Time and Labor ProjectTime and Labor Project

ITS Partner in Administrative ServicesApril 4, 2008

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Time & Labor - Issues• The T&L process is manual/paper-based and prone to error. There is little

time for data verification and problem resolutiontime for data verification and problem resolution.• There is no functionality within HRIS to help the units manage the T&L

processf /• There is a prevalence of shadow systems in schools/departments as a

work-around to system or process limitations. Shadow systems vary from Excel files to more sophisticated systems.Th h d i d i h HRIS d i i d• The shadow systems are not integrated with HRIS and are maintained manually

• No Employee or Manager Self Service capability currently exists• The current state processes lack consistent standards across Units and

employee groups• Additional time reporting codes are needed• Data integrity typically requires manual validation where Payroll is looking

for exceptions and changes

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Time and Labor

• Project approved to assess Time and Labor Systems

• Huron Consulting Group engaged to assist

• Involves full HRIS Cross Functional team

• 4 month timeline to recommend solution options for NYU

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Time and Labor – Minimum Requirements• Web based

• Workflow electronic approvals

Time and Attendance• Time and Attendance– Electronic Timesheets– Individual or Central Entry– All Time Accruals (vacation, sick, etc)( , , )– Real time employee balances– Multiple jobs

• Labor Distribution– Unlimited account distribution– Online retroactive adjustments

Eff ti d t d t ti– Effective dated transactions– Current and prior fiscal year– 9 over 12 allocation

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SIS, Next Generation: Replacement of NYU’s SIS

Project Status: Accomplishmentsj pSunGard Banner evaluation – completedOracle/PeopleSoft Student evaluation – completedComparative Analysis completedComparative Analysis – completedPrepared & Issued Planning-Phase RFP

• RFP issued to eight Implementation VendorsSeven responded to the RFP• Seven responded to the RFP

• One declined (due to lack of qualified personnel)• Evaluation of RFP/vendors in progress• Field of vendors reduced to short list of three• Short list of vendors to be interviewed on-site at NYU

Pre-Planning Phase Activities - Completed• Planning Phase Scope, Objectives and Approach Document• Planning Phase Guiding Principles • Planning Phase Governance Structure • Communications Approach

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SIS, Next Generation, continued

Next StepsNext StepsComplete Short List Planning Phase Implementation Vendor Evaluation

• Complete on-site interviews (4/3/08)

• Steering Committee to make Planning-Phase Vendor selection (4/8/08)

• Negotiate contract with selected Implementation Vendor (4/15/08 – 4/25/08)

Project Communications and Staffing• Deliver Project Launch Communications (4/11/08 – 4/25/08)

A bl NYU d I l t ti V d f Pl i Ph (4/11/08• Assemble NYU and Implementation Vendor resources for Planning Phase (4/11/08 –4/25/08)

Launch Planning Phase (05/01/08)

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SIS, Next Generation, continued

Proposed Timeline*Proposed Timeline*

2008 2009Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

2007 2010NYU Proposed Timeline

2011

Vendor Negotiations

Due Diligence Project

Registration Implementation

Planning Phase

Billing Implementation

Admissions Implementation

Financial Aid Implementation To 2012 Q2

*In calendar years

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PeopleAdmin

Project Goal/Service Goal:

Manage and execute all tasks needed to implement the PeopleAdmin system to replace Comp Manager, and Match

(Brassring) and to implement the Applicant Tracking module of the system for Faculty Recruitment.y y

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PeopleAdmin

Highlights

Program serves faculty and staff.

HRO’s will review and update position descriptions electronically.p p p y

Resultant Administrative efficiencies.

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PeopleAdmin

Challenges

Separate projects (faculty and staff) underway simultaneously.

Faculty recruitment approached differently by every school. y pp y y y

Leveraging what we learn on one side of the project to the benefit of the other.

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PeopleAdmin

Milestones

FY 2008Client ReadinessF d W kflForms and WorkflowFocus Groups

FY 2009“Go Live”TrainingTraining

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NYU Document Management Project

Overview

Purpose and Benefits

Challenges

Project Timeline

Planning and Implementation Process

Current Departmental Implementation Statuses

Next Steps

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OverviewITS is collaborating with University academic andITS is collaborating with University academic and business offices to implement an Enterprise document management system.

