University of Oklahoma Eliminates Position Description Gap with GT eForms Integration
The University of Oklahoma found itself facing a critical functionality gap during its Taleo recruiting system implementation. Neither Taleo nor PeopleSoft provided the sophisticated position description management capabilities this major research university needed to serve over 20,000 students across three campuses.
The Challenge
Founded in 1890 and located in Norman, Oklahoma, OU operates a complex HR environment requiring sophisticated workforce management solutions. As a long-time user of Gideon Taylor’s ePAF™ and Paperless I-9/E-Verify solutions, the university understood the power of intelligent process automation for complex HR workflows.
During Taleo implementation planning, OU’s team discovered that neither system offered delivered functionality for creating and managing position descriptions. The university evaluated PeopleSoft’s Forms and Approval Builder tool but quickly realized it lacked the enterprise-level capabilities their organization demanded. OU needed dynamic form behavior, active field validation, intelligent routing based on complex business rules, and seamless integration between their recruiting and HR platforms. Manual processes were creating inefficiency and potential compliance issues that a simple form builder couldn’t address.
The Solution
OU partnered with Gideon Taylor to leverage GT eForms™ technology for a comprehensive Position Description eForm solution. The implementation created functionality that didn’t exist in either platform, featuring forms that respond dynamically to user input with fields and segments that hide or display based on business requirements.
The solution includes auto-population capabilities for improved efficiency, active data validation during form completion, and intelligent prompts restricted to relevant choices based on specific jobs, positions, or departments. GT eForms enabled complex routing requirements triggered by form data and conditions, with custom approval workflows tailored to OU’s organizational hierarchy. The platform integrated seamlessly with the university’s existing ePAF™ infrastructure while providing automated notifications and status tracking throughout the process.
Technical integration between the Taleo recruiting platform and PeopleSoft HCM required custom setup tables for position description data storage and Web service integration for automated job posting creation. Gideon Taylor worked closely with OU’s HR and IT teams through requirements analysis, technical architecture design, custom form development, integration testing, workflow validation, user training, and go-live support.
The implementation process leveraged Gideon Taylor’s extensive experience in designing intelligent, automated solutions while ensuring the platform could adapt to future requirements and process changes. The intuitive interface guides users through complex processes while supporting extensive text fields to accommodate detailed position descriptions. The streamlined workflow moves seamlessly from position description creation through job posting publication with reduced manual effort and potential for errors.
Results and Impact
The Position Description eForm solution delivered transformative results for OU. The university created sophisticated automation that neither their recruiting system nor their HR platform could deliver independently. Manual position description management processes were eliminated, enabling automated job template generation through Web service integration while providing a framework for future process automation initiatives.
Operational efficiency improved through streamlined position description creation and management, reducing time and effort required for job posting creation. Improved accuracy through intelligent form validation enhanced compliance through consistent approval routing. The solution achieved seamless data flow between recruiting and HR systems, eliminating data silos and manual data transfer processes while providing a foundation for expanded integration capabilities.
The platform delivered business value through cost-effective alternatives to extensive system customization with rapid deployment compared to traditional development approaches. The scalable solution accommodates organizational growth and change while enhancing user satisfaction through improved process efficiency.
“GT eForms provided a framework and toolset to rapidly and cost-effectively develop functionality that didn’t exist in either Taleo or PeopleSoft,” commented Paul Arcaroli, Assistant Director for Human Resources at OU. “But it’s not just the tool. Gideon Taylor’s partnership and expertise in assessing the business process requirements and designing a solution that could accommodate our complex requirements was a key factor in our success.”
OU’s implementation team describes the solution as “ground-breaking,” noting their ability to create sophisticated automation beyond what either system could provide independently. The ground-breaking integration between Taleo recruiting and PeopleSoft HCM demonstrates how intelligent process automation can bridge functionality gaps in enterprise systems.
The solution provides dynamic, intelligent forms with complex business rule automation while delivering streamlined position description management and job posting creation. Organizations avoid expensive system customizations through this scalable platform that accommodates future process automation needs. The enhanced user experience through intuitive, guided workflows improves data accuracy and process compliance while establishing a foundation for continued innovation in HR process automation.
See OU’s Position Description form in action
Learn more about how GT eForms can transform your higher education HR processes.