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Presented by: Administrative Computing Services and Human Resources August, 2005. Quick Temp. “An IT Innovation for Managing a Temporary Staffing Process”. Quick Temp Agenda. What is CTES? Goals & Objectives Quick Temp Development Technology Conclusions/Questions. What is CTES?.

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quick temp

Presented by:

Administrative Computing Services and

Human Resources

August, 2005

Quick Temp

“An IT Innovation for Managing a Temporary Staffing Process”

quick temp agenda
Quick Temp Agenda
  • What is CTES?
  • Goals & Objectives
  • Quick Temp
  • Development Technology
  • Conclusions/Questions
what is ctes
What is CTES?
  • Campus Staffing Resource
  • Recruitment, Payroll, Billing
  • The need to streamline and automate the process for hiring departments, CTES staff and temporary workers
goals objectives
Goals & Objectives

Includes 6 components

  • Requisition Process
  • Recruitment Tracking
  • Time Reporting
  • Payroll Process
  • Departmental Invoicing
  • Management Reports
goals objectives5
Goals & Objectives
  • Consistent and easy process for users
  • Eliminate paper timesheets and invoices
  • Automate payroll calculation functions
  • Reduce number of steps
  • Minimal or no training needed
  • Flexibility for future enhancements
goals objectives continued
Goals & Objectives (continued)
  • Generate management reports
  • Integration with campus ledger and payroll systems
  • Integrate with campus authentication/ infrastructure
background
Background
  • Requests for temporary staff managed by phone
  • Paper timesheets – delays, missing signatures
  • Work hours, vacation time, etc. calculated manually
  • Invoicing to departments done manually/paper
  • Unable to generate reports easily
quick temp8
Quick Temp
  • Web-based requisition process
  • Web-based timesheet
  • Timesheet displays and tracks accrued balances
  • Approving supervisor approves timesheet on line
quick temp9
Quick Temp
  • Timesheet validates against business rules governing union contracts
  • All hours, vacation, leave and holiday hours automatically calculated

Quick Temp is a paperless environment!

Quick Temp

integration required with existing infrastructure and business systems
Integration Required with Existing Infrastructure and Business Systems

Identity Management

Campus_id = unique person identifier. Unique across time and multiple roles.

Temp->Career!

Security

Authentication -WebAuth

UCINetId Password.

Integrated with Campus Payroll and Ledger Bargaining unit aware timesheet calculator(s).

Data Warehouse as legacy bridge.

SNAP Business Portal Common user Interface = no training. Common access point and single signon/signoff to applications and information.

slide22

Development Technology

IE, Mozilla browsers

GUI - XML, CSS, Javascript, DHTML

Expresso Java Application Development

Framework (MVC)

Business Portal – Java uPortal, Single Signon WebAuth, UCI Data Warehouse

Web Server - Apache/Tomcat, Databases – Sybase and MSSQL Server, Identity Management and Portal Personalization – open LDAP

quick temp architecture
Quick Temp Architecture

Design Background

  • Several departments on campus expressed an interest to have electronic time sheets.

Uses for a time sheet

  • Payroll
  • Project management
  • Other uses
quick temp architecture24
Quick Temp Architecture

Design Philosophy

  • To avoid duplication of work, the design of Quick Temp took into account the future needs of other users for time sheet functionality.
quick temp architecture25
Quick Temp Architecture
  • Quick Temp consists of two core components

Time sheet component

      • Standalone component
      • Handles all time keeping
      • Handles conversion from time sheet hours to payroll hours.

CTES component

      • Handles all CTES-specific functionality
quick temp architecture26
Quick Temp Architecture
  • Time Sheet component
    • Can be configured with many options
    • Completely agnostic of the semantics of hours and of the rest of Quick Temp
    • Largest subset of functionality needed by other units.
    • Must be fed data from external components (job setup, employee setup, etc.).
quick temp architecture27
Quick Temp Architecture
  • CTES component
    • Gives meaning to the hours (Payroll hours, billing amounts)
    • Feeds configuration data into the time sheet, and sets up new users
    • Also performs tasks not related to time sheet
quick temp architecture28
Quick Temp Architecture
  • Calculator sub-component
    • Provides an abstraction layer between time sheet and CTES components.
    • Future-proofs the Quick Temp system against policy/business rule changes
    • First step in providing semantics to time sheet data.
    • For Quick Temp, the calculator converts the time sheet into payroll hours.
quick temp architecture29
Quick Temp Architecture

Semantics of hours during processing

Time Sheet

Calculator

CTES

e.g. 8 AM – 5 PM

e.g. 9 regular hours

e.g. Pay employee 9 regular hours to appt/dist, and bill acct/fund for 9 regular hours

quick temp architecture30
Quick Temp Architecture
  • Calculator sub-component
    • Handles regular hours, shift differential hours, and holiday hours
    • Manual adjustment capabilities allow the system to recover from user and/or calculatorerror
slide31

Process Improvement Comparison

Before

Quick Temp

After

Quick Temp

Number of Steps 22 5

Time to Process Payroll 3 days 2 hours

Invoicing to Clients 48 hours 15 minutes

Medium Paper Web

Recruitment Tracking Paper Web with real time database

slide32

Project Conclusions

  • Streamlined and user friendly process
  • Errors virtually eliminated
  • Paperless environment
  • Integrates with campus infrastructure
  • Generate management reports
  • Reusable components

Quick Temp

slide33

UC Irvine - Contact Information

Elaine Peters Steve Johnson

Employment Manager Manager

Human Resources Campus Temporary

Epeters@uci.edu Employment Services

stevej@uci.edu

Jane Gao Warren Liang

Programmer/Analyst Programmer/Analyst

AdCom Services AdCom Services jane@uci.eduwliang@uci.edu