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UTShare "eForms" to replace UTAFlow beginning April 2018

What are eForms?

eForms are a UTShare enhancement that integrates the various Human Resources, Payroll and Funding requests within UTShare. Replacing UTAFlow, UTShare eForms streamline the process for requesting these organizational and personnel actions by enabling users to complete eForms within UTShare that support capturing data, approval routing, updating data, auditing, and reporting.

Cycle

How does it work?

Department Requesters will submit an Electronic form (eForm) to request organizational and personnel updates. Forms are electronically routed to the appropriate Approvers to ensure proper approvals are obtained, and then routed to the applicable business office for review and approval. Once the eForm has been final approved, the data will be updated and saved in UTShare.

Workflow

eForm Features and Enhancements

Some additional enhancements and features of eForms include:

  • Form initiation and approval workflow within UTShare
  • Ability to modify position attributes and funding within the eForms
  • Position funds checking and allocation calculation
  • Person search match integration with all UTShare Institutions and Campus Solutions to assist front office with fast track completion of student hires
  • Ability to “copy” an existing position to aid in creation of similar positions
  • Ability to end specific assignments when employee has multiple jobs
  • Customized position search and lookup page to assist front office users in tracking and managing positions
  • Budget Overview, Summary and Detail dashboards

Status

Human Resources, Payroll and Budgets are currently involved in final testing of the new application. The testing window spans the period September 2017 thru mid March 2018.

When will it be implemented?

Training for eForms users will occur April 16, 2018 through May 15, 2018.   Current UTAFlow users will be notified directly by Business Affairs Training and Development when the registration period for that department is open.  Training will be required in order to be granted security for processing eForms.

College/School/Vice President (Departments Reporting To)
College of Education, College of Nursing, College of Business Administration, College of Engineering, College of Science, Library, GEOS
Approvers 4/16 - 4/20
Requesters 4/16 - 4/20
HR Support Labs 4/23/ - 4/27
Architecture, Planning & Public Affairs, Social Work, Liberal Arts, Honors College, VP of Campus Operations, VP of Information Technology, VP of Student Affairs
Approvers 4/30 - 5/4
Requesters 4/30 - 5/4
HR Support Labs 5/7 - 5/11
President, Provost, VP for Enrollment Management , VP of Communications , VP of Human Resources, VP of Business Affairs, VP of Development, VP of Research 
Approvers 5/14 - 5/18
Requesters 5/14 - 5/18
HR Support Labs 5/21 - 5/25

When will UTAFlow be cutoff?

UTAFlow will be officially close at 5pm, Friday, May 18, 2018 and no further transactions will be allowed.

What if I have additional questions?

Should you have any questions regarding eForms, please contact a HR Data Administrator at (817) 272-5554.