Project, track and analyze payroll expenses Proposal for 2012 University of California Larry L. Sautter Award for Innovation in Information Technology Administrative Computing & Telecommunications
Table of Contents Project Information... 3 Project Title... 3 Submitters Name, Title, and Contact Information... 3 Project Leaders, Sponsors and Team members... 3 Summary of Significance of Project... 4 Project Description... 4 Business Case... 4 Web Application... 5 Reports... 6 Override Projection Report... 6 Payroll Projections by Month Report... 6 Payroll Projections Detail Report... 6 Financial Link Reports... 7 Nightly Batch Processing... 7 Key Areas of Benefit... 7 Technology Used... 8 Timeframe of Implementation... 9 Objective Customer Satisfaction Data... 9 Appendix... 10 Definitions, Acronyms and Abbreviations... 10 Screen Shots... 10 Payroll Projections Search... 10 Payroll Projections Distribution... 11 Payroll Projections Detail... 12 Payroll Projections Distribution... 13 2
Project Information The following information is being submitted for consideration for the 2011 University of California Larry L. Sautter Award for Innovation in Information Technology. Project Title Payroll Projections Application A web based tool to access and manipulate the payroll and benefit projections of all faculty & staff and include the projections in FinancialLink reports to more accurately track and forecast budgets. Submitters Name, Title, and Contact Information Patty Camacho, Assistant Chief Administrative Officer, Neurosciences, UCSD Phone: (858) 534-8854 E-mail: pcamacho@ucsd.edu University of California San Diego 9500 Gilman Drive # 0662 La Jolla, CA 92093-0662 Bill Sweetman, Financial Link Manager Phone: (858) 534-6060 E-mail: wsweetman@ucsd.edu http://act.ucsd.edu University of California San Diego Administrative Computing and Telecommunications 9500 Gilman Drive # 0929 La Jolla, CA 92093-0929 Project Leaders, Sponsors and Team members Patty Camacho, Assistant Chief Administrative Officer, Neurosciences, UCSD, pcamacho@ucsd.edu Bill Sweetman, Manager Financial Link, ACT, UCSD, wsweetman@ucsd.edu Long Ton-That, Software Engineer, ACT, UCSD, ltonthat@ucsd.edu Shanley Miller, Assistant Chief Operations Officer, Chemistry & Biochemistry, UCSD, s2miller@ucsd.edu Adrian Calabrese, Sponsored Projects Manager, Neurosciences, UCSD, acalabrese@ucsd.edu Maryam Attari, Assistant Department Business Officer, Division of Biological Science, UCSD, mattari@ucsd.edu Anna Leitner, Fiscal Specialist, CASPO, UCSD, aleitner@ucsd.edu Elena Lelea, Core Operations Analyst, Division of Biological Science, UCSD, elelea@ucsd.edu 3
Summary of Significance of Project The Payroll Projections application provides the ability to project, update, analyze and include payroll projection information in Financial Link reports. These projections are used to more accurately track and forecast budgets and expenses; they are automatically calculated and based on current payroll information. Project Description In any business when trying to manage expenses it is important to have an accurate understanding of what the future costs are going to be. Payroll and benefit costs are usually the largest expense that any organization has amongst every UC campus. The University has a very complicated payroll structure. An employee can be paid in a number of ways. He/she may be paid from a single or multiple funding source(s). He/she may be paid within single or multiple periods. He/she can occupy one or more positions. The payroll projections application implements this complex structure, providing financial and accounting staff the ability to project payroll and benefit expenses to more accurately track their budgets. The Payroll Projection application is comprised of two major components. One is the Payroll Projection Batch Process. Another is the Payroll Projections web application. The purpose of the Payroll Projection Batch Process is to reproduce the set(s) of data reflecting what employee payroll structure is in the Payroll Mainframe controlled by UC central campus and UCOP, and refresh any change in the past week to the current system. The Payroll Projection web application provides the ability to create, update and delete projection information provided by the Payroll Projection Batch Process. Detailed descriptions of these requirements are described below. Business Case With UC Facing Budget Cuts and Staff Layoffs, streamlining systems to be more efficient and effective are a priority in order to meet the increasing workload demands for the staff left behind. When proposing for funds as well as managing them, payroll and benefit costs are one of the most important and complex pieces to analyze, forecast and report. Currently departments create payroll in-house reports using Excel. Data is gathered monthly to 1) report on what was paid out based on the Distribution of Payroll Expense (DOPE) and Vacation/Leave Accrual reports, and 2) report the projections/forecasts on what is to be paid out, as per the UC PPS Payroll system. Creating and maintaining these manual in house payroll reports is one of the top time consuming issues for department budgeting and reporting. Financial Link currently creates automated reports using UC Data where payroll and benefit costs are included. Since departments need to analyze and report on their staffing costs in detail, why not pull that same detail into an automated payroll reporting system where users can update data already tied 4
