Update November 2016

Graduate Employee Workflow:

The emphasis for this period has been on the GE Workflow process design.  A Personnel Request Form (PRF) has been designed:

Along with this form a workflow process has been drafted.  The proposed process outline would be:

1. A Graduate Employee (GE) recommendation is made
2. The department Graduate Coordinator completes the electronic PRF and clicks “Submit”
3. The form is automatically routed to the person designated in the Department to approve GE Appointments
4. The Department Designee reviews the PRF and if they approve they click “Submit”.  This adds their name and a date stamp to the PRF and automatically forwards the form to the UO Graduate Office
5. The UO Graduate School Coordinator reviews the form.  If errors or omissions are identified the Coordinator sends the form back to the Department Coordinator to fix.  Once the UO Graduate School Coordinator approves they click “Submit”.  The form is converted to a non-editable image and forwarded on to the UO Payroll Office.  An e-mail is sent to the Graduate Employee directing them to DuckWeb to accept the appointment.
6. The Payroll office reviews and works with the Department Coordinator to gather necessary payroll documents and then processes the payroll request.

This process is illustrated below: DRAFT

The expected time frame for the GE Workflow process will be:

• Current to December 15th, 2016 – Build and Installation of workflow process and forms
• December 19th 2016 – January 27th 2017 – Testing by identified partners
• January 30th 2017 – March 17th 2017 – User Acceptance Testing by larger GE Process Partner group
• April 15th 2017 is the projected “GO LIVE” date for production

During October and early November Information Services Staff has also been working with the vendor to complete the installation and configuration of the Test environment for the application.  This is nearly complete.  Once complete the vendor and UO Information Services Staff will begin the work of building the Production Environment for the system.  that work is scheduled to be completed by the end of the year.

Singularity Migration to Lexmark Perceptive Content:

In a parallel process the project team has been working with the Registrar’s office to design an enterprise structure for the Perceptive Content Store.  This is the design for the department and drawer structure for the enterprise system.  This work continues and will be very important as we move forward with the GE Workflow process as well as the migration of documents and processes from Singularity to the Lexmark Solution.  This migration will begin with the Registrar’s Office in the first half of 2017.