Did You Know? 100,000 pieces of paper 1.2 million pieces of paper 25 cents 4,800 hours of employee time $7.2 million 86 educators

Transcription

1 Project Overview

2 Did You Know? Every month LAUSD uses over 100,000 pieces of paper to print employee paychecks and paystubs. That s 1.2 million pieces of paper every year. It costs the District approximately 25 cents for every paycheck or paystub that it prints and sends to an employee. Each year over 4,800 hours of employee time is spent printing, sorting, and delivering employee paychecks and paystubs. During 2010: 611,061 late or retroactive time adjustments resulted in $7.2 million in overpayments. $7.2 million 86 educators 54,218 late personnel forms and actions cost the District over $2.6 million. $2.6 million 31 educators 1,158 employees received approximately $4.6 million in incorrect pay due to Advanced Payment. $4.6 million 55 educators Our BTS payroll system now runs as designed with an error rate of less than 1%.

3 Key Challenges Challenge Printing Paper Checks and Stubs Late Personnel Actions Late Time Entry and Payroll Timing Advanced Pay Manual Time Entry Errors Off-Cycle Payroll Runs Grand Total Annual Cost $0.5-1 million $3-4 million $7 million $5 million $4-6 million $0.5-1 million $20-24 million

4 A Holistic Approach LAUSD MyPay addresses key payroll processes, policies, and technologies to help ensure employee pay is accurate, processed efficiently, and is environmentally friendly. Policy Forecasting Semi-Monthly Pay Process Time Entry Time Reporting Personnel Forms Payroll Accuracy and Efficiency Technology BTS ESS Website

5 Saves Trees, Saves Time, and Saves Money With LAUSD MyPay, the District will Stop printing over 4 million pieces of paper every year, helping LAUSD become even more environmentally friendly Provide employees with easy, password protected access to personal payroll information and personnel forms with just a couple clicks Return an annual total of $20-24 million (the equivalent of 240 to 288 educators) back to classrooms to support student achievement

6 Roadmap Roadmap Ready Set Go GREEN! Winter 2012 Eliminate Paper Paystubs Simplify Payroll Calendar $ million in annual savings Fall 2012 Offer Payroll Cards Summer 2014 Pay All Employees Semi-Monthly Summer 2014 Eliminate Forecasting Paperless Payroll $0.5-1 million in annual savings Fall 2013 Automate Time Entry Winter Improve Employee Self-Service (ESS) Website 2015 Automate Employee Forms Better Tools & Visibility $3-4 million in annual savings LAUSD MyPay Optimization is Complete! $20-24 million in total annual savings

7 Step One: Paperless Payroll

8 Roadmap for Step One: Paperless Payroll Initiative Ready Set Go GREEN! Eliminate Paper Paystubs Spring 2012 Offer Payroll Cards Winter 2012 Summer 2012 Eliminate Paper Checks Paperless Payroll $0.5-1 million in annual savings With our Paperless Payroll initiative, our District will save over 100 trees and put $0.5-1 million dollars back into schools every year

9 Eliminate Paper Paystubs Direct Deposit paystubs will no longer be printed and mailed, and are now available online at Employee Self-Service (ESS): Benefits: Secure and convenient access to 3 years worth of paystubs 24/7 on any computer with internet access Employees can log on to ESS with their Single Sign-on and password to view and print their paystubs at their leisure Computer terminals and printers will be available at all LAUSD sites for viewing and printing stubs Test run/pilot Approach Launch Date: January 8, 2012

10 Offer Payroll Cards Employees will have the option to receive pay on the new LAUSD payroll card Benefits: Acts like a bank debit card Specifically designed for unbanked employees No service fees to LAUSD or employees Safe, easy and convenient to use anywhere Visa and Mastercard logos are accepted (ex. paying bills, shopping, online) Wages are accessible via ATM, 24 hours a day, 7 days a week Eliminates the hassle and excessive fees associated with check cashing Eliminates the need to carry lots of cash Decreases the risk of fraud Launch Date: Spring 2012

