Client Stories

Quantifying the Benefits of eForms Automation

One year after implementing GT eForms™ with ePAF™, the University of Florida conducted an internal ROI (Return on Investment) Analysis to assess the results. The purpose of the University’s study was to measure the actual impact of the project in terms of financial savings as well as improved processes. The following is a brief summary of the results of this study. view >>

DOWNLOAD: University of Florida ROI Analysis Download as PDF
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The overall benefits enjoyed from ePAF™ are unprecedented. The satisfaction of end users has increased dramatically.

The time needed for training was significantly reduced from eleven hours to only three hours. In addition, the need for [printed] aids to complete personnel transactions has been eliminated. Previously, a departmental administrator needed a 41-page guide to employment actions, a hiring matrix, a time and labor matrix, and numerous instructional guides just to complete a personnel action.

ePAF™ simplified the data entry procedures. Departments can now hire, edit existing jobs, change employment status, submit leave cash-outs, and enter additional pay with more accuracy and efficiency. Central HR offices can spend time reviewing the validity of human resources transactions instead of HRMS logic and codes.

- Melissa Curry, Associate Director, Recruitment and Staffing, University of Florida
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One year after implementing GT eForms™ with ePAF™, the University of Florida conducted an internal ROI (Return on Investment) Analysis to assess the results. The purpose of the University’s study was to measure the actual impact of the project in terms of financial savings as well as improved processes. The following is a brief summary of the results of this study.

With over 70,000 personnel actions annually, the decision to go paperless was an easy one for the University of Florida. Their initial approach to automating this paper-intensive process was to allow department users to directly update Job Data in PeopleSoft. The resulting combination of a complex HRMS (PeopleSoft) and inexperienced users was nothing short of crushing. Error rates skyrocketed to 68%, creating even more work than the old paper processes. User satisfaction was at an all-time low.

As the University was preparing to revert to paper, they were introduced to Gideon Taylor and GT eForms™. The results that followed their implementation of ePAF™ have been remarkable. By implementing ePAF™ the University achieved the following in one year:

  • Realized a savings of over $342,000 ($627,386.76 after 22 months)
  • Reduced data entry time by 75%
  • Decreased the payroll error rate from 68% to 1%
  • Improved the turn-around time of completed human resource transactions by 72%
  • Increased productivity of staff entering and processing by 47%
  • Reduced HR administrative transactional work load by 75%

The University of Florida ePAF™ team won a State of Florida Davis Productivity Award and was nominated for the National CUPA-RH SunGard Award.

Other Study Results

Improved Form Efficiency – The electronic Personnel Action Forms that replaced the current practices are shorter, generally only 1-3 pages compared to the previous 12.

Reduced Cycle Time – From origination to execution, ePAF™ has significantly reduced cycle time. It is not uncommon to see an ePAF approved and executed in less than 24 hours.

Increased Productivity – Central HR offices can now spend time reviewing the validity of human resources actions.

Simplified Accessibility – Departmental administrators, approvers, and HR Office users all have instant access to form status, history, and pending approvals.

Reduced Training – The time needed for end-user training was significantly reduced, from 11 hours to only 3 hours. In addition, the need for paper documentation to complete personnel transactions has been eliminated. Previously, a departmental administrator needed a 41-page guide to employment actions, a hiring matrix, a time and labor matrix, and numerous instructional guides just to complete a personnel action.

Improved Resource Efficiency – With increased efficiency, departmental administrators are available to perform other duties for the University.

Improved Security – ePAF™ gives the ability to require training to receive ePAF security access. This allowed the University to ensure users were trained in ePAF™ and HR policies and procedures.

Reduced Error Rate – The University saw a dramatic reduction in payroll errors caused by inaccurate date entry. The error rate for departmental administrators was reduced from 68% to less than 1%.

Simplified Entry Procedures – ePAF™ simplified the data entry procedures for HR transactions. Departments can now hire, edit existing jobs, change employment status, submit leave cash-outs, and enter additional pay with more accuracy and efficiency. Multiple transactions can be processed with one ePAF form.

Implemented Intuitive Form Types – As fields are entered, information is limited within the data entry fields to only applicable choices, thus, reducing the possibility of errors and making the administrator’s job much easier.

Created Choice-Based Displays – The step-based navigation of GT eForms™ unfolds naturally to collect only pertinent data.

Implemented Form Automation – ePAFs automatically move through the approval process to the next level approver.

Built Email Notification – The ePAF™ system generates email notifications. This includes notifications for next approvers, confirmation of form submissions, and approval and executions to the originator. Emails contain direct links to perform tasks or view data.

