Payroll/Time & Labor Remediation Project Overview
In June 2012, the City and CRT kicked off the Payroll and Time & Labor Remediation Project. This project is focused on enhancing and improving how the existing PeopleSoft (PS) system works, specifically for timekeeping and processing payroll. Most of the resulting improvements for this project are scheduled to go live on December 7, 2012. Once the improvements are live there will be a 2-month period of production support in which the project team will be available to ensure there are no system issues related to the new improvements. The team will also continue to ensure that affected staff members know how to use the new functions or processes properly. Note: The Payroll/Time & Labor Remediation improvements not yet complete by December 2012 will go live by June 30, 2013.
- Optimize business processes for payroll and timekeeping; to conform with best practices wherever practical and to configure PS to maximize its use to match the City’s business needs.
- Enable the City to take full advantage of the payroll and timekeeping capability that is built into the PS system, some of which the City does not currently use.
- Improve the user experience for the City’s Timekeepers and Central Payroll staff members. Improving the user experience includes eliminating outdated processes, such as physical distribution of paychecks and pay advices; improving administrative processes related to timekeeping; enrolling employees automatically into PS Time & Labor; standardizing entry and processing of sick leave; and remedying issues regarding the birthday compensation plan, other comp time, and other pay categories.
Areas Impacted By Project
- Payroll Processing
User Experience Improvements
- Eliminate outdated processes (i.e. physical distribution of pay advices)
- Improve timekeeping administrative processes
- Improve central payroll processes
- Facilitate automatic employee enrollment into PS T&L
- Standardize entry and processing of sick leave
- Remediate Birthday Compensation Plan
Return on Investment (ROI)
Immediate labor redeployment and direct cost savings accruing from this project total approximately $615,000. These benefits include timekeeping efficiencies, payroll processing time reduction, and savings from elimination of paper employee paycheck and pay advice distribution. Based on consulting fees of approximately $1 million, the annual perpetual ROI is over 60%.
Further, this project sets the stage for City-wide roll-out of employee self-service timekeeping. Completion of this planned initiative will likely result in even more significant annual savings from the redeployment to other tasks of staff currently focused on timekeeping.