A New Manager Self-Service Model for Academic Healthcare at UTMB Health

UTMB Health implemented Oracle’s PeopleSoft HCM version 8.9 in 2005 with limited Manager Self-Service (MSS) rolled out using the legacy design and delivered routing capability. It proved difficult to maintain and update, and somewhat inflexible to meet the changing business needs. Gaps in delivered MSS (such as new position request) were met with custom forms to capture data at the source. Integration to core was still limited and required centralized data entry. 

In 2012, UTMB Health upgraded from HCM 8.9 to 9.1 and is increasing the adoption of MSS by streamlining processes, improving the user experience from form to navigation, and ensuring the right folks are approving the right transactions in a timely manner.

Streamlining processes included removing unnecessary stops while also making the forms “smart” and integrated, anticipating what data a manager would like to see prepopulated to save keystrokes and edit checks at the point of entry. “Reports To” data and organizational tables were cleansed to enable AWE to work. A user friendly “Select a Transaction” page was created to quickly route managers to what they need to take action on.  As they evolve and add new transactions, this model will be easy to update and maintain.

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While the 9.1 release delivered expanded MSS built on the new AWE platform, several key transactions were still delivered on the old routing structure. UTMB Health made a strategic decision to build all 9.1+ MSS forms to utilize the AWE structure.  These include key transactions such as New or Replacement Position Requests (EAF), Position Changes, Ad Hoc Salary Requests, and Separations.

Management also made the decision that transactions should route, in most cases, based on the Management Reporting structure and would be commensurate with authority (manager level).  With that thought in mind, it was recognized that some transactions required higher-level approval, and that higher level could be different from one operating area to another.  For example, a salary increase for a faculty member might require approval by the executive management in the Academic Operating group.   To accommodate these differences and to make the AWE as flexible as possible, we developed a custom table to allow the users to designate the correct manager level to enter and exit the “Manager Loop” in the approval workflow for each transaction.

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The process looks at the Job Code table using the Position being transacted or the Submitters Position for the Manager Level. It loops through the “Reports to” on the positions until it reaches the Manager Level required to exit the “Manager Loop” and then proceeds to any centralized approvers such as HR or Payroll. Upon final approval, all transactions are loaded to the core tables.

This model is working extremely well for UTMB Health and is well-worth investigating. I will be co-presenting a session at Alliance 2014 with Scott Livanec, Director Workforce Technology and Analytics at the University of Texas Medical Branch (UTMB Health), on Wednesday, March 12, at 9:15 am (Session #33610). For more detail, please come to our session and be sure to bring your questions.

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