to financial reports. This approach significantly saves staff time compared to manually updating separate in house reports. This application can be used campus wide allowing for the following benefits: Consistency and efficiency in reporting across the campus With staff layoffs this eases up on the burden of the additional workload left to the remaining staff Significant time savings in start up training when a staff member transfers to another UC department Easily utilized for Proposal budgeting and Post Award Financial Reporting and Forecasting Over the years so much headway has been made in streamlining the financial reporting process with Financial Link. Taking this additional step in creating a Payroll Reporting and Projection application in conjunction with the UC Payroll system tied to financial reports is another huge leap in streamlining and standardizing our costing and reporting methods. Payroll Projections Web Application ACT s Payroll Project web application provides an easy to use interface to search for employees and/or accounting criteria, modify the PPS data to create projections and finally run a number of built-in reports to see the effects of the projections on the budget. Payroll data can be modified at either the distribution level and/or at the detail level. Payroll System Features: Search by accounting information, employee name, employee ID, and/or project number Override current payroll information to create a new projection Override at the either the distribution level or the detail level Create/update a new projection for a new TBD employee Create/update a new projection based upon UC Title Code rates Create/update a new project to reflect updates to UC Benefit rates Includes all benefit calculations (benefits, vacation, general liability, NGN, etc.. Ability to create projections based upon percentage or rate Ability to create projections for a specified time frame Update current projections to reflect changes in budgets Report of existing PPS system payroll projections A report of these overrides can be printed, downloaded or emailed directly to the Department Payroll contact to make the updates into the PPS Payroll system (versus sending an email outlining the changes, another time saving step) Another report is available to reflect a unit or lab staff payroll and benefit costs from various outlined sources in an at-a-glance view Additional report reflecting payroll and benefit costs by person, on a monthly basis 5
Reports Benefit costs are based upon actual costs from the most recent closed ledger month With the advent of a new payroll projections application, the campus leadership group determined that a set of predefined reports was necessary to better help analyze and present the data in a friendly and usable format. Override Projection Report This report lists only employees with overrides for the given time period and accounting information. This report is very helpful in providing what needs to be updated in the PPS system. Emp ID Name Rec DOS Title % Apt # Index Sub Type Code Code Time Rate Start Date End Date 000111000 Mickey PPS XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000 Mouse O PR XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000 O BN XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000 000222000 Minnie PPS XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000 Mouse O PR XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000 O BN XXX 0000 000 XXX0000 0 0% $00.00 00/00/0000 00/00/0000 Payroll Projections by Month Report This report lists all payroll data for a given time range and accounting information Employee Type DOS Title Index Month 1 Month 2 Month 3 Month 4 Month TOTAL Code Code Mickey M PPS 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 BN 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 GL 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 VC 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 Minnie M PPS 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 BN 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 GL 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 VC 0000 101 XXX0000 $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 TOTAL $000.00 $000.00 $000.00 $000.00 $000.00 $000.00 Payroll Projections Detail Report This report displays detail information on the projection including distribution and appointment information along with months remaining, benefit, vacation and monthly rate totals. Employee Employee #1 (000111222) Dist: 11 - Appt: 10 Payroll Projection (Start - End): 05/01/12-06/30/12 Employee #2 (000111333) Dist: 11 - Appt: 10 Month Remaining Benefit Rate Vacation Rate Monthly/Hourly Rate ADCMKP2-05397A (01/01/2079-01/01/2079) 2 $1,819.66 $561.49 $8,141.67 $16,283.34 (PR) $3,639.33 (BN) $1,122.99 (VC) (100.00%) 2 $1,819.66 $561.49 $8,141.67 $16,283.34 (PR) $3,639.33 (BN) 6
