic signature
274a.2.b.1.ii.B Employer electronic signature
274a.2.h.1 Electronic signature must include a method to acknowledge that the attestation to be signed has been read by the signatory.
274a.2.h.1 The electronic signature must be attached to, or logically associated with the electronic I-9
274a.2.h.1.i The system must affix the electronic signature at the time of the transaction
274a.2.h.1.ii The system must create and preserve a record verifying the identity of the person producing the signature.
274a.2.h.1.iii Provide a printed confirmation of the transaction at the time of the transaction to the person providing the signature.
274a.2.i The employer must attest to the required information in the I-9. The system should include a method to acknowledge that the attestation to be signed has been read by the signatory.
29
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2 (continued)
US Agency Inspection US Agency Inspection US Agency Inspection
b.2.ii At inspection, the electronic form or a paper copy of the electronic form must be made available at the location where the request for production was made or another location if the inspector is notified and arrangements are made. A printed electronic image of the Form I-9 in lieu of the original or electronic form may also be presented.
e.3 Access by an Agency of the United States cannot be limited in whole or part by any agreement with regard to storage or electronic generation.
e.8.i Retrieve and reproduce (including printed copies) the I-9s in the system and supporting documentation specifically requested by an agency of the United States and any audit trail.
e.8.ii Provide the requesting agency of the United States the resources (i.e. hardware, software, documentation) required to locate, retrieve, read and reproduce the electronically stored I-9s.
30
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2 (continued)
Retention Retention Retention
274.a.2.b.2.i.A Employer must retain completed form for 3 yrs from hire or 1 yr from termination, whichever is later.
274.a.2.e.1.iv A retrieval system that includes an indexing system that permits searches by any data element
274.a.2.e.4 Multiple storage environments allowed as long as they meet regulations.
274.a.2.e.6 Indexing system is a system that permits the identification and retrieval for viewing or reproducing of relevant books or records maintained in an electronic storage system. Basically, it needs to be functionally comparable to a reasonable hardcopy filing system.
274.a.2.e.7 Reasonable data compression or formatting technologies as part of the electronic storage system are permitted.
31
Paperless I-9 RegulationsTitle 8 Aliens and
NationalityParagraph 274a.2 (continued)
Integrity Integrity Integrity
274a.2.e.1.i Reasonable controls to ensure the integrity, accuracy and reliability of the electronic generation or storage system.
274a.2.e.1.ii Reasonable controls to prevent and detect the unauthorized or accidental creation of, addition to, alteration of, deletion of, or deterioration of an electronically completed or stored I-9, including electronic signature if used.
274a.2.e.1.iii An inspection and QA program evidenced by regular evaluations of the electronic generation or storage system, including periodic checks of the electronically stored I-9.
274a.2.g.1.i, 274a.2.g.1.ii, 274a.2.g.1.iii, 274a.2.g.1.iv Must have a security program/process that ensures that only authorized personnel have access to the records, provides for backup and recovery of records to protect against loss, ensures employees are trained to minimize the risk of accidental/unauthorized alteration or deletion, and there is an audit of creates, accesses, views, updates and correction that establishes the date of access, the identity of the individual and the action taken.
32
Implied Requirement

• Everyone signing the I-9 is present, in the same
  room, at the same time!

33
Paperless I-9

• Beta Demonstration

34
Integrated Imaging and Attachments
Not all documents lend themselves to becoming an
eForm. For these, seamless attachment, routing,
storage and retrieval of imaged documents
facilitate the process flow. GT eForms now
allows supporting documents, either scanned
images or desktop documents, to be attached to an
eForm and routed along with it. The documents
are permanently stored, and can be retrieved
along with the eForm they were attached to.
35
Contacts

• Melissa Curry
• Assistant Director of Operations
• Human Resource Services
• University of Florida
• 352.273.1735
• melissa-curry_at_ufl.edu
• John Woodrum, COO
• Gideon Taylor Consulting
• 801.434.7260
• john_at_gideontaylor.com