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Enterprise Information Systems

Business Requirements Analysis

for

People & Organizations Division

HR Information System

Project No: 111111

06/14/2011

Version 1.21

EIS

Business Requirements Report

HRIS Project, i

Disclaimer

This business requirements document is based on an actual information systems

project. In order to maintain confidentiality and operational security, all

references to company names, financial and operation data, and names of real

people (with the exception of the author) have been either removed or replaced

with fictitious names. Any relationship to existing people is strictly coincidental.

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Approvals

Project No.: 111111

Project Name:

HRIS Conversion

Priority: High

Target Date:

06/14/2011

Approved by:

Name Title Department Date

1. Robert Hammond Controller Accounting & Finance 03/15/2011

2. Dora Jar Director P&O

People & Organization 03/15/2011

3. Dan Level CTO EIS 03/15/2011

Prepared by:

A. Marsiglia IT Bus Analyst

EIS 03/01/2011

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Document Revision History

Document Version No.

Date Description of Changes By

1.0 06/07/2011 Initial Document Andy Marsiglia

1.1 06/09/2011 Insert items for metrics and reports Andy Marsiglia

1.2 06/10/2011 Change to recruiting section Andy Marsiglia

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Table of Contents

1 Overview ............................................................................................................................................... 1

2 Present Application ............................................................................................................................... 1

3 HR Application Requirements ............................................................................................................... 2

3.1 Core HR Functions ........................................................................................................................ 2

3.2 Recruitment ................................................................................... Error! Bookmark not defined.

3.3 Onboarding .................................................................................................................................... 4

3.4 Talent Management ...................................................................................................................... 4

3.5 Direct Access Portal ...................................................................................................................... 4

3.6 Reporting and Analytics ................................................................................................................ 4

3.7 Global Considerations ................................................................................................................... 5

4 Payroll Application ................................................................................................................................ 5

5 Conclusion ............................................................................................ Error! Bookmark not defined.

6 Appendix ............................................................................................... Error! Bookmark not defined.

Appendix A: New Hire/Termination Checklist .............................................................................................. 7

Appendix B: New Hire Forms List ................................................................................................................ 8

Appendix C: New Employee Setup Form ..................................................................................................... 9

Appendix D: Open Jobs Form ..................................................................................................................... 12

Appendix E: Sample Job Detail Form ......................................................................................................... 13

Appendix F: Search Open Jobs Form ......................................................................................................... 14

Appendix G: Applicant Job Response Form, Part 1 ................................................................................... 15

Appendix G: Applicant Job Response Form, Part 2 ................................................................................... 16

Appendix H: P&O SharePoint Features………………………… ……… ……………………………….…….17

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1. Overview

AMTempCo is presently using the Ultipro web-based Human Resources (HR) application from

Ultimate Software but most of the core HR functions are largely performed through the use of Excel

spreadsheets and manual checklists. This situation stems from the inception of AmTempCo by it’s

founding members when employees were transferred to the partnership and their personnel data was

consolidated on worksheets

At is founding, overarching need at AmTempCo was to quickly form an HR department and provide

supporting information services that would enable the staff to meet legal requirements, achieve SOX

compliance, provide effective payroll functions, and perform core HR services. Consequently, a

broad scope business needs and requirement report was not produced but rather, the core

infrastructure was created and essential HR information services provided by third party applications.

As AmTempCo has evolved, the company’s HR requirements have become more complex due to an

increase in staff size, applicant volume, and redesign of the HR department into the People and

Organization (P&O) Division. The P&O mission is to serve as a proactive, strategic business partner

that will:

Provide resources to assist employees in succeeding in their positions and effectively

managing personnel issues

Identify and provide strategic resources

Recognize, support ,and expand on existing best practices

Introduce and implement best practices in the form of policies, practices and programs.

An integral part of the P&O division’s ability to achieve its mission is to acquire appropriate human

capital management (HCM) software that has the utility essential for migrating from manual HR

functions and disparate IS functions to an integrated HCM solution that will provide robust self-service

facilities and professional HR management applications.

