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									5-98

                                                    Payroll Services (1431P)

Program Locator                                                     Program Outcome Statement
County                                                              The Payroll Services Program provides critical system processes for
   Collaborative Community                                          the Automated Time Keeping System (ATKS) and timely and
       Controller’s Office                                          accurate preparation, distribution and reporting of payroll to County
          Administration                                            departments and special districts. Payroll Services ensures that
          Internal Audit                                            employees are paid correctly and Federal, State and County time
                                                                    recording and statutory payroll related requirements are met.
          Payroll Services
          Controller Information Systems
                                                                    Services and Accomplishments
          General Accounting
          Property Tax and Special Accounting                       The Payroll Services Program primarily contributes to the Shared
                                                                    Vision of a Collaborative Community by 2025 by processing payroll
Headline Measures                                                   transactions for all County departments, the Courts and many
                                                                    special districts.

                 Percent of Payroll Checks Issued Correctly         The following are major accomplishments in the current year:

                 99.9%     99.9%     99.9%      99.9%     99.9%     •   In cooperation with Information Services Department (ISD) and
   100.0%                                                               Human Resources (HR), completed design, development,
                                                                        testing and implementation of Automated Time Keeping System
       80.0%                                                            Phase 2 (ATKS 2) to enable all County, Courts and Special
       60.0%
                                                                        Districts employees to complete, approve and process payroll
                                                                        time sheets electronically
       40.0%                                                        •   In cooperation with ISD and HR, completed migration of Payroll /
                                                                        Personnel Information System (PIPS) from County mainframe
       20.0%
                                                                        system to external application service provider to reduce system
       0.0%                                                             maintenance and operational costs
                 06-07      07-08     08-09      09-10    10-11     •   In cooperation with ISD, completed Electronic Interfaces
                 Actual    Actual    Estimate   Target    Target        Upgrade Project to improve stability and upgrade capabilities of
                                                                        interfaces to and from PIPS
                                                                    •   Worked to increase participation in direct deposit to 97.5%,
                   Percent of Customer Survey Respondents               exceeding the national average of 71%
                        Rating Services Good or Better
                                                                    •   Earned 94% good or better customer satisfaction ratings
                                                                    •   Implemented, in conjunction with Treasurer / Tax Collector,
               94%        94%        94%        90%           90%       procedures to pay employees in the event of a disaster that
  100%
                                                                        removes the ability to access ATKS and PIPS
   80%                                                              •   Began working with ISD and HR to issue payroll advices
                                                                        electronically
   60%

   40%                                                              Story Behind Performance
   20%                                                              The Payroll Program continues to process payroll transactions for
                                                                    the County with extreme accuracy. The Program keeps the payroll
       0%
                                                                    system functioning and ensures that the County is in compliance
               06-07      07-08      08-09      09-10     10-11     with current laws and regulations.
               Actual     Actual    Estimate    Target    Target
                                                                    In cooperation with the Information Services Department, the Payroll
                                                                    Program has completed implementation of Automated Time Keeping
                                                                    System Phase 2 (ATKS 2). The completion of ATKS 2 project will
                                                                    reduce payroll errors, reduce time spent correcting timecards and
                                                                    improve access to current and historical timecards. ATKS 2 allows
                                                                    exception-based time sheet reporting, electronic request and
                                                                    approval of time-off and overtime, automated processing of
                                                                    retroactive payroll adjustments, automated validation of all cost
                                                                    accounting codes, automated verification of holiday reporting, and


County of San Mateo                                                                                            Payroll Services (1431P)
FY 2009-11 Recommended Budget                                                                                         Controller's Office
                                                                                                                                5-99

additional time sheet data reporting capabilities. This Program will    eliminating the need to print, sort and hand-deliver biweekly
play the key role in maintaining the functionality of this system as    payroll advices to employees
well as all tasks related to moving time data into the payroll system
for processing and payment of employees.
The number of transactions processed electronically increased by
over 100% due to implementation of ATKS Phase 2. The electronic
time keeping system is now used by all County employees. This is a
significant change in how payroll is processed and results in
increased accuracy and accountability for employee time submitted.
It also allows Payroll Coordinators in departments to focus on more
complex human resource and payroll issues, which will ensure
increased compliance with laws and regulations by employees.