Created Seamless Integration – Once approved by central HR, ePAFs flow automatically into the HR system and automatically enter data that previously had to be manually entered by departmental administrators.

Employee Comments

”Having been here for the launch of HRMS and all the training and matrices that went along with it, ePAF™ is a dream-come-true!”

”ePAF™ has made HR transactions incredibly easy, especially when hiring brand new employee.”

”ePAF™ is great! It reduced my workload significantly!”

“What a difference ePAF™ makes.”

“It is so easy. Why didn’t HR do it sooner?”

“I just can’t say enough good things about the system. It really made a difference in the stress levels of staff and payroll error rates in the academic departments.”

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Improving HR Processes, One Form at a Time

The University of Utah’s implementation of ePAF™ eliminated over 60,000 manual transactions per year, reduced process time by 70%, and reduced UU’s error rate by 94%. view >>

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The implementation of Gideon Taylor's ePAF™ technology has had significant positive impact on the University of Utah. It has proven to be one of the most successful automation projects for Human Resources.
- HRIS Administrator, University of Utah
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The University of Utah’s implementation of ePAF™ eliminated over 60,000 manual transactions per year, reduced process time by 70%, and reduced UU’s error rate by 94%.

The University of Utah is a large, complex research-medical center-university environment with over 25,000 employees. With tens of thousands of personnel actions executed each year, UU’s automated ePAF™ solution was a welcome change from the paper-based PAN (Personnel Action Notification) process it replaced.

Within 3 months of implementation, UU had eliminated the routing of over 30,000 paper forms, In the first 6 months, they had realized an 88% decrease in over/comp hours. ePAF™ has also solved the vexing problem of lost paper forms, and ensured 100% compliance with University policy on approval routings.

Following the implementation of ePAF™, the University has gone on to automate a number of other processes with GT eForms™, including:

  • Department Salary Change eForm – Enables users to change salary and distribution of wages for the beginning of the fiscal year, and for other mass salary changes throughout the year.
  • Additional Earnings eForm – Request payment of one-time additional compensation to employees.
  • Security eForm – Automatically assign security roles to employees. An intriguing feature incorporated into the Security form is the ability to use 'same as' functionality to populate the form with the same role(s) as a predecessor or an employee doing similar work in the department. For example, if Sally is a payroll clerk and John is a new payroll clerk, a manager or administrator can select 'same as Sally' and have the form populate from Sally's security, allowing for deletions and additions.
  • Non-Employee eForm – Quickly and easily add Persons of Interest to PeopleSoft. One of the first forms completed after the University’s upgrade to GT eForms 2.9, the UU team completed 80% of the work in only one week!
  • Cell Phone Renewal eForm – Request setup of cell phone reimbursement and annual renewal.
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Streamlining Expense Processing

How many expense forms can be generated by an organization with only 3,000 employees? Would you believe over 40,000 forms per year? Just ask the University of Maryland, Baltimore. That’s a big part of the reason why they implemented GT eForms™ for travel expenses. view >>

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We have actually received emails thanking us for the system…I can’t think of the last time I received such a note. It’s time to begin thinking about our next eForms project.
- Kevin Curley, Executive Director, Financial Systems
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How many expense forms can be generated by an organization with only 3,000 employees? Would you believe over 40,000 forms per year? Just ask the University of Maryland, Baltimore. That’s a big part of the reason why they implemented GT eForms™ for travel expenses.

In October 2011, UMB went live across all schools and departments on their new PeopleSoft-based travel expenses solution created with GT eForms™, processing over 40,000 online forms in the first year. And for many organizations, that could be just the tip of the iceberg.

The University of Maryland, Baltimore (UMB) had evaluated a variety of solutions to automate their travel expense processes, including third-party applications, hosted SaaS solutions, and the delivered PeopleSoft Expenses module. Unable to find a delivered solution that met their requirements without significant customization, they decided to pursue development of a wholly custom solution that would meet their requirements to the letter.

UMB engaged Gideon Taylor to help them scope, design and develop their new Expenses system from the ground up. The solution would have to integrate with the University’s core PeopleSoft system, as well as be able to provide feeds to a State-hosted system for payment processing. The solution would be used by employees throughout UMB, interacting with the system in a variety of roles. The system therefore had to dynamically deliver content and a user experience based on each participant’s role and/or the activity they were performing.

Gideon Taylor and UMB worked together to create the new system, which guides employees through travel expense processing from beginning to end, including approvals, advances, and integration with their payroll and AP systems for automated reimbursement.

