Congratulations to the University of Adelaide (Adelaide, South Australia) on the recent go-live of their new CRAFT (Contract Review and Administration for Fixed Term) eForm. Replacing a tedious, paper-based process, the new CRAFT form automates the entire contract review and approval process for expiring staff contracts.
The new PeopleSoft-based eForm was the result of just three months of design and development, and was delivered substantially by Uni of Adelaide resources. The University engaged Gideon Taylor to provide three weeks of onsite training and mentoring to kick off the project in June. A working prototype was complete by the end of the three-week period, and University resources carried through with final design, development and testing. The finished form went live in October, including auto-population of key fields, conditional logic, edits, form messages, routing, and direct updates to PeopleSoft.
The CRAFT process starts by auto-populating the eForm with the details of the expiring contract. Workflow participants can deny or approve a contract renewal with the same terms, or they can edit the form as necessary to modify work schedule, compensation, or any number of other conditions. Once the terms of a contract renewal are approved within the form, it auto-generates the contract, routes to the candidate for acceptance, and updates PeopleSoft upon completion. If denied, the form captures any necessary details and the University's disposition toward hiring the candidate for future work.
The new automated process is proving a valuable timesaver for the University. With the previous manual process, contract reviews could take up to ninety (90) days to be completed and approved, with the best case scenario being a fifteen-day turnaround. With the new CRAFT form, the slowest has been fifteen (15) days, and many forms are being completed in only two to five days. The faster turnaround is good business for both the University and its staff.
During the University's recent presentation on the new process at the Alliance Down Under conference in Australia, audience members were surprised that the automation effort only took three months to complete. The University's team was pleased with how quickly they were able to learn and use the GT eForms™ framework. With their first successful eForm under their belts, they're excited to start working on requests they've already received for other eForms, including additional contracts workflow, overtime, cost center changes, and new eForms for both Student Admin and Finance.
Established in 1874, the University of Adelaide has grown to become a diverse community of over 25,000 students and more than 3,000 staff from around the globe. With hundreds of academic disciplines across the sciences, humanities, professions, and engineering, the University has earned an international reputation as a world-leading education and research institution. It is a member of the Group of Eight, a coalition of Australia's foremost research intensive universities, and is consistently ranked in the top 1% of universities worldwide.
Congratulations, Adelaide, and welcome aboard!