Payroll Projections Application - UCOP

Administrative Computing & Telecommunications

Payroll Projections Application Project, track and analyze payroll expenses

Proposal for 2012 University of California Larry L. Sautter Award for Innovation in Information Technology

Payroll Projections Application

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Table of Contents

Project Information ....................................................................................................................................... 3

Project Title ............................................................................................................................................... 3

Submitters’ Name, Title, and Contact Information ................................................................................... 3

Project Leaders, Sponsors and Team members ........................................................................................ 3

Summary of Significance of Project .............................................................................................................. 4

Project Description........................................................................................................................................ 4

Business Case ............................................................................................................................................ 4

Web Application ........................................................................................................................................ 5

Reports ...................................................................................................................................................... 6

Override Projection Report ................................................................................................................... 6

Payroll Projections by Month Report .................................................................................................... 6

Payroll Projections Detail Report ........................................................................................................... 6

Financial Link Reports ............................................................................................................................ 7

Nightly Batch Processing ........................................................................................................................... 7

Key Areas of Benefit ...................................................................................................................................... 7

Technology Used ........................................................................................................................................... 8

Timeframe of Implementation ..................................................................................................................... 9

Objective Customer Satisfaction Data .......................................................................................................... 9

Appendix ..................................................................................................................................................... 10

Definitions, Acronyms and Abbreviations ............................................................................................... 10

Screen Shots ............................................................................................................................................ 10

Payroll Projections Search ................................................................................................................... 10

Payroll Projections Distribution ........................................................................................................... 11

Payroll Projections Detail ..................................................................................................................... 12

Payroll Projections Distribution ........................................................................................................... 13


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Project Information The following information is being submitted for consideration for the 2011 University of California Larry

L. Sautter Award for Innovation in Information Technology.

Project Title

Payroll Projections Application – A web based tool to access and manipulate the payroll and benefit

projections of all faculty & staff and include the projections in FinancialLink reports to more accurately

track and forecast budgets.

Submitters’ Name, Title, and Contact Information

Patty Camacho, Assistant Chief Administrative Officer, Neurosciences, UCSD Phone: (858) 534-8854 E-mail: [email protected] University of California San Diego

9500 Gilman Drive # 0662

La Jolla, CA 92093-0662

Bill Sweetman, Financial Link Manager

Phone: (858) 534-6060

E-mail: [email protected]

http://act.ucsd.edu

University of California San Diego

Administrative Computing and Telecommunications

9500 Gilman Drive # 0929

La Jolla, CA 92093-0929

Project Leaders, Sponsors and Team members

Patty Camacho, Assistant Chief Administrative Officer, Neurosciences, UCSD,

[email protected]

Bill Sweetman, Manager Financial Link, ACT, UCSD, [email protected]

Long Ton-That, Software Engineer, ACT, UCSD, [email protected]

Shanley Miller, Assistant Chief Operations Officer, Chemistry & Biochemistry, UCSD,

[email protected]

Adrian Calabrese, Sponsored Projects Manager, Neurosciences, UCSD, [email protected]

Maryam Attari, Assistant Department Business Officer, Division of Biological Science, UCSD,

[email protected]

Anna Leitner, Fiscal Specialist, CASPO, UCSD, [email protected]

Elena Lelea, Core Operations Analyst, Division of Biological Science, UCSD, [email protected]

mailto:[email protected]


http://act.ucsd.edu/






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Summary of Significance of Project The Payroll Projections application provides the ability to project, update, analyze and include payroll

projection information in Financial Link reports. These projections are used to more accurately track and

forecast budgets and expenses; they are automatically calculated and based on current payroll

information.

Project Description In any business when trying to manage expenses it is important to have an accurate understanding of

what the future costs are going to be. Payroll and benefit costs are usually the largest expense that any

organization has amongst every UC campus. The University has a very complicated payroll structure. An

employee can be paid in a number of ways. He/she may be paid from a single or multiple funding

source(s). He/she may be paid within single or multiple periods. He/she can occupy one or more

positions. The payroll projections application implements this complex structure, providing financial and

accounting staff the ability to project payroll and benefit expenses to more accurately track their

budgets.

The Payroll Projection application is comprised of two major components. One is the Payroll Projection

Batch Process. Another is the Payroll Projections web application. The purpose of the Payroll Projection

Batch Process is to reproduce the set(s) of data reflecting what employee payroll structure is in the

Payroll Mainframe controlled by UC central campus’ and UCOP, and refresh any change in the past

week to the current system. The Payroll Projection web application provides the ability to create, update

and delete projection information provided by the Payroll Projection Batch Process. Detailed

descriptions of these requirements are described below.