2. Present Applications

AmTempCo presently uses the Ultipro web-based HCM product from Ultimate Software to perform

core HR functions that include management of basic employee data, absence tracking, recruitment,

and payroll. For recruitment, managers submit job requisitions through Ultipro.

Applicants indirectly access the open jobs list from AmTempCo’s website that directly links to Ultipro.

Applicants may select a job position then enter their personal information and post a resume all of

which is managed within Ultipro. After an applicant is hired, P&O representatives use a largely

manual process, guided by a manual checklist, Appendix A, to set up the new employee. Using the

AmTempCo SharePoint site, a new employee can access and complete the new employee forms; the

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forms are not directly managed within Ultipro. A P&O representative will complete the Enterprise

Information System (EIS) Set-Up form, Appendix C, and then use the helpdesk ticketing system to

submit the requests to relevant personnel for fulfillment.

Payroll calculations are performed within Ultipro and checks are printed by Ceridian Payroll Services.

AmTempCo payroll accountants receive timesheets in the form of Excel spreadsheets and

consolidate the data into a single spreadsheet for the period’s total payroll. The totals spreadsheet is

uploaded into Ultipro where payroll calculations are performed and the results are uploaded to

Ceridian for PR check printing and tax filings.

The present Ultipro direct employee interface enables AmTempCo personnel to view personal

information and PR check stubs. The employee interface portal is not considered to be very intuitive.

In fact, employees rarely use the Ultipro employee portal and often forget their login credentials

because single sign-on is not being used.

Mercer Source 1 manages AmTempCo’s benefits and employees contact them directly. Employee

evaluations are created with the Performance Pro online employee performance evaluation system.

Ultipro is not used to manage employee training or provide a course catalog. The AmTempCo course

catalog, however, is accessible either through a link in the P&O SharePoint or by direct access to the

AmTempCo training website where course registration can be completed.

3. HR Application Requirements

3.1 Core HR Functions

3.1.1 Employee Data

3.1.1.1 Demographic and personal data

3.1.1.2 Skills inventory

3.1.2 Absence Tracking

3.1.2.1 Perform absence tracking

3.1.2.2 Enable employees to review their paid time off (PTO) for accruals and balances

3.1.2.3 Workflow to route and approval of PTO requests

3.1.2.4 Management review of PTO for metrics and trends

3.1.2.5 FMLA administration

3.1.3 Benefits Administration

3.1.3.1 Presently use Mercer Source 1

3.1.3.2 Desire to perform benefits admin within HCM application

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3.1.3.3 P&O SharePoint site provides information regarding types of benefits and links to

corresponding carriers.

3.1.3.4 Employee access for life-event changes

3.1.3.5 Metrics and reports

3.1.4 Compensation Admin

3.1.4.1 Define budget & model distribution against budget

3.1.4.2 Model distribution to show over/under budget amounts

3.1.4.3 Salary increase based on employee performance rating (performance based

compensation)

3.1.4.4 Workflow to electronically route compensation changes for approval.

3.1.5 Position Control

3.1.6 Time and Attendance

3.1.6.1 Employees use Excel spreadsheets to enter time data

3.1.6.2 Employee timesheets are consolidated into a single spreadsheet for upload to

Ultipro.

3.2 Recruitment

3.2.1 Recruitment Management

3.2.1.1 Requisitions are prepared within HCM Application (Presently Ultipro)

3.2.2 Candidate Self-Service

3.2.2.1 Open job list via AmTempCo website (Presently Ultipro). See Appendices D, E,

and F

3.2.2.2 Job application and resume submission within HCM Application (Presently Ultipro),

See Appendix G for present web-based form.

