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Description
Expense Project document sample
Document Sample
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
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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 kfl f t t f ilit t l d i
P id 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
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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
EM)
MM)
2 Complete selected action items
2.Complete
ineering Methodology (SE
gement Methodology (PM
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)
Project Manag
1.Expense “Full”
Software Engi
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
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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
M l l l i dd l
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
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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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