CDW implemented PeopleSoft’s Fluid Guided Self Service in HCM

CDW implemented HCM Guided Self Services features in May 2018. Deployment included the roll out of 6 types of transaction (combination of delivered and new custom transactions), modifications to the Approval page, development of bolt-on job & position data insert load process, Review Transactions dashboard and Super user feature to initiate a transaction on behalf of a manager and/or proxy.

The new required transactions were developed in the same framework as the delivered transactions. The delivered whitepaper on HR_MSS_CT_JOBC_SBF lacked details on how to incorporate custom fields. But the team overcame this hurdle to ensure all custom added fields currently in our job data component was included in the Coworker Job/Salary Change transaction.

The delivered Approval page was customized to include an Edit feature link. This is a restricted access feature limited to the HRIS business partner (BP) team members. This will allow the HR Business Partner to make field data correction on the transaction without having to deny it and have the manager/proxy initiate a new transaction. This feature is enabled up until the transaction has been finally approved.

The bolt-on job & position data insert load process provided better control for HRIS and Payroll to conduct their pre-audits before committing to job and position data tables. This feature is scheduled as a nightly batch job. The HRIS administrator also has access this process to run as ad hoc for a specific transaction within the Review Transaction Dashboard.

The Review Transaction Dashboard was developed to allow all employees involved with a transaction to have access to view and/or take an action to push the transaction through. With the big push for fluid page features, this was the team’s first attempt to start with fluid page development. The page includes 7 tabs: Pending Approval, In Process, Approved, Finalized, Denied, Errors and Send Email all controlled by user roles, filters for transaction and Function/Segment (HRIS BP functional coverage segments) and Sort by (Name, EMPLID, Transaction, EFFDT, Function/Segment, Originator & Request Date).

Tab usage:

• Pending Approval – act on Approve or Deny. If selecting to approve, it will direct you to the delivered Approval page and use the Edit feature if needed.
  • Accessible by – Payroll, BP, VP/EC and HRIS admins
• In Process – view only status of transactions
  • Accessible by – managers, proxies, super user, BP, VP/EC, Payroll & HRIS admins
• Approved – displays all approved transactions by not committed to job and position data table
• Finalized – displays all approved transactions and committed to job and position data table
  • Accessible by – BP, Payroll & HRIS admins
• Denied – displays all denied transactions
  • Accessible by – managers, proxies, BP, Payroll and HRIS admins
• Errors – displays transactions in error that was processed by the bolt-on job data insert load process - This is only accessible for the HRIS administrator. They can do an override and run the bolt-on job data insert load process for a specific transaction. Also have feature to display the error message in detail.
• Send Email – Only accessible by HRIS administrator. Page feature allows for them to retrigger designed email notifications sent from the bolt-on job data insert load process.

We noticed there was a gap to initiate a transaction aside from a manager and/or proxy. The super user feature was created to initiate a transaction on behalf of any manager and/or proxy while out of the office for immediate attention. This is a restricted feature controlled by user role for HRIS team members.