3.2.2.3 Utilize knock-out questions and job-specific key words

3.2.2.4 Utilize social media sites

3.2.3 Inform applicants when position is filled or withdrawn

3.2.4 Resume’ management and review for P&O personnel

3.2.4.1 Present system serves as a resume’ repository that contains over 20 thousand

resumes

3.2.4.2 Multiple query options including search by keyword, resume type, date range

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3.3 Onboarding

3.3.1 Automatically convert applicant data to new employee data

3.3.2 Include New Hire/Termination Checklist into HCM application. See Appendix A

3.3.3 Manage new employee forms within HCM application. See Appendix B for list.

3.3.3.1 Employee access and digitally signs forms

3.3.3.2 P&O staff to track progress of what has or has not been signed.

3.3.4 Include setup form for facilities, equipment, information systems into HCM application, See

Appendix C.

3.3.5 Store new hire paperwork and other forms, perhaps in PDF format, within a personnel

profile.

3.4 Talent Management

3.4.1 Salary Planning and Budgeting

3.4.2 Performance Management

3.4.2.1 Following functions use manual forms but it is desired to have the functionality

included in an HCM application:

3.4.2.1.1 Discipline review

3.4.2.1.2 Performance Improvement Plan

3.4.2.1.3 Exit interview

3.4.2.3 Manage quarterly/yearly goals

3.4.2.3.1 Manager review and edit

3.4.2.3.2 Employee review and edit

3.4.2.3 Perform online performance review

3.4.3 Employee Training and Development

3.4.3.1 Online course catalog (presently accomplished through AmTempCo training

website)

3.4.3.2 Online registration (presently accomplished through AmTempCo training website)

3.4.3.3 Skills inventory

3.4.4 Organization Chart

3.5 Direct Access Portal

3.5.1 Employee Self-Service

3.5.2 Manager Self-Service

3.6 Reporting and Analytics

3.6.1 Standard Reports

3.6.2 Custom Reports

3.6.3 Analytics

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3.6.4 Workflow and Alerts

3.6.5 Compliance reports

3.6.5.1 HIPAA

3.6.5.2 AAP

3.6.5.3 VETS-100

3.6.5.4 FMLA

3.6.5.5 OSHA

3.6.5.6 COBRA

3.6.5.7 EEO

3.6.5.9 Military leave/USERRA

3.7 Global Considerations

3.7.1 Customizations that can be made by user application administrators or EIS department

3.7.2 Security

3.7.2.1 Application login using existing active directory credentials for single sign-on

(Federated Identity Management)

3.7.2.2 Roll-based application security similar

3.7.4 Interface to Ceridian Payroll Services

3.7.5 Prefer SaaS environment

3.7.6 Paper reduction in all areas

4. Payroll Application

4.1 Overview

Payroll is not an HR function but rather is directly managed by the accounting department even

though the time and attendance data are processed within Ultipro. As previously discussed,

payroll calculations are performed within Ultipro and checks are printed by Ceridian Payroll

Services. AmTempCo payroll accountants receive timesheets in the form of Excel

spreadsheets and consolidate the data into a single spreadsheet for the period’s total payroll.

The totals spreadsheet is uploaded into Ultipro where payroll calculations are performed and

the results are uploaded to Ceridian for PR check printing and tax filings.

4.2 Payroll Functions

4.2.1 Manage employee PR records; salaried or hourly

4.2.2 Enter timesheet data

4.2.3 Set up and maintain tax tables for FICA, federal, state, city, and misc.

4.2.4 Allow for multiple pay types: regular, OT, double-time, holiday, PTO, vacation, sick

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4.2.5 Miscellaneous deductions, misc benefits, voluntary deductions, garnishments

4.2.6 Pretax deductions: 401k, cafeteria plans

4.2.7 Compute PR totals

4.2.8 Upload PR Data to Ceridian for check print and tax submissions

4.2.9 Payroll reports

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Appendix A: New Hire/Termination Checklist

Application

Material Submitted by Employee (e.g. Resume, Cover Letter)

Applicant Disclosure and Release

Job Requisition Form (Optional)

Offer Letter (NY Required)

