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State of Michigan Time & Expense Project. NASC/NSAA Middle Management Conference April 16, 2008. 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.

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State of Michigan Time & Expense Project


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state of michigan time expense project

State of MichiganTime & Expense Project

NASC/NSAA Middle Management Conference

April 16, 2008

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

HRMN

R*STARS

Time & Expense

DCDS

MIDB

project objectives
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.
project approach
Project Approach
  • Phase I – May 2008
    • Migrate DCDS to Powerbuilder 10.5
    • Complete selected action items
    • Oracle client upgrade
  • Phase II – January 2009
    • Expense “Light”
    • Enhance DCDS for Expense “Light”
    • Break tie bar I
  • Phase III – January 2010 (tentative)
    • Expense “Full”
    • Time and Activity web entry
    • Break tie bar II
  • Phase IV – October 2010 (tentative)
    • Equipment distribution enhancements

Software Engineering Methodology (SEM)

Project Management Methodology (PMM)

current reimbursement processes
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
change management
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