Re-engineering the Payroll Adjustment Process
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Transcript of Re-engineering the Payroll Adjustment Process
Re-engineering the Payroll Adjustment Process
Thursday, March 8, 2007
Presented by: University Payroll and OBFS Business Information Systems
Re-engineering the Payroll Adjustment Process
Agenda
• Why Re-engineer ANA?• Current Re-engineering Activities
• ITPC Process• Project Iteration Schedule• Requirements Gathering• Process Flows and Business Rules
• Unit Involvement • Questions and Answers• Resources
Thursday, March 8, 2007
Re-engineering the Payroll Adjustment Process
Why Re-engineer ANA?
• Create a more efficient business process• Link directly to Banner & obtain real-time
data• Implement a more robust & advanced
technology• Improve & focus on customer service• Increase data integrity
Thursday, March 8, 2007
To…
Re-engineering the Payroll Adjustment Process
Current Re-engineering Activities:
The ITPC Process Selecting & Prioritizing Projects
Thursday, March 8, 2007
H u m an R e so u rces
B u s in ess P roce ss R e v ie w T e am
P re pa re s te m p la tesA n a lyze s p ro je c ts fo r F S C
F in a nce S u b C o m m ittee
R e com m en d s f in a nce p ro je cts to IT P C
S tu de n t A d m in is tra tion
In fo rm a tio n T e chn o lo gy P rio rit ie s C o m m ittee
E va lu a tes IT p ro jec ts fro m in cep tionth rou g h co m p le tion
A ca de m ic A ffa irs M a n ag e m e n t T e am
A p p rove s la rg e in it ia t ivesIn te ra cts w ith P o lic y C o u n c il & B O T
Re-engineering the Payroll Adjustment Process
Current Re-engineering Activities: The ITPC Process
Thursday, March 8, 2007
Finance process steps:
Business need is documented.
OBFS Businss Process Review Team (BPRT) completes template
ITPC Finance Sub-committee moves template forward
ITPC approves template
Functional and technical units assign resources
and set start date . . . and the work begins
Submit template or ideato [email protected]
Re-engineering the Payroll Adjustment Process
Current Re-engineering Activities:
The ITPC Process How to request work
Thursday, March 8, 2007
• Contact your campus Finance Sub-Committee Representative: Ed Valentine
• Discuss your idea with the appropriate OBFS functional unit
• Fill out a level 1 template and submit it to [email protected]
Re-engineering the Payroll Adjustment Process
Current Re-engineering Activities:
The ITPC Process How to track proposal and project status:
Thursday, March 8, 2007
• Go to: www.aits.uillinois.edu– Select projects– Expand the list for detailed information
Re-engineering the Payroll Adjustment Process
Current Re-engineering Activities: Proposed ANA Schedule
1. Pay Period* and Leave Balance Adjustments
*Includes Current Pay Period, Overpayment, and Underpayment Adjustments
2. Separation Pay3. Taxable Benefits4. Awards5. Pay Stop6. Foreign National Vouchers
Thursday, March 8, 2007
Re-engineering the Payroll Adjustment Process
Current Re-engineering Activities:
Gathering Requirements
1. Reviewed the current ANA system2. Analyzed methods that allow ANA to read
and feed directly with Banner3. Discussed any further changes to ANA to
make it more user-friendly and efficient4. Planned discussion of proposed ANA
changes with campus users
Thursday, March 8, 2007
Re-engineering the Payroll Adjustment Process
Proposed Pay Period Adjustment Flow
Thursday, March 8, 2007
Select a Job
Does a PHAHour Record Exist?
NO
Record Calculated?
YES = Disposition is > 42NO = Disposition is < 42
Disposition < 25?
Overpayment or Underpayment?
NO = 25...41
YES = 0...24
Status on time sheet
Message to user: “Submit Timesheet”
Anything but Approved
Approved Current Pay Period
AdjustmentOverpayment
Pay Adjustment
Overpayment
Underpayment
Underpayment Pay
Adjustment(includes automatic kickoff of
Leave Balance Adjustment)
Monthly or Bi-weekly job/pay
period
MonthlyBi-weekly
If there are multiple, select a PHAHour record w/ its
effective dates
YES
Select Pay Period
Adjustment
Enter a UIN, Select a Calendar Year, Select to see all, bi-
weekly or monthly pay periods
Select a Pay Period
System displays UIN, Name, and
Pay Periods
System displays
Jobs
Re-engineering the Payroll Adjustment Process
Proposed Current Pay Period Adjustment Detail Flow
Thursday, March 8, 2007
System displays the PHAHOUR record as read only Earn Code Amount per Earn Code Gross Pay CFOAPALsFor Bi-weekly records, it also displays Rate per Earn Code Hours/Units per Earn Code Hours/Units per Earn Code per Day
System Validates Changes
NoYesSystem finds
errors
Message to User: Errors
Found
Enter what the employee should be paid Changes to PHAHOUR Amounts/Hours/Units/Rates Add additional Earn Codes/Amounts/Hours/Units/Ratesand submit for validation
System displays cash and non-cash
totals for the adjustment
Confirm totals, enter comments,
and submit for Approval
Re-engineering the Payroll Adjustment Process
Proposed Validation Rules for Current Pay Period Adjustments
• Amounts are required for all earn codes • Options for added codes include only those codes for the UIN’s eclass that
are not Terminal Benefits, Awards, Taxable Benefits, Adjustment Codes
Thursday, March 8, 2007
Monthly Current Pay Period Adjustments
• The sum of the calculated cash and non-cash amounts must be greater than or equal to zero
• All editable rates for added special rate codes are defaulted to 0
Bi-weekly Exempt Current Pay Period Adjustments
• Comments are required• No duplicate codes are allowed
Bi-weekly Non-Exempt Current Pay Period Adjustments
Re-engineering the Payroll Adjustment Process
Continuing Re-engineering Activities: Unit Involvement
Thursday, March 8, 2007
1. Confirm Current Pay Period Adjustment validation rules • An on-line questionnaire will be available soon• If interested, check question 3 and provide your name
and e-mail address
2. Requirements focus group members• For each iteration of the ANA project• Commit no more than 5 hours per iteration discussing &
confirming requirements• If interested, indicate iteration preferences in question 4
3. Unit Testing• Occurs at the end of each iteration• Commit no more than 2 hours of testing per iteration • If interested, indicate iteration preferences in question 5
Re-engineering the Payroll Adjustment Process
Questions?
Thursday, March 8, 2007
Re-engineering the Payroll Adjustment Process
Resources
Thursday, March 8, 2007
• This presentation will be available on-line from the conference web site.
• Focus group and testing sessions will be on-going throughout the project
• Town Hall meetings and Training will be available as the releases near completion
• For any questions/comments or to sign up for the rules confirmation, focus groups, or testing sessions (after the conference) e-mail [email protected] with “ANA Presentation” in the subject line.
Re-engineering the Payroll Adjustment Process
Thank you
Thursday, March 8, 2007