understand needs through payroll metrics and dashboards empower your organization! september 11,...
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Understand needs through Payroll Metrics and Dashboards
Empower Your Organization!
September 11, 2014
Diane Hirt - Presenter
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Introduction
Diane Hirt – VP Business Process & Strategy for KivalaHR
Over 25 years of experience in payroll operations and HCM systems focusing mainly on Service Delivery models and how to enhance and optimize processes eliminating manual and redundant tendencies.
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Benchmarking
Few payroll departments have the time, resources or authorization to pursue date for a benchmark exercise. Just 17% of payroll departments attempt to benchmark their performance and efficiency against other payroll offices.
YesNo
17%
83%
BNA 2013/2014
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Understand Your Needs
Organization
• Silo
• Integrated
Processes
• Aligned
• Scattered
Unsure
• Status Quo
• Stuck in Day to Day
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Silo vs. Integrated
Silo Workflow
People
ProcessTechnolog
y
Integrated Workflow
People
Process
Technology
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Cost Containment & Efficiency Initiatives
Most common ways to cost reductions and performance improvements:
• New or Revised Procedures
• Establish Performance Metrics
• Upgrade or Enhance Hardware or Software
• Automation of Manual or Redundant processes
• Automated Time and Attendance
• Staff Training
• Outsource What Makes Sense
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Address Challenges
• Common Pain Points• Segmented or “Silo” approach for processes• Duplication of data entry, manual interventions for transactions
• What is Working – What is Not Working• Hold workshops with all departments and workflow process end to
end• Align and understand hand-off’s• Open forum with open minds. Have a mediator if necessary to run a
neutral workshop
• Identifying Gaps/Disconnects• Through the process flows and open dialogue• Have an agenda and next steps• Create an action plan
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Payroll Metrics
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Create Payroll Metrics
A payroll metric is the best way to monitor the payroll department. It has to be specific to your department and may not be the same for every payroll department.
Effective metrics should:
• Support Decision Making
• Measure Performance
• Identify Trends
• Define Baselines
• Provide a basis for benchmarking
• Support Corporate Scorecard
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Payroll Metrics Ideas
• Average number of payroll payments per employee• Payroll costs compared to administrative expenses• Percentage of employees receiving a check vs. direct deposit• Number of off cycle or manual checks per pay period• Number or percentage of manual checks vs. regular payroll payments• Paid time off hours and/or dollars vs. percentage of total paid hours• Number of off cycle or manual checks due to payroll or time errors• Number of off cycle or manual checks due to incorrect employee data• Overtime hours as a percentage of total hours worked• Number/percentage of tax abatements• Percentage of penalties and interest paid on total gross wages• Percentage of penalties and interest paid on total taxes• Percentage of penalties and interest paid on late payment of garnishments
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Why are Payroll Metrics Important?
You can not manage what you don’t measure
If you can’t measure then you cannot improve
It cannot be defended if it isn’t measured
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Tips for the Right Metric
Make sure the metric is measurable How often should it be measured and communicated Who is the audience? How do you calculate the thresholds What is the current range of values which are considered normal Best possible value of the metric Units of measurement Get buy-in at the right level Apply value to the metric and the outcome for improvements Make sure the right parties are held accountable for the outcome of
each metric
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Payroll Dashboard
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Payroll Dashboards
• Dashboards should tell a visual story• Have the ability to drill down for more detail and be dynamic• A quick glance at data that is important to run the business• Provides info on Key Performance Indicators• Normally has a way to quickly identify a problem with a warning in the form
of (red/green/yellow)
A visual representation to monitor business activity and to understand the “health” of the payroll
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Payroll Dashboard Sample Data
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Payroll Scorecard
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Sample Department Scorecard
Electronic Payments _____% -Direct Deposit _____% -Debit Cards _____%
Electronic Statements ______%
Total number of payments _______
Total $$ of payments ________
Customer Feedback
-Highly Satisfied ____% -Moderately Satisfied ____% -Somewhat Satisfied ____%
Payroll Team
____ Years of Experience
Attended ____ Hours of Training
Manual CheckGo Green
-Payroll Error Rate ____%
-Field Error Rate ____%
-Uncontrolled (layoff/term) ____%
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“Visual” Sample Scorecard
0
10
20
30
40
50
60
DirectDeposit
Exempt
Non-Exempt
Customers are saying…”they are Highly Satisfied”
HighlySatisified
ModeratelySatisified
SomewhatSatisified
0
10
20
30
40
50
60
70
80
90
100
1st Qtr 2nd Qtr 3rd Qtr 4th Qtr
Hours of Training
Years of Experience
Pay Cards
Go Green96%
Electronic
68%
78%
15%
7%
Payroll Team Mitigates Risk and Manages Compliance with..
25 Years of Experience
120 Hours of Training
6,876 Payments
$985,000
Manual Check
2% Payroll Error
89% Field Error
8% Uncontrolled
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Questions?
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Appendix
Kivala-HR facts and figures
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International Consulting company
Offices in USA and Europe
115 consultants dedicated to HCM
Revenue approximately 20 Million USD
Over 75 successful projects delivered
Official SAP and SuccessFactors partner
Partnering in several co-innovation topics
(Fiori, SF, ECM, Talent on demand)
Delivered award-winning project for Roche (CHRIS)
Accredited by the Pharmaceutical Supply Chain Initiative
(PSCI) for sustainability
Average of 12.5 years SAP experience across the group
Spain
GermanySwitzerland
Europe
North America
U.K.
• HR system & service strategy
• Business process design & optimization
• Learning & Development strategy
• Business case development
• SAP HCM Implementation
• SuccessFactors Implementation
• Portals, Employee & Manager Self-Service
• Business Intelligence, KPI, Dashboards
• Mobile Solutions
• Custom application development in SAP
• Data migration, Data archiving
• HR data security, authorizations,
compliance
• System Integration
• Program & project management
• Project milestone reviews
SAP HCM security, audits & compliance
• Test management strategy & execution
• Data management & archiving strategy
• Training Management
• Service Delivery Design and Setup
• Process Optimization
• Operational support and Outsourcing
• Continuous improvement services
• Service Center Training
• Application maintenance
• Project & end-user training
• Release upgrade services
• Data management
Managing &
Coaching
HR Service Delivery
Management
Maintenance &
Support
Implementation &
Technology
Business Consulting
• End to End Service Portfolio
22Copyright Kivala-HR 2014
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• Our clients can benefit from a complete service offering around SAP and SuccessFactors HCM
• HR system & service strategy
• Business process design & optimization
• Outsourcing advisory
• Business case development
• On-demand integration
• U.S. Payroll
Business Consulting
• Core SAP HCM
• Talent management solutions
• SuccessFactors
• HR data security, authorizations, integrity & compliance
• Portals, Employee & Manager Self-Service
• Mobile Solutions & Dashboards
• Enhancements & Custom application development in SAP
• Legacy data migration
• Integration
• Hybrid Solutions
Implementation & Technology
• Application maintenance
• Project & end-user training
• Release upgrade services
Maintenance & Support
• Servicing & system strategy alignment
• Servicing (re-)design & process definition & automation
• Transition
• Operations support
• Continuous improvement services
HR Service Delivery Mgmt.
• Program & project management
• Project milestone reviews
• SAP HCM security, audits & compliance
• Test management strategy & execution
• Data management& archiving strategy
• U.S. Payroll Training
Managing & Coaching
Our Service Offering
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