ODA PAYROLL PROCESSING

Transcription

1 ODA PAYROLL PROCESSING Greenbelt Project Rob Feldmann Performance Center Division 3/11/2013 1

2 AGENDA Problem Statement Project Goals DMAIIC Process Define Measure Analysis Improve Next Steps 3/11/2013 2

3 THE OHIO DEPARTMENT OF AGING 75 Employees 21 Managers 17 Union Members $8.8 Million in Payroll 2 Payroll Officers 3/11/2013 3

4 PROBLEM STATEMENT Our current employee payroll process is time consuming and error prone. With far fewer Human Resource staff, we must improve somehow, somewhere. 3/11/2013 4

5 GOALS Learn Reduce time Prevent errors 3/11/2013 5

6 THE DMAIIC PROCESS Define Define Measure Analyze Improve Implement Control 3/11/2013 6

7 DEFINITIONS Timestudy Timesheet Ohio Administrative Knowledge System 3/11/2013 7

8 SIPOC 3/11/2013 8

9 Suppliers Inputs Process Outputs Customers Receive Employee s Timestudy; Compare to OAKS Timesheet Handle Any Errors/ Adjustments Approve Payable Time Review Pay Calc; Compare to Spreadsheet(s) 3/11/2013 9

10 Suppliers Inputs Process Outputs Customers Employee Manager Timestudy Timesheet RFL Supplemental Materials Receive Employee s Timestudy; Compare to OAKS Timesheet Correct Data Correct Payable Time Employee Manager ODA Payroll Staff Future Selves ODA Payroll Staff OAKS Employee Manager OAKS Exceptions Emp/Mgr Timestudy/ Timesheet/ RFL Handle Any Errors/ Adjustments Correct Data Correct Payable Time (Paper) RFL Employee Manager DAS DAS/OAKS Bargaining Units Insurance Taxes Steps/Long evity/etc. Approve Payable Time Calculated Pay Manager ODA Payroll Staff DAS/OAKS E Mail Spreadsheets Rev. Paycheck Data Final Rev. Paycheck Review Pay Calc; Compare to Spreadsheet(s) Employee s Paycheck Employee Agency (ODA) 3/11/

11 PROCESS MAP 3/11/

12 THE DMAIIC PROCESS Measure Define Measure Analyze Improve Implement Control 3/11/

13 DATA COLLECTION PLAN Timely submission of Timestudy/Timesheets Difference between official deadline & time rec d by HR staff Number of employees who submit materials with errors Number of employees with submissions containing errors 1 Total time to process payroll per employee Total number of steps per employee Difference (time) between first and final actions 2 by HR Number of times HR staff handle 3 each Timestudy 3/11/

14 DATA COLLECTION METHOD Over processing? Late submissions Time to process per employee Most common errors 3/11/

15 THE DMAIIC PROCESS Analyze Define Measure Analyze Improve Implement Control 3/11/

16 PARETO CHART Data Source: DAS/HRD OAKS Application and Reporting Group 3/11/

17 CONTROL CHART Data Source: DAS/HRD OAKS Application and Reporting Group 3/11/

18 MANUAL DATA COLLECTION: PART 1 Late February S M T W T F S Errors 11 Errors 4 Average Handlings 3/11/

19 MANUAL DATA COLLECTION: PART 2 Late February S M T W T F S Errors 15 Errors 4 Average Handlings 3/11/

20 THE DMAIIC PROCESS Improve Define Measure Analyze Improve Implement Control 3/11/

21 TIM WOOD Error Prone Over processing? 3/11/

22 MANAGER REVIEW Manager Compare Timestudy to Timesheet Match? Y N Sign Timestudy Send to HR Return To Employee Enforcement Targeted training 3/11/

23 INITIAL HR CHECK Payroll Officer Review OAKS Payroll Alerts Compare Timestudy to Timesheet Match? Y N Mark Timestudy OK Return To Employee Remove this check? 3/11/

24 REVISE TIMESTUDY Current Version 3/11/

25 REVISE TIMESTUDY Current Version 3/11/

26 REVISE TIMESTUDY Poka yoke fail safing; mistake proofing; behavior shaping constraint 3/11/

27 REVISE TIMESTUDY Proposed Version 3/11/

28 REVISE TIMESTUDY Proposed Version 3/11/

29 THE DMAIIC PROCESS Implement & Control Define Measure Analyze Improve Implement Control 3/11/

30 PROJECT TEAM Michael Luers Assistant Director, Ohio Department of Aging Deborah Buckley Payroll Officer, Ohio Department of Aging Cecil Fields Payroll Officer, Ohio Department of Aging Betsy Bashore Mentor, OBM Felicia Sherman Blackbelt, ODA Stephanie Loucka Deputy Director of HRD, DAS (formerly Assistant Director, ODA) 3/11/

31 QUESTIONS? 3/11/