According to Raj Rao, UMB’s internal project manager for the effort, “This was a great team effort involving the Gideon Taylor Functional/Technical consultants, eUMB Functional Team, eUMB Development Team, Financial Systems Team, Travel Office Team, System Administrators, Database Administrators and the Training team.”

The Travel eForms solution was the first in a series of eForms initiatives that will expand to other business processes, reducing paper, increasing efficiency and implementing policy goals across campus.

UMB went live on their second eForms initiative, electronic personnel action forms (ePAF), in May 2014.

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Extending GT eForms™ Solutions – Making a Great Solution Even Better

Building upon the success of University of Maryland, Baltimore’s GT eForms™ travel expense solution, the University of British Columbia engaged Gideon Taylor to undertake a similar, but even more ambitious effort to automate employee expenses. The results included a comprehensive GT eForms™-based expense management solution featuring integration with document imaging, smartphones, the University’s P-Card and much more. view >>

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I approved my first on line reimbursement this evening in my hotel room - it was easy, I saw the back up and made comments before I approved the reimbursement. In the old process, the employee would have to wait at least a week for me to return to the office to sign off the paper form and probably another week or more for someone in Payables to process it. With OPT, she will be reimbursed most likely before I come back from my business trip - a happy employee!
- Dennis Silva, Director of Payment and Procurement Services at UBC
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Building upon the success of University of Maryland, Baltimore’s GT eForms™ travel expense solution, the University of British Columbia engaged Gideon Taylor to undertake a similar, but even more ambitious effort to automate employee expenses. The results included a comprehensive GT eForms™-based expense management solution featuring integration with document imaging, smartphones, the University’s P-Card and much more.

UBC's Expenses eForms solution (“OPT” or Online Payment Tool) was the result of a partnership between UBC, Gideon Taylor, and Sierra Systems. Built on the flexible and robust GT eForms™ framework, the solution included automation of every step of the process, including pre-travel authorizations, approvals for travel advances, online reimbursement forms, smartphone and ImageNow integration for imaging and storage of receipts, approval routings with attachment and comment functionality, and integrated payment processing through Payroll or Accounts Payable.

In addition to the functionality that had been created for Maryland, UBC’s expenses solution required significant integration with other systems including the University’s custom workflow engine, the purchasing application (in addition to payroll and AP integration), the University’s P-Card, the bank card issuer for all employee credit cards (to enable automated credit card reconciliation as part of the expense reimbursement process), and the University’s document management system, ImageNow.

UBC’s Expenses solution required considerable work on process analysis and design, as well as technical development. One of the most exciting features was the introduction of smartphone integration. Travelers are able to snap a photo of a receipt, which can then be automatically uploaded to an ImageNow repository and linked to the user’s ID. When completing the online expense reimbursement form, the user can click on ‘Wallet’ to bring up a list of image files, select the appropriate receipt and link it to the itemized transaction on the form.

Available to more than 17,000 employees, the system has introduced a whole new level of efficiency for UBC. Expense reimbursement processes that had previously taken weeks are now completed efficiently and effectively in a matter of days.

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Making It Easy – Delivering Custom Financials Apps for Casual Users

In 2012, a global not-for-profit approached Gideon Taylor with a requirement to automate a highly de-centralized, manual process of managing incoming monetary donations. At locations throughout the world, staff and volunteers are responsible for receiving, recording and receipting donations. The client had a variety of systems that helped to support the manual processes, but these were inefficient, marginally supported, and due for decommissioning. With the lack of a robust system and process oversight, security and data integrity were also issues. view >>

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In 2012, a global not-for-profit approached Gideon Taylor with a requirement to automate a highly de-centralized, manual process of managing incoming monetary donations. At locations throughout the world, staff and volunteers are responsible for receiving, recording and receipting donations. The client had a variety of systems that helped to support the manual processes, but these were inefficient, marginally supported, and due for decommissioning. With the lack of a robust system and process oversight, security and data integrity were also issues.

Gideon Taylor was engaged to help define, design and develop a comprehensive solution for processing payments, journal vouchers and receipts online using the GT eForms™ framework. The objective was to replace manual processes and non-integrated application software (e.g. Microsoft Excel) with an automated, workflow-enabled system that would ultimately write transaction data directly to the client’s existing PeopleSoft Financials system.

It was imperative the delivered solution be as intuitive as possible, requiring little or no user training. The user interface needed to be comfortable, familiar and efficient. Deliverables included the following functionality:

  • Receipting
  • Journal Vouchers
  • Full Reporting
  • Ability to attach documents to records

The finished solution was successfully deployed in 2013, and has delivered beyond the client’s initial expectations. The new system features a consistent and intuitive user interface, native data integration with the core ERP, automated calculations and business rules, robust reporting, accountability and 24x7 visibility into transaction-level data. And, best of all, it met the business’ core requirements: easy-to-use, globally accessible, efficient and accurate.