Payroll Projection (Start - End): 05/01/12-06/30/12 $1,122.99 (VC) (100.00%) Totals: $42,091.32 Financial Link Reports The Financial Link Portal also has additional reports which include the option of including payroll projection data. Expanded Budget Summary: a complete financial summary report including (1) operating ledger transaction detail (2) employee payroll expense distribution and optionally (3) payroll projection detail Index Summary Report: a summary report that displays total or net values for Budgetary, Financial and Encumbrance activity with a corresponding balance column; which can also include Payroll Projections with a Projected Balance column. Nightly Batch Processing Payroll Projection Batch is a nightly process that generates the projections based on employee distributions and appointments. This is an extremely complex job that dynamically connects to PPS and data warehouse to collate data for all employees, update records, insert new employees, and run projection calculations. The data generated from this nightly process is used to by the Payroll Projections web application to present the current payroll projections. Key Areas of Benefit Shadow Systems- No Longer Needed! A large number campus departments run their own entire payroll shadow systems to manage their budgets and expenses. These shadow systems are often very complex and manually intensive, requiring many steps to acquire, update and process the correct data. With the implementation of this user friendly application, the need for these shadow systems no longer exists, saving these departments time, money and resources. Improvement of operational efficiency The implementation of Payroll Projection application results in a reduction of manual processing time by more than 50% in the departments, and it also makes the need for shadow systems obsolete. The user interface is intuitive and easy to use, creating a very low learning curve. The ability to project and report on payroll expense and have it integrated into a large number reports saves departments a tremendous amount of time and effort, projections are created dynamically with the click of button. Shareable, interoperable and integrated The Payroll Projections web application was designed and built using UC standard data, interfaces and technologies so that it can be readily adopted by other campuses, including the application, reports and nightly batch processing. 7
Collaboration The functionality of Payroll Project application was formulated by business partners across the San Diego campus in the following departments: ACT, Health Sciences, Engineering, SIO, Biology & Chemistry, Biological Sciences, and CASPO. Cross-functional collaboration along with the use of UCOP data structures and interfaces increased our experience and made the product better. Collaboration & Cost Savings The impact of ACT s new application is not only in the reduction of shadow systems, but also in administrative operational efficiency. Old campus shadow systems are manually intensive, requiring administrative staff to run multiple reports, collate data, re-enter data and run new estimation reports for each employee on their staff. An extremely conservative estimate is saving 10 minutes per employee projection. The payroll projection application contains all 48,971 employees including faculty, staff, and student workers; providing an estimated cost savings of $2,938,000 per year. The cost/time savings are based on: o Administrative Effort Reduction All employees projected Time savings per projection Total labor saved Total cost saved per year 48,971 users 10min 8,161 hours per month $2,938,000 (8,161 * $30/hr) Technology Used The following lists the technologies used for the toolbox and the benefits of those technologies. Application Area Technology Benefits Web App Presentation Layer Spring MVC, jquery Spring MVC - fast development time with auto binding and easy error handling jquery - easy and fast Document Object Model manipulations Web App Business/Data Layer Spring Core, Java, Jlink Spring Core - IoC container for managing business logic. Interface design forces good design pattern. Jlink robust java based data access layer Web Service Access/Security Apache CXF, PKI Apache CXF - provides open source library for SOAP communication PKI - used to identify WS client and server provider 8
Nightly Batch Job Java/Jlink Jlink robust java based data access layer Timeframe of Implementation The Payroll Projections System project was kicked-off in September 2010 and went through the complete ACT Project Management Framework and SDLC lifecycle. Task Requirements & UI Design Application Development Nightly Batch Job Maintenance and Cleanup Jobs Total Timeframe 2 months 6 months 5 months 1 months 14 months The rollout strategy consisted of a timed and systematic release: 1) Beta release to the five core departments participating in the requirements process 2) 2-month production pilot rollout to the entire campus 3) Campus-wide release Objective Customer Satisfaction Data See a sampling of the many positive client responses received following the toolbox rollout and usage. The names have been omitted and replaced by titles. The new Payroll Projection Applications is so easy to use, very intuitive. And I love the built in reports too. I loved using the new Payroll Projections application today, it was amazing to see the projections immediately reflected in our budget reports. Thanks! -- Fund Manager, Jacobs School of Engineering -- Business Project Manager, Health Sciences 9
Appendix Definitions, Acronyms and Abbreviations The following are definitions of all terms, acronyms, and abbreviations required to properly interpret this document. Abbreviations EBA ACT UXT SSO Definition External and Business Affairs Administrative Computing and Telecommunications User Experience and Technology Single-Sign-On Login: authorization and authentication Screen Shots Payroll Projections Search 10
Payroll Projections Distribution Create/Update Screen 11
Payroll Projections Detail Create/Update Screen 12
Payroll Projections Distribution Add 13