Payroll Projections Application Project, Track and Analyze Payroll ...
Post on 04-Jan-2017
218 Views
Preview:
Transcript
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
2
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
Payroll Projections Application
3
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: pcamacho@ucsd.edu 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: wSweetman@ucsd.edu
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,
pcamacho@ucsd.edu
Bill Sweetman, Manager Financial Link, ACT, UCSD, wSweetman@ucsd.edu
Long Ton-That, Software Engineer, ACT, UCSD, lTonthat@ucsd.edu
Shanley Miller, Assistant Chief Operations Officer, Chemistry & Biochemistry, UCSD,
s2miller@ucsd.edu
Adrian Calabrese, Sponsored Projects Manager, Neurosciences, UCSD, acalabrese@ucsd.edu
Maryam Attari, Assistant Department Business Officer, Division of Biological Science, UCSD,
mattari@ucsd.edu
Anna Leitner, Fiscal Specialist, CASPO, UCSD, aleitner@ucsd.edu
Elena Lelea, Core Operations Analyst, Division of Biological Science, UCSD, elelea@ucsd.edu
Payroll Projections Application
4
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
Payroll Projections Application
5
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
Payroll Projections Application
6
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)
Payroll Projections Application
7
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.
Payroll Projections Application
8
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
Payroll Projections Application
9
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
Payroll Projections Application
10
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
Payroll Projections Application
11
Payroll Projections Distribution – Create/Update Screen
Payroll Projections Application
12
Payroll Projections Detail – Create/Update Screen
Payroll Projections Application
13
Payroll Projections Distribution – Add
top related