Document Management: Th l t i i t t i l h i t kiThe electronic scanning, storage, retrieval, sharing, tracking, revision and distribution of documents and the information they contain.y

Content Management:The process of creating, editing, storing, organizing and publishing content on the web.

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OverviewKey aspects of project:Key aspects of project:

Aligned with University goalsAligned with University goals

Highly collaborative effortHighly collaborative effort

Consistent methodology for effective implementationConsistent methodology for effective implementation

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Purpose and Benefits

R d d d dReduce dependency on paper and paper processes

M ffi i t f h i lMore efficient use of physical space

E d f t t h d t iEasy and fast means to search and retrieve documents and archived material

Compliance with record retention and other regulations such as e-discoveryregulations such as e discovery

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ChallengesNYU document and email retention policiesNYU document and email retention policies

Outsourcing versus in-house for implementations and scanning

Funding modelFunding model

Prioritizing the implementations

Different business units and schools are at various stages of maturity in theDifferent business units and schools are at various stages of maturity in the

document management process

Develop process that leads to effective implementation which meets varyingDevelop process that leads to effective implementation which meets varying

business needs

Managing expectationsManaging expectations

Adopting a centralized or federated support model

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Project Timeline2006 (Summer)2006 (Summer)

• Project kicked off when ITS is asked to collaborate on document management system research for Office of Legal Counsel (OLC).

• Project expanded to Enterprise level as other departments express interest • Document management working group formed

2007• Interwoven Worksite MP chosen as Enterprise document management software• Hardware and software installed and configured• Master agreement created with microMEDIA imaging systems for bulk, back file scanning• Departmental implementations begin:

• OLC – Microstrategies (MSI) implementation partnerg ( ) p p• Central HR Records• Central HR Benefits• University Committee on Activities Involving Human Subjects (Sponsored Programs)

20082008• Departmental implementations continue• Meet with additional departments to discuss roll out to their area• Explore options for in-house services such as scanning via Supply Central

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Interwoven Worksite MP key features• Powerful Secure Document Management & Collaboration Platform• Powerful, Secure Document Management & Collaboration Platform

• Can store any kind of document or file

• Stores documents in a windows like organizational structure

• Provides fast document search, retrieval and organization tools

• Allows for unlimited number of fully customizable metadata based on business needs

• Web Client Interface as well as integrations with Microsoft Outlook, Word, Excel, PowerPoint Visio, Project & Adobe Reader

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Planning and Implementation Process • Worksite MP Introduction/Project Kickoffo s e oduc o / ojec c o• Requirements Workshops

• Taxonomy• Metadata

D t T• Document Types• Groups & Membership• Security Policies• Custom Searches

• Transition Plan• Prototype Reviews• Requirements finalization and signoffRequirements finalization and signoff• Back file scanning needs addressed• Development in QA• QA Rollout• Training• QA UAT Review & Signoff• Production Rollout & Signoff

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Departmental Implementations - Status

OLCOLC

University Committee on Activities InvolvingUniversity Committee on Activities Involving Human Subjects

Central HR Records

Central HR Benefits

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OLC (partnered with MSI) - StatusRequirements gathering completedRequirements gathering completed

Coding of configurations completed in QATR

Worksite MP Administrator training/review sessions in QATR have begunQATR have begun

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University Committee on Activities Involving Human Subjects - Status

Coding of configurations completed in QA

Back file PDFs (scanned by microMEDIA) loaded intoBack file PDFs (scanned by microMEDIA) loaded into QA Worksite MP repository through a bulk load program coded by ITS – approximately 82,000program coded by ITS approximately 82,000images in 500 PDF files loaded

First training session held March 31st for Worksite Administrator staff members,

QA User Acceptance Testing has begun

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Central HR Records and Benefits - Status

Workshops and meetings held jointly due to similarity i b i din business need

Next:J h O f HR R d ill tJohanna Orza of HR Records will present details of the implementation.