Personnel Action Form

Compensation Plan (If Applicable)

Employment Eligibility Verification (I-9) with Proper ID

Colorado Affirmation Form (I-9) (If Applicable)

NCM Policies Acknowledgment

W-4

Direct Deposit Authorization Agreement w/Voided Check

Payroll Deduction Authorization for Charity 1/2 Day Program (Optional)

Confidentiality Agreement

Company Employee Guidelines Acknowledgement Form

Veterans Self Identification

Travel and Entertainment Policy

Proof of Insurance (If Applicable)

E-Mail Monitoring Consent Form

Security Awareness Policy

Add to Monthly Status Report

Sent paperwork to Payroll _____________(Date)

Add HRN Access/Assign Appraiser for HRN

Send Performance Pro email w/attachment

Add to Lawroom

Add to Anniversary & Birthday Lists

PAF

Add to Monthly Status Sheet

I-9 Filed Separately

User Deletion Email to Helpdesk

Terminate HRN access

Terminate Lawroom access

New Hire/Termination Checklist

Employee Name:________________________________

Termination Checklist

After Paperwork is complete:

Upon approval of background check and offer of employment:

Background Check:

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Appendix B: New Hire Forms List

The documents listed below will be reviewed, signed, and submitted to the P&O representative by new

employees. Detailed copies of each form are available on the AmTempCo SharePoint site at

https://AmTempCo.com/PO/Pages/New-Hire.aspx

1. Annual Movie Passes

2. Application Disclosure Release Form

3. Charity Half Day Payroll Deduction Authorization

4. Confidentiality Agreement

5. Direct Deposit Form

6. E-Mail Monitoring Consent

7. Employee Guidelines Acknowledgment Page

8. I-9

9. Information Technology Security Awareness Policy

10. Personnel Action Form

11. Policy Acknowledgement

12. Travel and Expense Policy

13. Veterans Self ID Request

14. W-4

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Appendix C: New Employee Setup Form

Please email this form electronically to the HR Dept.

Preferred Full Name (i.e. Kim vs. Kimberly): Click here to enter text.

Start date: Click here to enter a date.

End date: (only if temporary or contract employee) Click here to enter a date.

Department code: Choose an item.

Position being filled: Click here to enter text.

Direct Supervisor: Click here to enter text.

Department VP: Click here to enter text.

Cube/Office Location: Click here to enter text.

What type of position are you filling: Choose an item.

Network Active Directory Permissions: Who (need a name) has the same or similar permissions that you want your new employee to have. Click here to enter text.

Please Note: If the request for access is not specifically requested it will not be granted and an access form will be required once the new hire ticket has been resolved.

Access to Network shares and documents (provide server and share name path): (i.e. \\AmTempCofps05\newco) Click here to enter text.

Access to Group mailboxes (advise us if they need "send on behalf" rights): Click here to enter text.

Access to Distribution Email Lists (DL's such as "AmTempCo Denver Office"): Click here to enter text.

Access to a Server or Database (such as FTP rights): Click here to enter text.

Application Access: Please list any application access that you want your new employee to be able access. (Please only select one per field) Please note if DEV, TST, TEST, or PROD Environment in the 2

nd column.

Application: Environment:

Choose an item. Choose an item.

Choose an item. Choose an item.

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Choose an item. Choose an item. Choose an item. Choose an item.

Software Installation: Please list any software that you want your new employee will need.

*The software listed may be subject to being charged to your Dept & may require VP approval

Choose an item. Choose an item. Other: Click here to enter text.

Choose an item. Choose an item.

Choose an item. Choose an item.

AmTempCo Intranet Portal: (Share Point) New employee/temp will be granted read-only permissions,

unless otherwise requested. Please list each URL/address for section he/she needs access to and what

kind of permissions are to be granted. Click here to enter text.

Equipment:

Laptop or Desktop Docking station Flat Panel

Other: Click here to enter text.