Business Case

With UC Facing Budget Cuts and Staff Layoffs, streamlining systems to be more efficient and effective

are a priority in order to meet the increasing workload demands for the staff left behind. When

proposing for funds as well as managing them, payroll and benefit costs are one of the most important

and complex pieces to analyze, forecast and report. Currently departments create payroll ‘in-house’

reports using Excel. Data is gathered monthly to 1) report on what was paid out based on the

Distribution of Payroll Expense (DOPE) and Vacation/Leave Accrual reports, and 2) report the

projections/forecasts on what is to be paid out, as per the UC PPS Payroll system. Creating and

maintaining these manual ‘in house’ payroll reports is one of the top time consuming issues for

department budgeting and reporting.

Financial Link currently creates automated reports using UC Data where payroll and benefit costs are

included. Since departments need to analyze and report on their staffing costs in detail, why not pull

that same detail into an automated payroll reporting system where users can update data already tied


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to financial reports. This approach significantly saves staff time compared to manually updating

separate ‘in house’ reports.

This application can be used campus wide allowing for the following benefits:

Consistency and efficiency in reporting across the campus

With staff layoffs this eases up on the burden of the additional workload left to the remaining

staff

Significant time savings in ‘start up’ training when a staff member transfers to another UC

department

Easily utilized for Proposal budgeting and Post Award Financial Reporting and Forecasting

Over the years so much headway has been made in streamlining the financial reporting process with

Financial Link. Taking this additional step in creating a Payroll Reporting and Projection application in

conjunction with the UC Payroll system tied to financial reports is another huge leap in streamlining and

standardizing our costing and reporting methods.

Payroll Projections Web Application

ACT’s Payroll Project web application provides an easy to use interface to search for employees and/or

accounting criteria, modify the PPS data to create projections and finally run a number of built-in reports

to see the effects of the projections on the budget. Payroll data can be modified at either the

distribution level and/or at the detail level.

Payroll System Features:

Search by accounting information, employee name, employee ID, and/or project number

Override current payroll information to create a new projection

Override at the either the distribution level or the detail level

Create/update a new projection for a new TBD employee

Create/update a new projection based upon UC Title Code rates

Create/update a new project to reflect updates to UC Benefit rates

Includes all benefit calculations (benefits, vacation, general liability, NGN, etc..

Ability to create projections based upon percentage or rate

Ability to create projections for a specified time frame

Update current projections to reflect changes in budgets

Report of existing PPS system payroll projections

A report of these overrides can be printed, downloaded or emailed directly to the

Department Payroll contact to make the updates into the PPS Payroll system (versus

sending an email outlining the changes, another time saving step)

Another report is available to reflect a unit or lab staff payroll and benefit costs from various

outlined sources in an at-a-glance view

Additional report reflecting payroll and benefit costs by person, on a monthly basis


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Benefit costs are based upon actual costs from the most recent closed ledger month

Reports

With the advent of a new payroll projections application, the campus leadership group determined that

a set of predefined reports was necessary to better help analyze and present the data in a friendly and

usable format.

Override Projection Report

This report lists only employees with overrides for the given time period and accounting information.

This report is very helpful in providing what needs to be updated in the PPS system.

Emp ID Name

Rec Type

DOS Code

Title Code

Apt # Index Sub % Time

Rate Start Date End Date

000111000 Mickey Mouse

PPS XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000

O PR XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000

O BN XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000

000222000 Minnie Mouse

PPS XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000

O PR XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000

O BN XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000

Payroll Projections by Month Report

This report lists all payroll data for a given time range and accounting information

Employee Type DOS Code

Title Code

Index Month 1 Month 2 Month 3 Month 4 Month… TOTAL

Mickey M PPS 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

BN 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

GL 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

VC 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

Minnie M PPS 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

BN 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

GL 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

VC 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

TOTAL $000.00 $000.00 $000.00 $000.00 $000.00 $000.00

Payroll Projections Detail Report

This report displays detail information on the projection including distribution and appointment

information along with months remaining, benefit, vacation and monthly rate totals.

Employee Month Remaining

Benefit Rate

Vacation Rate

Monthly/Hourly Rate

ADCMKP2 - 05397A (01/01/2079 - 01/01/2079)

Employee #1 (000111222)

Dist: 11 - Appt: 10

Payroll Projection (Start - End): 05/01/12 - 06/30/12

2 $1,819.66 $561.49 $8,141.67 $16,283.34 (PR) $3,639.33 (BN) $1,122.99 (VC)

(100.00%)

Employee #2 (000111333)

Dist: 11 - Appt: 10

2 $1,819.66 $561.49 $8,141.67 $16,283.34 (PR) $3,639.33 (BN)


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Payroll Projection (Start - End): 05/01/12 - 06/30/12

$1,122.99 (VC) (100.00%)

Totals: $42,091.32

Financial Link Reports

The Financial Link Portal also has additional reports which include the option of including payroll

projection data.

