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Personal Action Form

The shared services benchmark study highlighted the huge volume of paperwork that was created and manually routed to process personnel actions.  These forms, called Personnel Action Forms (PAF), were used to hire, terminate, promote, and transfer employees as well as make many other changes to employee information.  The forms were filled out by individuals located across our System and manually routed to each person for approval before data entry into the PeopleSoft system.  An internal audit, performed around the same time, showed that often there were errors in data submissions and many people didn’t receive their initial paychecks because the data was not entered into the system in a timely manner.  This time delay also affected business processes in other areas of the UM System, such as IT account (SSO ID) creation, employee onboarding, faculty access to class rosters, and others. In all, we had the equivalent of 93 FTE across the System at a cost of approximately $5 million annually associated with the manual PAF process.Transactions Fully Automated

The goal of the ePAF project was to standardize the PAF processes across the University of Missouri, create electronic smart forms that speed and eliminate data entry, reduce errors, and provide highly configurable electronic routing to speed the approval process. (Graphic depicts status of automation measured in the 2010 shared services benchmark)

The ePAF team has phased the implementation with hires and rehires processes occurring first.  By the end of 2013 other personnel actions such as status changes and job changes were automated.  Over 40,000 employee actions have been processed using this automated electronic process.  Conservatively, the team believes it has achieved a level of automation, coupled with standardization and duplicate data entry elimination, which has resulted in reducing the time spent on this business by half or more saving in excess of $2.5 million annually.

Reviewed 2019-08-05