Remote Shipping Address: (if applicable) Click here to enter text. Click here to enter text. Click here to enter text.

Phone: (Denver Office only) Is a desk phone needed? Yes No Is there already a phone in the office/cube: Yes No

If yes, what is the extension on the display? Click here to enter text.

If additional extensions are needed please list.

FaxCore: (Denver Office only)

FaxCore fax number required: Yes No OR Group fax already set-up: Yes No Group name: Click here to enter text. Group Fax number: Click here to enter text.

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NOTE: Long Distance charges will apply

Choose from the following AmTempCo Wireless Options;

Please click on the link to get a cell phone authorization form. Cell Phone policy

NOTE: Sales Representatives, Field Operations Technicians, and Directors and above do not need SVP and CFO approval before receiving a cell phone or data device.

Wireless Air card: Yes No Droid phone: Yes No Blackberry phone: Yes No Please contact the help desk if you need assistance in choosing between a droid and blackberry. If you would like to wait for the new user to start please just make a note in this section and it may be a few days to acquire the equipment.

If Porting An Existing Cell Phone:

Complete the following information for a mobile phone if this employee has an existing personal mobile number to port to the AmTempCo Sprint wireless account or does he/she prefer a new mobile number?

NOTE: If a personal mobile number is ported to the AmTempCo wireless account, it will from this point forward, be owned by AmTempCo and you will not be able to acquire this number back as a personal mobile number, at the conclusion of employment with AmTempCo.

Cell phone number ------------------------------------------ Click here to enter text.

Cell phone provider ----------------------------------------- Click here to enter text.

Account number on the bill --------------------------------Click here to enter text.

Name on the bill --------------------------------------------- Click here to enter text.

Billing address ------------------------------------------------Click here to enter text.

If requesting a new mobile number:

Name of city and state for service ---------------------- Click here to enter text.

Service area zip code ------------------------------------- Click here to enter text.

Full address --------------------------------------------------Click here to enter text.

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Appendix D: Open Jobs Form

Available: https://rn11.ultipro.com/NAT1017/JobBoard/ListJobs.aspx?__VT=ExtCan

AAMMTTEEMMPPCCOO

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Appendix E: Sample Job Detail Form

AAMMTTEEMMPPCCOO

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Appendix F: Search Open Jobs Form

Available: https://arn11.ultipro.com/AMTEMPCO1017/JobBoard/SearchJobs.aspx?Page=Search

AAMMTTEEMMPPCCOO

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Appendix G: Applicant Job Response Form, Part 1

Available: https://am11.ultipro.com/AMTEMPCO1017/JobBoard/NewCandidateExt.aspx?__JobID=*B246F

AAMMTTEEMMPPCCOO

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Appendix G: Applicant Job Response Form, Part 2

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Appendix H: Features of P&O SharePoint Site

1. Welcome Window

2. All P&O Forms in following groups

2.1 Benefits

2.2 Payroll

2.3 Policies

2.4 EIS

2.5 New Hire

2.6 Recruiting

3. Benefits with following subsections

3.1 401K

3.2 Charity

3.3 Leaves of Absence

3.4 Employee Discounts

3.5 Health

3.6 Life and Disability

3.7 Wellness

4. Carrier Contacts

5. Community

6. FAQ

7. AmTempCo Mission Statement

8. New Hire Introduction and Forms

9. Policies

10. Recruiting with following subsections:

10.1 Recruiting Process

10.1.1 Requisition Forms: Link to appropriate documents

10.1.2 Reviewing Resumes: Link to Ultipro

10.1.3 Interviewing Applicants: Link to Ultipro

10.1.4 Hiring

10.2 Recruiting Tips: Link to Ultipro

10.3 Recruiting Forms

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11. Training

11.1 People & Organization training programs

11.2 The AmTempCo Leadership Academy

11.3 The Law Room (Third Party)

11.4 The AmTempCo Institute. Course catalog for

11.4.1 Application Training

11.4.2 Professional Development