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Central HR Records and Benefits • Project kick off August 2007• Project kick-off August 2007

• Worksite MP Implementation Team members

• Records: Monica Williams, Alfredo Braza, Johanna Orza, Adian Miller

• Benefits: Ron Devine, Christine Gould, Susi Hollnsteiner, Eden Kelley, Steven Reyes

• 2 hour weekly Workshops for requirements gathering

• 1 hour weekly project status meeting

T ti t li b A t 2008• Targeting to go live by August 2008

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Central HR Records and Benefits - Status

• ITS has begun coding of configurations in QA basedITS has begun coding of configurations in QA based on requirements gathered via workshops

• Back file scanning underway (detailed separately)

• Business process transition analysis underwayBusiness process transition analysis underway

• Go forward scanning analysis underway

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Central HR Records and Benefits

B k fil i d t il (R d )Back file scanning details (Records)

All Administrative and Staff I9, Active Employee, Separated Employee and Retired Employee files for 2000-2008 to be scanned to PDF files off-site by microMEDIA imaging systems

Currently approximately 75% complete

I9’s – Completed (13 boxes)p ( )

Employee Records

Scanning in progress, expected completion June 2008 (approx. 175boxes)

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Project Next StepsContinue roll out process with various departmentsContinue roll out process with various departments.

Meet with additional departments to discuss potential use of Worksite MP for their areaWorksite MP for their area.

Continue to be engaged in the Records Retention Policy d l tdevelopment.

Explore ways to keep on-going scanning needs met in-house, possibly through a partnership with NYU Supply Central.

Explore ways to further reduce paper throughout the University by revisiting current business processes and the use of Worksite MP.

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Global Travel Assistance

Goal:Implement a web-based application that will enable students, faculty, and staff spending time abroad to centralize their emergency contact information g g yin a single resource. Provide University administrators with the ability to easily locate and contact students, faculty, and staff participating in a University-sanctioned event or academic program outside the geographical confines of the United States.

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Global Travel Assistance continued

Background• Increase in International

Activities• Emergency Preparedness• Emergency Preparedness• Distributed Nature

• Trips and Other Events• Existing System

• Built to Address a Specific NeedNeed

• Rooted in Student Academic Data

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Global Travel Assistance continued

A New Solution• Partnership Between Many Units• What are Higher Ed and Study

Abroad Using?g• Choice to Build or Buy

• StudioAbroad from Terra DottaTerra Dotta

• Reference Checks• Penn

CU B ld• CU-Boulder• Virginia Tech• Yale

• Approved to Pursue Funding for StudioAbroad

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Global Travel Assistance continued

Project ChallengesAggressive timelineOne Solution to Fit Many Styles and NeedsPrivacyCustomization

• Understand the Business• Understand the Business Process

• What Data, From Where? Integration

• Multiple Sources• Multiple Recipients

• Send Word Now Notification Service

• International SOS

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International SOS

Global Travel Assistance continued

How Will It Work• Locate an Individual• Locate a Group of Individuals

FUTURE:• Process Student Applicationspp• Retire Existing Systems• Trend Reporting

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Global Travel Assistance continued

A Team Effort• Project Sponsors

• Jim Kerr – Emergency Management• Michael Liebowitz – Insurance and Risk Management• Nancy Morrison – Office of the Provosty

• ITS Project Manager• Marie Gayle – Information Technology Services

• Technical Lead• Felisa Guzman – Information Technology ServicesFelisa Guzman Information Technology Services

• Project Team Members• Alfredo Braza – Human Resources• Eric Canny – Global Programs

Gary Chapman Information Technology Services• Gary Chapman – Information Technology Services• Dan Dunphy – Office of Academic Appointments• Ken Fauerbach – Information Technology Services• Carlos Garcia – Information Technology Services / Global Programs• Rebecca Pisano – Global Programs• Zoe Ragouzeos – Wellness and Crisis Response Services• Charles Surendranath – Public Safety• Elease Welch – Information Technology Services