Expanded Budget Summary: a complete financial summary report including (1) operating ledger

transaction detail (2) employee payroll expense distribution and optionally (3) payroll projection detail

Index Summary Report: a summary report that displays total or net values for Budgetary, Financial and

Encumbrance activity with a corresponding balance column; which can also include Payroll Projections

with a Projected Balance column.

Nightly Batch Processing

Payroll Projection Batch is a nightly process that generates the projections based on employee

distributions and appointments. This is an extremely complex job that dynamically connects to PPS and

data warehouse to collate data for all employees, update records, insert new employees, and run

projection calculations. The data generated from this nightly process is used to by the Payroll

Projections web application to present the current payroll projections.

Key Areas of Benefit Shadow Systems- No Longer Needed!

A large number campus departments run their own entire payroll shadow systems to manage their

budgets and expenses. These shadow systems are often very complex and manually intensive,

requiring many steps to acquire, update and process the correct data. With the implementation of

this user friendly application, the need for these shadow systems no longer exists, saving these

departments time, money and resources.

Improvement of operational efficiency

The implementation of Payroll Projection application results in a reduction of manual processing

time by more than 50% in the departments, and it also makes the need for shadow systems

obsolete. The user interface is intuitive and easy to use, creating a very low learning curve. The

ability to project and report on payroll expense and have it integrated into a large number reports

saves departments a tremendous amount of time and effort, projections are created dynamically

with the click of button.

Shareable, interoperable and integrated

The Payroll Projections web application was designed and built using UC standard data, interfaces

and technologies so that it can be readily adopted by other campuses, including the application,

reports and nightly batch processing.


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Collaboration

The functionality of Payroll Project application was formulated by business partners across the San

Diego campus in the following departments: ACT, Health Sciences, Engineering, SIO, Biology &

Chemistry, Biological Sciences, and CASPO. Cross-functional collaboration along with the use of

UCOP data structures and interfaces increased our experience and made the product better.

Collaboration & Cost Savings

The impact of ACT’s new application is not only in the reduction of shadow systems, but also in

administrative operational efficiency. Old campus shadow systems are manually intensive, requiring

administrative staff to run multiple reports, collate data, re-enter data and run new estimation reports

for each employee on their staff. An extremely conservative estimate is saving 10 minutes per

employee projection. The payroll projection application contains all 48,971 employees including faculty,

staff, and student workers; providing an estimated cost savings of $2,938,000 per year.

The cost/time savings are based on:

o Administrative Effort Reduction

All employees projected 48,971 users

Time savings per projection 10min

Total labor saved 8,161 hours per month

Total cost saved per year $2,938,000 (8,161 * $30/hr)

Technology Used The following lists the technologies used for the toolbox and the benefits of those technologies.

Application Area Technology Benefits

Web App Presentation Layer Spring MVC, jQuery Spring MVC - fast development time with auto binding and easy error handling jQuery - easy and fast Document Object Model manipulations

Web App Business/Data Layer

Spring Core, Java, Jlink Spring Core - IoC container for managing business logic. Interface design forces good design pattern. Jlink – robust java based data access layer

Web Service Access/Security Apache CXF, PKI Apache CXF - provides open source library for SOAP communication PKI - used to identify WS client and server provider


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Nightly Batch Job Java/Jlink Jlink – robust java based data access layer

Timeframe of Implementation The Payroll Projections System project was kicked-off in September 2010 and went through the

complete ACT Project Management Framework and SDLC lifecycle.

Task Timeframe

Requirements & UI Design 2 months

Application Development 6 months

Nightly Batch Job 5 months

Maintenance and Cleanup Jobs 1 months

Total 14 months

The rollout strategy consisted of a timed and systematic release:

1) Beta release to the five core departments participating in the requirements process

2) 2-month production pilot rollout to the entire campus

3) Campus-wide release

Objective Customer Satisfaction Data See a sampling of the many positive client responses received following the toolbox rollout and usage.

The names have been omitted and replaced by titles.

“ The new Payroll Projection Applications is so easy to use, very intuitive. And I love the built in reports too.

”

-- Fund Manager, Jacobs School of Engineering

“ I loved using the new Payroll Projections application today, it was amazing to see the projections immediately reflected in our budget reports. Thanks!

” -- Business Project Manager, Health Sciences


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Appendix

Definitions, Acronyms and Abbreviations

The following are definitions of all terms, acronyms, and abbreviations required to properly interpret

this document.

Abbreviations Definition

EBA External and Business Affairs

ACT Administrative Computing and Telecommunications

UXT User Experience and Technology

SSO Single-Sign-On Login: authorization and authentication

Screen Shots

Payroll Projections Search


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Payroll Projections Distribution – Create/Update Screen


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Payroll Projections Detail – Create/Update Screen


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Payroll Projections Distribution – Add

Payroll Projections Application - UCOP

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