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Automating Everything but the Kitchen Sink

Wakefern Food Corporation implemented GT eForms™ more than ten years ago, and has gone on to create PeopleSoft-based eForms to automate dozens of processes including personnel actions, leave processing, benefits enrollment, customer incidents and performance reviews. Processing more than 10,000 job change actions each week, Wakefern knows the benefits of eForms and are unique leaders in HR automation. view >>

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Our investment in the eForms strategy has paid off dramatically for us. Using Gideon Taylor’s technology and training, we have been able to automate many high-volume business processes for our stores. Whenever we can increase our service offering to our members, we win – using eForms, we have won big.
- Alan Aront, Vice President, Wakefern Communication and Information Systems Division
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Wakefern Food Corporation implemented GT eForms™ more than ten years ago, and has gone on to create PeopleSoft-based eForms to automate dozens of processes including personnel actions, leave processing, benefits enrollment, customer incidents and performance reviews. Processing more than 10,000 job change actions each week, Wakefern knows the benefits of eForms and are unique leaders in HR automation.

Wakefern is a cooperative of over 300 supermarkets operating in 9 states under the ShopRite brand. They have a centralized PeopleSoft HR/Payroll system that processes weekly paychecks for over 67,000 employees.

In 2003, Wakefern commissioned Gideon Taylor to create the first version of GT eForms™ to replace a custom third-party solution they were using to execute personnel actions. Gideon Taylor created the GT eForms™ framework and a Termination eForm, and trained Wakefern staff. Since then, Wakefern has used GT eForms™ to build dozens of additional eForm solutions internally, including:

  • Award Nominations
  • Direct Deposit
  • Payroll Deductions
  • Dependent/Beneficiary Add/Change
  • Benefit Enrollment/Change
  • Customer Incident
  • Leave Processing
  • Payroll Daily Adjustment Form
  • Performance Reviews
  • Salary Budget
  • Terminate Employee
  • W-4

With the upgrade to the recent GT eForms™ 2.9 release, Wakefern has realized a whole new level of speed and efficiency. Tasks that had previously taken 80 or more hours in the creation of eForms now take a matter of minutes with GT Form Forge™.

“Implementing GT eForms™ was a home run for our organization. We were able to decentralize PeopleSoft maintenance and greatly reduce the manpower required to process payroll. We were able to eliminate faxes, emails and phone calls, and replace them with an efficient workflow.” – Wakefern Lead Developer.

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logoMost vendors sell you the basic package and then charge you extra of the functionality you really need or want. GT has set this practice on its head. Their shared eForms Library gives us access to all the good stuff that continues to be developed by other GT Forms users. This is a great way to do business.

- Senior Advisor HRMS
logoGideon Taylor's solutions do exactly what they have promised to do. They have delivered a product that made our work environment more efficient and productive. If you're not using a GT solution in your shop you are probably working too hard.

- Associate VP and Chief HR Officer
logoWe are excited to be rolling out [ePAF] and are very grateful to GT for the work you and your staff did to help us get there. We've had very positive feedback from our users. I hesitate to think where we might be if we decided to build it on our own.

- Associate VP, Human Resources
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logoQuestar's implementation of GT OnBoarding has reduced HR work effort associated with onboarding by 90%. Tasks that had previously required 3 to 4 hours per new hire now take 15 minutes
logoOur investment in the eForms strategy has paid off dramatically for us. Using Gideon Taylor's technology and training, we have been able to automate many high-volume business processes for our stores. Whenever we can increase our service offering to our members, we win - using eForms, we have won big.

- VP, Communication and Information Systems Division
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logoThe feedback [on] eTime has been extremely positive. We have been thrilled with comments like 'Easy to use', 'Intuitive', 'I don't even need training as it just makes sense!

- HRMS Project Manager
logoThe advantages of the new system have been considerable. Since implementation of ePAF, the University has reduced data entry time by 75%, decreased the error rate from 68% to less than 1%, increased the turn-around time of completed human resource transactions by 38%, and increased productivity of staff entering and processing by 47%.

- Associate Director of Operations
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logoWe have actually received emails thanking us for the system... I can't think of the last time I received such a note. It's time to begin thinking about our next eForms project.

- Executive Director, Financial Systems
logoWithin 3 months of implementation, ePAF eliminated over 60,000 manual transactions per year. It has eliminated the routing of over 30,000 paper forms, reduced transaction process time by 70% and reduced our error rate by 94%.

- HRIS Administrator
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