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gy

AgendaScopeData Gathering

• Exiting Survey• Stakeholder Questionnaire• Stakeholder Questionnaire

RecommendationsNext Steps

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ScopeHR Process Re-engineering projectg g p j

• Started October 2006• Recommendations presented March 2007

Workgroup 3 (Exiting) • Documented current state

• Voluntary Separation including Retirement Emergency Separation InvoluntaryVoluntary Separation including Retirement, Emergency Separation, Involuntary Separation, Death, Transfer

• Delivered job aids• Developed recommendations

Successful completion was due to• Feedback from communityFeedback from community• Collaboration between project team and stakeholders• Right resources from groups involved• Alignment with University leadership

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Alignment with University leadership

Data Gathering Process

Used dual approach• Conducted Exiting Survey

• 38 HROs covering all Schools/Units38 HROs covering all Schools/Units• 39 Respondents• 100% Participation

• Developed Stakeholder Questionnaire• 16 Respondents from the following units:

• Finance Bursar Library Payroll Records ITS Campus Stores SISFinance, Bursar, Library, Payroll, Records, ITS, Campus Stores, SIS, Coles/Palladium, Purchasing, Public Safety, NYUCard Services

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Exiting Survey Highlights 1 of 2

Majority of Schools/Units require tracking of NYU property and access to systems

• 64% of respondents use a tracking tool64% of respondents use a tracking tool• Various tools used (MS Excel, MS Access, paper, etc.)• No standard tool provided by University

E ti t d fi i l i t iEstimated financial impact in last 12 months due to unreturned equipment

17, 43%

8, 21%

None

Less than $1,000

Between $1,000 -

9, 23%

5, 13%Between $1,000 $10,000

I Don’t Know

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Exiting Survey Highlights 2 of 2

HROs/Staff have numerousitems to collect

Items Difficult to Collect

242530

Most difficult item to collect: NYU ID card 6 6

2 2 27 5

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101520

Responses

Exiting Suggestions

0

Exiting Suggestions• Formalize exit process / Provide tools• Automate steps• Institute local Exit Interview process

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Stakeholder Questionnaire ResultsVarious forms used to notify stakeholders of exiting employee P 2 13%

Paperstakeholders of exiting employee Paper, 2, 13%

PASS/HRIS, 6,

37%Phone/Fax 3

Email, 2, 13%

None, 3, 19%PASS/HRIS

Phone/Fax

Email

9 out of 16 have to “pass on” notification

37%Phone/Fax, 3,

18%None

12 out of 16 want a change in notification methodnotification method

Majority of stakeholders want 2, 13%

2, 13%Provide/Automatenotifications

Use Targetednotificationsj y

targeted notifications9, 55%

3, 19%

notifications

Other

No Change

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Exiting Recommendations 1Provide Job Aids and publish on HR websitep

• Sample Acknowledgement Letter• HRO Separation and Transfer Checklist

Employee Separation Checklist• Employee Separation Checklist• Systems and Access Checklist• Knowledge Transfer Template

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Exiting Recommendations 2Develop Onboarding and Offboarding Solution

• First phase will potentially include:• Data capture and reporting • PASS Separation Action showing major systems that employee can

access (PASS, HRIS, fame, etc.)• Notifications• Automate access termination for certain systems

• Next phase can include other units/systems that want to participate (Campus Stores, Library, Card Services, etc.)

• Future plans to expand functionality to include Onboarding

Enhance PASS Separation Action• Provide for additional user-specified notifications• Provide Separation correction functionality

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Exiting Recommendations 3Improve integration between systemsp g y

• Review interfaces between HRIS and other systems:• Library• Campus Stores• Campus Stores• Card Services

• Analyze resources needed to cleanup invalid data

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Status and Next StepsExiting Job Aids have been rolled outgOrganize Project Team

• Onboarding and Offboarding initiative merged with Identity Management projectproject

• Project team includes representatives from• Finance, HR, Payroll, ITS, OAA, Registrar, and others

M ti h d l d 3rd F id f h th• Meetings scheduled on 3rd Friday of each month• Team is in the process of defining scope

• Focus has expanded to go beyond Human Resource function

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