2 nd september 2008 paul rains transact hr ltd self service paul rains
TRANSCRIPT
Ice breaker – Any Line Wins!The
number of years between Olympic games
Category A NI
EEs rate
The higher rate of tax in the UK
Number of laps in the British Grand Prix
The queens
age
The number of gold medals team
GB got at the 2008
Olympics
Max SMP
weeks
Half centur
y in Cricke
t
President
Bush’s age
The max weekly amount at which a Council Tax AEO
is not deducte
d
Student Loan
deduction rate
Max SSP
weeks
The number of
goals Bobby
Charlton scored for England
The Year
England won the FootballWorld Cup
Weekly LEL
Agenda Why use Self Service? – process improvement. Typical uses – ESS & MSS. Taking it a stage further - workflow. Data protection implications – processing data
outside the EEA. Security – techniques to make it more secure. Accessibility – local intranet or www. Barriers to success – cultural & technical
challenges. Business benefits – defining the business case.
Payslip error analysisReasons for Manual Payments
23
101
2
8
3
29
0
20
40
60
80
100
120
1
Incorrect Notification
Late Notification
Not Notified
HR Error
Payroll Error
Special Request
Paper form v Web form
Paper Form Can get lost. No validation. No mandatory
authorisation. Cannot be forced to
follow a rigid process.
Not environmentally friendly.
Web Form Cannot get lost Validation can be
applied Always an electronic
signature. Using workflow can
be automated to follow a rigid process.
UK HR Directors say that -
By 2020 all transactional processes will be devolved to employees or the Line, or they will be outsourced.
0%
50%
100%
2007 2010 2015 2020
Outsource
Self Service
Central Input
How can Payroll add Value? Improve process efficiency by:
Capturing data at source. Publishing the completion of a form onto
a web page. Validating data upon input. Automating a task that was previously
done manually. Eliminating tasks that a customer would
not be willing to pay for. Eliminating tasks that do not
subsequently change the output.
Which of these tasks add value? Input of Overtime into the payroll from a
paper overtime claim form. Issuing a duplicate P60. Changing an employees bank details upon
receipt of a change of bank paper form. Keying in an employees sickness absence
into the payroll system from a paper based absence return.
Issuing a manual payment to rectify an error with an employees pay.
Printing a P45 for a leaver.
Survey of 10 CompaniesReasons for Using Self Service
4
1 1
3
8 8
1 1
4
1
3
4
2
5
1 1
2
0
1
2
3
4
5
6
7
8
9
Employee Self Service (ESS)View Only Update Update &
Check
Payslips Address Surname
Sickness Contact Details Marital Status
Leave Entitlement /
Taken
Emergency Contact Details
Qualifications
Total Reward Statement
Return to work declaration following sickness
Claim Overtime / Expenses
P60 Apply for Annual Leave
Employee Self Service (ESS)View Only Update Update &
Check
P11D Bank Details Apply for Parental Leave
Next of Kin Details
Apply for Maternity /
Adoption Leave
Previous Employer Details
Apply for Paternity Leave
Flex benefits
Apply for Training
Manager Self Service (MSS)View Only Update Update & Check
Application for Paternity Leave
Reports to Approve application for Parental Leave
Application for Maternity /
Adoption Leave
Sickness for team members
Approve application for Annual Leave
Sickness levels of team
Annual Salary Review
Approve Overtime / Expenses
Outstanding Annual Leave
Job Vacancies Approve Flex benefits
Manager Self Service (MSS)View Only Update Update &
Check
Salary Costs of Team
Cost Centre Changes
Staff Appraisal
Team Turnover New Starters Approve Training request
Salary Changes
Leavers
Security profile of team
members
Typical Payroll Workflow Processes
Overtime Authorise / Pay / Reject payment
Expenses Authorise / Pay / Reject payment
Surname Authorise / Update
Starters Authorise / Pay / Produce P46
Changes Authorise changes to salary / Pay
Salary Reviews
Update salaries / authorise / Pay / Reject proposal
Marital Status
Authorise / Update
Planned Absence
Apply / authorise parental leave / pay
Leavers Authorise / final pay / produce P45
Intelligent workflow Manage your service delivery
effectively Monitor the amount of WIP in the
process cycle at any point in time Identify bottle necks / delays in the
process cycle Escalate tasks that look like failing to
meet service delivery KPI’s Use as a tool to identify training needs Use it for Benchmarking KPI’s
Publishing Information Use Manager Self Service to: -
Provide information on company wide HR Metrics
Provide payroll costs for that cost centre. Provide information to enable the
manager to make an informed business decision.
As a reminder for up and coming long service awards / Increments / birthday rises / service related increases.
Data protection principals Principal 4
Responsibility to keep up information up to date.
Principal 7 Training staff who process personal data. When working offsite personal data must
be secure. Principal 8
Accessing / processing personal data outside the European Economic Area.
Passwords
Single sign on capability. Password changing. Password strength control. Password history. Account lock out..
Secure Architecture
Secure HTTP - SSL. Secure privileges. Encrypted password storage. Encrypted password exchange. Clear client memory. SQL injection blocked. Application pages expiry. User activity tracking.
Secure Socket Layer
The ‘s’ after the http denotes a secure site and data is encrypted
The golden padlock also denotes that this is a secure site
Services oriented architecture (SOA) – n-tier
Network – LAN/WAN/VPN/InternetProtocol - TCP/IP – http & https
Presentation Layer – Internet Explorer
AJAX - HTML/DHTML/Java script/XML
Application Server – IIS/Dot Net framework 1.1 (Win 2000/2003) ASPX/XML/C#
Web Service – ASMX/C# BI Tool - LogiXML
Database Server – Oracle 9i/10g / SQL Server 2005(any platform where chosen database works)
ASP/VB/XML/C++
Intranet / Internet?
Intranet Suited to a single
location or fixed multiple locations.
The more traditional approach.
Perceived as more secure.
Internet Suited to global
organisations or a mobile workforce.
24/7- any time any place access.
No IT footprint. Multi lingual. Perceived as less
secure.
Challenges - Technical
Data must be constantly kept up to date (particularly reporting structures).
Password resets. User system training / queries. Managing a high volume of ‘hits’ on a
particular web page / form on a particular day.
Bandwidth.
Challenges - Culture
Managers resist change saying it will now take longer to process forms and they don’t have the time.
Some employees may not have access to a PC all the time.
Some employees not IT literate. Employee’s / managers say- “why should I
do HR / Payroll’s work for them”. Getting people to use Self Service.
Benefits Increase in data accuracy through validation. Reduction in lost / late documents. Reduction in paper. Reduction in storage space / costs. Reduction in the Payroll department of the
time spent on general administrative tasks. Allows Payroll to focus on strategic / value
adding activities. Visibility of exactly where a document /
information is within the process cycle.
Business CaseCost of Poor Quality (COPQ) £,000
Paper / Forms 5
Lost time chasing missing info 10
Payroll Corrections 5
Re-work / checking 20
Overpayments (late notifications) 55
Duplication of effort 30
Total COPQ 125
IT Investment
Software / Hardware costs 250
ROI 2 years!
In SummarySELF SERVICE
= LESS TIME SPENT ON ADMIN TASKSMORE TIME SPEND ON STRATEGIC
TASKS=
PAYROLL ADDING VALUE TO THE BUSINESS