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HR/Payroll Modernization. PSO Board May 21, 2013. Agenda. Project Overview Timeline Efforts This Year Procurement / System Selection Business Process Redesign Next Steps University Involvement. The HR/Payroll Modernization. Replace the existing payroll system

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hr payroll modernization

HR/Payroll Modernization

PSO Board

May 21, 2013

agenda
Agenda
  • Project Overview
  • Timeline
  • Efforts This Year
      • Procurement / System Selection
      • Business Process Redesign
  • Next Steps
  • University Involvement

Professional Staff Organization Board Meeting

the hr payroll modernization
The HR/Payroll Modernization
  • Replace the existing payroll system
  • Implement a modern HR system
  • Move to standard HR and payroll processes and practices

Professional Staff Organization Board Meeting

it happened in 1982
It Happened in 1982…
  • E.T. made movie history
  • Michael Jackson released “Thriller”
  • USA Today was first published
  • The Epcot theme park at Walt Disney World opened to the public
  • The Weather Channel went live
  • The Commodore 64 was released
  • UW’s HEPPS system was launched

Professional Staff Organization Board Meeting

uw now then
UW: Now & Then

Professional Staff Organization Board Meeting

uw s compliance profile has changed
UW’s Compliance Profile has Changed

Professional Staff Organization Board Meeting

examples of issues facing uw
Examples of Issues Facing UW
  • Writes off ~$200,000 annually in unrecovered wages
  • Can’t determine productivity vs. non-productivity hours
  • Multiple systems are used to gather time & leave
  • New employees experience productivity delays waiting for manual processing of access/permissions
  • Inability to effectively track required training

Professional Staff Organization Board Meeting

hr p modernization benefits
HR/P Modernization Benefits
  • Improved levels of service
  • Accurate, timely employee data
  • Bandwidth to focus on strategic initiatives
  • Improved competitiveness
  • Reduced operational risk
  • Productivity savings

Professional Staff Organization Board Meeting

this impacts you
This Impacts You
  • All employee information in one place
  • Provides updated data in real-time
  • Eliminates 68% of redundant processing steps now required to record time, process payroll, and update leave records
  • Automates open enrollment for benefits
  • Allows online information submissions, such as for life changes (marriage, divorce, children)
  • Tracks mandatory trainings and renewal/expiration of required certifications
  • Provides online career planning
  • Automates approval processes

Professional Staff Organization Board Meeting

timeline april 2013 january 2014
Timeline: April 2013 – January 2014

Project Phase

Stage 3 – System Demos, Cost Proposals & Contract Issues

Stage 4 –Demos, Revised Costs, IPS, Contract Negotiations

Secure Contact Approval from State & BOR

Procurement

Announce Finalists

July 2013

Vendor Signs Contract

October 2013

Contract Fully Executed

January 2014

Workshops Complete 5/13/2013

Redesign Processes

Business Process Redesign

Develop & Execute on Implementation Plans

Build Roadmap

Results

Plan

Data Collection, Validation & Review

Benchmarking

Execute Communications Plan

Communications

We are here

Professional Staff Organization Board Meeting

timeline 2013 2018
Timeline: 2013 - 2018

Project Phase

Selection & IPS

Procurement

RFP Released

Sept 2012

Contract Signed

Jan 2014

Redesign Process

Develop & Execute Implementation Plans

Business Process Redesign

Plan/Kick-Off

Unit, System, Integration, & Regression Testing

Fit/Gap

Design & Implementation (Phased)

Estimate 3-5 Years

Parallel Processing

Design

Cutover

Configure & Build

Stabilization & Optimization

Communications

Training & Outreach (Phased)

Production Support

Improve Integration Design

Professional Staff Organization Board Meeting

what we re seeking
What We’re Seeking
  • Off-the-shelf software product
  • Hosted or fully managed solution (SaaS)
  • Use a non-customizable system
  • Solution that scales to UW’s complex needs

Professional Staff Organization Board Meeting

the system must support
The System Must Support…
  • 40,000 staff and faculty
  • 11,000 medical center employees
  • 300+ employees in 26 other countries
  • 4,400 graduate students with health benefits
  • 365+ earning types (regular, hourly, etc.)
  • 165+ unique pay differentials or premiums
  • 2,000 retirees
  • 9 unions representing 16,000+ employees

Professional Staff Organization Board Meeting

current state of information flow
Current State of Information Flow

Compensation

Benefits

Payroll

OWLS

Timesheet

Email Access

Performance

Management

Development

Labor

Relations

Succession

Planning

No system

Hiring & Onboarding

Separation

Professional Staff Organization Board Meeting

future state with new system
Future State with New System

Compensation

Benefits

Payroll

Workforce

Management

Performance

Management

Development

Labor

Relations

Succession

Planning

Hiring & Onboarding

Separation

Professional Staff Organization Board Meeting

a four stage selection process
A Four-Stage Selection Process

Professional Staff Organization Board Meeting

what is business process redesign
What is Business Process Redesign?
  • Started with industry best practices
  • Obtained input from UW representatives
  • Designed “future-state” processes

Best Practice Process Inputs

Process Leads Modify Process Flow

(1- 4 people)

Focus Group Modify Process Flow

(5 – 13 people)

Workshop To Review Process Flow

(20 – 40 people)

Professional Staff Organization Board Meeting

bpr workshops
BPR Workshops

Professional Staff Organization Board Meeting

next steps
Next Steps
  • Finalizing a detailed plan – or “roadmap”
      • Scope
      • Prioritize
      • Sequence
  • Initial projects from BPR begin this month
  • Open system demos for 2 finalists in August
  • Seeking Board of Regents and State approval by January 2014

Professional Staff Organization Board Meeting

participation to date
Participation to Date
  • More than 300 people involved in BPR
  • 75 subject matter experts & technical / functional advisors for Procurement
  • 50 units involved in Benchmarking
  • 15 Campus Advisory Group Members

Professional Staff Organization Board Meeting

opportunities for involvement
Opportunities for Involvement

Project Phase

Selection & IPS

Procurement

Contract Signed

Jan 2014

RFP Released

Sept 2012

Redesign Process

Develop & Execute Implementation Plans

Business Process Redesign

Unit, System, Integration, & Regression Testing

Plan/Kick-Off

Design & Implementation (Phased)

Estimate 3-5 Years

Fit/Gap

Parallel Processing

Design

Cutover

Stabilization & Optimization

Configure & Build

= provide input into process redesign

= view system demos (Stage 4, August 2013)

= participate in design sessions or testing

Professional Staff Organization Board Meeting