11 Eliminate Paper Paychecks Close to 100% of LAUSD s employees will have their wages deposited automatically in their bank accounts or the new LAUSD payroll card and access the ESS website to view and print their paystubs Benefits: Safe, easy and convenient Reduces the risk of stolen or lost checks No check cashing fees Eliminates the need to carry lots of cash Decreases the risk of fraud Launch Date: Summer 2012

12 Visualizing Paperless Payroll Paperless Payroll eliminates printing and delivering of paper checks and paystubs. There are no impacts to actual pay:

13 Step Two: Better Tools and Visibility

14 Roadmap Step for Two: Better Tools and Visibility Better Tools & Visibility $3-4 million in annual savings Spring 2013 Automate Employee Forms Winter 2013 Improve Employee Self-Service (ESS) Website Fall 2012 Track Payroll Performance We re creating Better Tools and Visibility through online employee forms and a payroll performance report card

15 Tracking Payroll Performance Create and publish a payroll performance report card with payroll metrics that identifies efficient and timely processing as well as areas or locations where support may be needed Benefits: Provides mechanism for implementing a transparent rewards system Improves visibility and accountability for payroll and personnel actions at the division, local district and site levels Identifies areas where support and training may be needed Launch Date: Fall 2012

16 Optimized Employee Self-Service Provide employees with access to more real time payroll and personnel information Benefits: Provides employees with real time information such as available and used vacation and sick time Helps to eliminate inaccurate time reporting Launch Date: Winter 2013

17 Automated Personnel Forms Allows employees to complete personnel action forms (i.e. vacation leave, assignment changes, etc.) online for faster, more efficient processing Benefits: Provides for more accurate and efficient processing of personnel forms Improves accountability and visibility for payroll and personnel actions Provides an electronic paper trail allowing for more efficient tracking of forms Increases payroll accuracy Eliminates lost paperwork Further leverages and optimizes LAUSD s technology investments Launch Date: Spring 2013

18 Visualizing Paperless Personnel Forms Paperless personnel forms makes it easier for employees to provide accurate information, allows employees and sites to track completion, and provides for more accurate and efficient processing:

19 Step Three: Simplified Payroll Calendar

20 Roadmap Step Three: for Simplified Payroll Calendar Summer 2013 Automate Time Entry Summer 2013 Eliminate Forecasting Simplify Payroll Calendar $ million in annual savings Fall 2013 Pay All Employees Semi-Monthly LAUSD MyPay Optimization is Complete! $20-24 million in total annual savings We will Simplify the Payroll Calendar by automating time entry and eliminating forecasting so employees are paid more accurately and on-time

21 Automate Time Entry Employees will record their time daily with a paperless, electronic time entry solution Benefits: Decreases inaccurate and late time reporting Eliminates manual time card recordkeeping Decreases time spent processing payroll and making corrections Returns thousands of hours to Time Reporters so they can better serve students Promotes individual accountability, responsibility and professionalism Will I be overpaid? Launch Date: Summer 2013

22 Eliminate Forecasting The District will eliminate all time forecasting and move to a positive time reporting model whereby employees are accurately paid for time actually worked Benefits: Simplifies the payroll process Eliminates employee over- and underpayments caused by incorrectly forecasted time Pays employees for the time they have actually worked Payroll deadlines are at the end of pay periods so there is time to catch and correct errors Launch Date: Summer 2013

23 Pay All Employees Semi-Monthly All employees will have the same paydays regardless of classification and will be paid twice a month Benefits: Simplifies the payroll process Cuts the number of payroll deadlines and payroll runs in half from 4 to 2 (eliminates the separate classified and certificated deadlines) Gives timekeepers and time approvers fewer deadlines to meet Gives all employees the same paydays Launch Date: Fall 2013

24 Visualizing a Simplified Payroll Calendar The recommended payroll calendar pays all employees semi-monthly, eliminates time forecasting, cuts the number of payroll deadlines in half, and returns thousands of hours to timekeepers so they can support student achievement:

25 Simplified Payroll Calendar When the LAUSD MyPay Initiative is complete, together we will save over 400 trees and return $20-24 million to classrooms to support student achievement every year.

26 How else can LAUSD better serve employees, continue becoming more eco-friendly and put money back into classrooms? We want your input! Send your comments, questions, and suggestions to