Deakin University

Feature Innovator

Deakin University deployed fluid timesheets and manager timesheet approvals providing a modern, accessible, and mobile-friendly platform

Summary

In 2022, in conjunction with their partner INK IT Solutions, Deakin University deployed fluid timesheets and manager timesheet approvals providing a modern, accessible, and mobile-friendly platform to ensure timely and accurate payment for over 5,000 staff.

Customer comments

Furthering their commitment to PeopleSoft innovation, in conjunction with their partner INK IT Solutions, Deakin University implemented a timesheet and payment transformation project to modernize their user experience through the rollout of fluid timesheets for employees and administrators and fluid timesheet approval for managers.

Maximizing PeopleSoft capabilities, the fluid timesheet module provides staff with a workflow-enabled, intuitive, and contemporary timesheet and approvals process, with built-in support and data validations to enable easy and efficient submission of timesheet claims.

Timesheet Enter time (described in preceding text)

Deakin has utilized modern PeopleSoft technologies such as Page Field Configurator, drop zones, and event mapping, tailoring to the university’s needs without customisation. Throughout the implementation, thought was given to ensure the new implementation would not add additional cost to future upgrades. A bolt-on solution was built for timesheet summary, instead of modifying and customizing the out-of-box offering, to provide consistent views across all users and with the perspective of providing additional information to reduce queries from employees and managers to administrators, such as timesheet payment dates. Since Deakin University employees can hold multiple jobs with the same job title, to ensure users could easily select the correct job, an initial job selection page prior to the timesheet was created.

Timesheet Summary (described in preceding text)

Alongside delivery of an enhanced staff experience through fluid timesheets, Deakin University utilized the navigation collection and introduced fluid approvals for leaders. A workcentre was created for leaders to provide an easily configurable, one-stop for all reporting needs and team insights to empower leader’s workforce planning and people management. Further functionality was developed for oversight around staff working across multiple roles on the same day and a new bolt-on process was added within the timesheet approval screen to provide leaders with an estimation and visibility of overtime hours according to business rules.

In support of Deakins's mission to drive operational efficiencies and reduce manual administration, the Timesheet WorkCentre for administrators was also upgraded as part of the fluid timesheet module implementation for a consistent look and feel. A considered effort was made in the delivery of data validations within the timesheet to reduce post-entry administrative intervention and resolution. Other enhancements introduced include:

  • Accessibility enhancements across all timesheets and manager screens to ensure staff with low-vision or using screen readers can easily submit and review timesheets.
  • Data validations and controls including restricting ability to select time reporting code based on business rules, removing the ability to claim timesheets for future dates and limiting the number of hours claimed in one day across all jobs.
  • Reminders, notification and alerts with Deakin branding to promote the regular submission and review of timesheet claims.
  • Introduced bolt-on to restrict employees from making changes to approved time while pay processing.
Timesheet and pay claims (described in preceding text)
Timesheet and Pay Enter time (described in preceding text)
Timesheet Reported time (described in preceding text)