Payroll business process review

Context

The environment in which we operate is changing rapidly.  Demographic and economic pressures, among other external forces, have us examining how best to maintain our strategic focus on the quality of the learning environment.  Part of that examination is a commitment to ensuring that our administrative systems and processes are as efficient and effective as possible to enable those who access those systems and processes to focus on their contribution to the academic mission of the university.

Current payroll systems and processes have been in place for several years and have stretched the very limits of those responsible for administering payroll.  While there have been some tactical process improvements developed internally or through the oversight of the HRIS Steering Committee, such as the introduction of web and department-based timekeeping, there has never been a comprehensive post-implementation review or assessment of how current processes could be improved to better meet the needs of those initiating, adminsitering or in receipt of payroll processes.

Goal

• To review workflow processes (electronic and manual) and document the current state of business processes from point of hire - recommendation of appointment, to point of pay - first payment made through payroll for all employee groups and pay change processes.
• To identify gaps, opportunities and best practices with respect to forms, data entries, electronic feeds, change management, training and communication mechanisms.
• To prioritize and recommend business process changes.

Scope

Phase 1

• To identify significant workflow streams by creating detailed process maps and linking documentation of significant business processes to create a current state analysis.

Phase 2

• To identify opportunities for streamlining and improving efficiency and effectiveness.

Objectives

• To understand current state processes with respect to payroll processing.
• To identify and map all input and output documents and forms, including signing authorities and document storage locations.
• To understand and apply best practices to workflow processes.
• To utilize existing functionality in Banner and other university supported systems to enhance and/or change current manual and electronic workflow.