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State of Michigan Time Expense Project by lff30040

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									   State of Michigan
Time & Expense Project


  NASC/NSAA Middle Management Conference
               April 16, 2008


              Time & Expense Project       04/16/08   -1-
                       Agenda
 Introduction
 Current Problems and Goals
 Project Scope
 Project Objectives
 Project Approach
 Current and Future Process
 Use Case Excerpt
 Potential Expense Entry Form
 Change Management



                       Time & Expense Project   04/16/08   -2-
              Current Problems & Goals
Problems:
 Multiple agency solutions for time & expense entry.
 Still some paper-based employee entry.
 Redundant interfaces between systems.
 Complexity in payroll processing and tax reporting.
 Duplicate entry/maintenance of employee data.
 Employee privacy concerns with vendor file.
 No framework to accommodate requests for changes to existing systems.
 Limited funding available for an integrated solution.

Goals:
 Develop a single, long-term, statewide solution for employee time and
  expense processing through enhancements to DCDS.
 The new solution will be a rules based, web-enabled system that is
  interoperable with HRMN, maximizing integration opportunities.
 The new solution will leverage the existing DCDS system as enhanced
  using current and available technologies.

                               Time & Expense Project            04/16/08   -3-
                   Project Scope
                                           DCDS:
                                               Upgrade DCDS Powerbuilder version +
                                                Oracle client upgrade.
                                               Complete selected action items
HRMN             R*STARS                       Enhance to support web-based Expense
                                               “Break tie-bar”
                                               Improve HRMN integration
                                               Equipment entry & distribution
                                                enhancements
                                           Time:
                                               Web employee time & activity entry
       Time &                                  Web leave/OT requests
       Expense                                 Web approval
                                           Expense:
                                               Web expense entry
                                               Web advance request
                                               Web approval
DCDS              MIDB                         Distribute expenses
                                               Interfaces to HRMN, R*STARS, MIDB
                                               Reporting




                         Time & Expense Project                           04/16/08     -4-
                     Project Objectives
 Streamline expense reporting by:
    Eliminating paper submission of advance and reimbursement requests.
    Providing robust, rules based validation of expenses when entered.
    Provide workflow for requests to facilitate approval and processing.
    Integrate employee reimbursements with payroll.
 Extend employee web self service to Time, Activity and Expense entry.
 Eliminate agency-centric Time & Expense solutions in favor of consistent
  use of a single statewide system.
 Improve the interface of employee demographic data from HRMN to
  DCDS, and reduce errors.
 Further secure employee data and eliminate redundant maintenance of
  employee data in R*STARS for Travel.
 Transform existing Labor Distribution into an engine that can distribute
  costs from a variety of sources.
 Position DCDS on a technology that will support future enhancements
  and potentially leverage existing code for the web.
 Improve reliability of equipment distribution results.


                              Time & Expense Project           04/16/08   -5-
                                                                                    Project Approach
                                                                                 Phase I – May 2008
                                                                                   1.Migrate DCDS to Powerbuilder 10.5
Software Engineering Methodology (SEM)
                                         Project Management Methodology (PMM)

                                                                                   2.Complete selected action items
                                                                                   3.Oracle client upgrade
                                                                                 Phase II – January 2009
                                                                                   1.Expense “Light”
                                                                                   2.Enhance DCDS for Expense “Light”
                                                                                   3.Break tie bar I
                                                                                 Phase III – January 2010 (tentative)
                                                                                   1.Expense “Full”
                                                                                   2.Time and Activity web entry
                                                                                   3.Break tie bar II
                                                                                 Phase IV – October 2010 (tentative)
                                                                                   1.Equipment distribution enhancements

                                                                                           Time & Expense Project    04/16/08   -6-
         Current Reimbursement Processes
 Reimbursements recorded in MAIN FACS
 HRMN  MAIN FACS Interface
    Employee “retirement” flags (for social security and Medicare tax withholding
      purposes)
 MAIN FACS  HRMN Interface
    Taxable Travel reimbursements
 Procedural inefficiencies
    Tax withholding and reporting
             Semi-weekly tax deposits
             Withholding rates
             State and local withholding
             Taxable travel adjustments
        Separate payments
        Manual calculations and dual entry
        Reconciliations
        Vendor file maintenance
           Initial vendor registration
           Direct deposit information
           Address and name changes
      SSN privacy


                                      Time & Expense Project           04/16/08   -7-
       System Flow – Future Process

                                                                                                R*STARS

                                                                                                                                                                                           We will be eliminating employee
                                                                                                                                                                                           demographic interface to MAIN
                                                                                                                                                                                           FACS and taxable travel interface
                                                                                                                                                                                           from MAIN FACS




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                                                                         Interface records for time + expense reimbursements + advances
                                                                                                  Self service ID/PW


                                                                                         Employee Demographic data
                                                                                              Configuration data
                                                                       Payroll Calculation Details for Time, Adjustments and Expenses                                                                              DCDS Time + Expense
HRMN
                                                                                          Self Service authentication




                                                                                             Time & Expense Project                                                                                                             04/16/08   -8-
Sample Use Case (Excerpt)




        Time & Expense Project   04/16/08   -9-
Potential Expense Entry Form




          Time & Expense Project   04/16/08   -10-
              Change Management
 Broad user community involvement vs. workgroup
  approach

 HR & Finance End Users
   Various communications and meetings
   End user documentation
   Training – CBT and other

 Employees
   Various communications
   Coordination with CSC and OSE
   Coordination with departments


                      Time & Expense Project   04/16/08   -11-
Questions?




 Time & Expense Project   04/16/08   -12-

								
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