Major challenges over the next two years will be:
•   To implement in cooperation with ISD and HR the capability to
    distribute payroll advices electronically
•   To increase employee use of direct deposits to 100%
•   To implement, in cooperation with ISD, the Cypress system,
    which will allow for electronic access to payroll / personnel
    reports
•   To implement, in cooperation with ISD, Phase 2B of ATKS
    system, which includes advanced work scheduling features
•   To implement, in cooperation with ISD and HR, a major upgrade
    to PIPS
•   To analyze Payroll Program business processes, develop
    improvement ideas, and implement process improvement
    changes
•   To balance current workload by continuing to cross-train all
    program staff

Program Objectives
The Payroll Services Program will meet performance targets by
doing the following:
Achieve an Overall Customer Satisfaction Rating of at Least 90%
• Conduct customer survey to collect statistical data to determine
   the level of satisfaction rating and identify those services that
   need to be modified or improved
• Implement changes in processing or training that have a
   negative effect on the satisfaction rating
Maintain 100% of Payroll Checks Issued Correctly
• Actively participate in the implementation and maintenance of
   Phase 2A of the ATKS system, which will help optimize work
   schedules, especially in 24 / 7 operations, to minimize overtime
   costs and improve balancing of workloads
Achieve 100% Direct Deposit Participation
• Work with HR to enroll all employees in the direct deposit
   program to eliminate the need to print, sort and hand-deliver
   biweekly payroll checks
Distribute Electronic Payroll Advices
• Work with ISD and HR to develop capability to provide electronic
    means to access current and historical payroll advices, thus,



Payroll Services (1431P)                                                                                      County of San Mateo
Controller's Office                                                                                FY 2009-11 Recommended Budget
5-100

Performance Measures Summary Table

                                                 FY 2006-07          FY 2007-08              FY 2008-09         FY 2009-10             FY 2010-11
 Performance Measures                              Actual              Actual                 Estimate            Target                 Target

 What / How Much We Do (Effort)

 Number of departmental payroll                       1,364               1,649                1,600                 1,500                 1,400
 adjustments processed each pay period

 Number of department payroll adjustments              477                 412                     400                375                   350
 requiring correction per pay period

 Number of timecard transaction lines                 24,231              30,401               31,500                32,000                32,000
 processed each pay period

 How Well We Do It (Quality / Efficiency)

 Percent of customer survey respondents                94%                 94%                     94%                90%                   90%
 rating services good or better

 Percent of timecard transactions processed            43%                 62%                     72%                98%                   98%
 electronically (1)

 Is Anyone Better Off? (Outcome / Effect)

 Number and percent of payroll checks             167,358 /              170,806 /            172,100 /          173,000 /                173,000 /
 issued correctly                                  99.9%                  99.9%                99.9%              99.9%                    99.9%

(1) The  percentage is based on electronic interfaces received from Information Services Department and the Department of Public Works for
their stand-alone time-entry software.


Payroll Services (1431P)
Resource Allocation Summary
                                             Actual             Actual             Revised         Recommended          Change            Recommended
                                            2006-07            2007-08             2008-09            2009-10           2009-10              2010-11
Salary Resolution                                     6.0                6.0                 6.0               6.0                                      6.0
Funded FTE                                            6.0                6.0                 6.0               5.9                (0.1)                 5.9


Total Requirements                            1,125,380         1,158,007            2,217,100           2,241,761              24,661          2,275,615
Total Sources                                                                                               5,320                5,320                5,320
Net County Cost                               1,125,380         1,158,007            2,217,100           2,236,441              19,341          2,270,295


NCC Breakdown
A-87 Cost Plan                                                                        468,472             540,120               71,648              540,120
Mandated Services                                                                    1,748,628           1,696,321            (52,307)          1,730,175




County of San Mateo                                                                                                           Payroll Services (1431P)
FY 2009-11 Recommended Budget                                                                                                        Controller's Office
                                                                                                                                   5-101

Discretionary Net County Cost
The portion of this program’s FY 2009-10 Recommended Budget which is funded by the General Fund or Net County Cost is $2,236,441 or
99.8%, of which 100% is mandated.

FY 2009-10 Program Funding Adjustments
The following are significant changes from the FY 2008-09 Revised to the FY 2009-10 Recommended Budget:

1. Adjustments to Provide Current Level of Services
Budget adjustments have been made to reflect current costs for existing levels of service and performance: inclusion of merit increases;
annualized negotiated labor increases; increase in retiree health costs due to transition from pay-as-you-go method to funding the Annual
Required Contribution (ARC); increased revenue for garnishments administrative fees and reissue W-2 fees.

   Revenue/Sources          Appropriations       Intrafund Transfers          Reserves            Net County Cost          Positions

         5,320                  24,661                    0                       0                    19,341                  0

FY 2010–11 Program Funding Adjustments
The following are significant changes from the FY 2009-10 to the FY 2010-11 Recommended Budget:
2. Adjustments to Provide Current Level of Services
Budget adjustments have been made to reflect current costs for existing levels of service and performance: inclusion of merit increases;
increases in retirement and retiree health contributions.

   Revenue/Sources          Appropriations       Intrafund Transfers          Reserves            Net County Cost          Positions

           0                    33,854                    0                       0                    33,854                  0




Payroll Services (1431P)                                                                                         County of San Mateo
Controller's Office                                                                                   FY 2009-11 Recommended Budget

								
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