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Payroll Distribution Change (PDC)
Business Process Analysis
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Collaboration
HRM
Research
InternalConsulting
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What is pay-roll distribution ?
Allocating payroll expenses to the appropriate FOAP (budget centers)
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What is pay-roll distribution change?Before expenses have been charged to the wrong FOAP:
Job
Change split (1-time)with future dated changes
Job
Change split (1-time)with future dated changes
ExpensesMove every expense line (like a Journal Voucher)
ExpensesMove every expense line (like a Journal Voucher)
ExpensesMove every mis-allocated expense
(kinda like a Journal Voucher)
After expenses have been charged to the wrong FOAP:
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Recipe for PDC process analysis
1
2 3 4
5 6 7
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Ingredient 1 Stakeholder Mapping
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Approach• Jeff Seo led a discussion with Research users community and
HR representatives. • Jeff W was the fly on the wall
Ingredient 2 Fly-on-the-wall Observation
Issues, opportunities identified
Potential Solutions1. Replace Liquid office with K22. Move pay roll processors into research3. Call HR directly on their cell-phone4. Limit number of approvals
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Ingredient 3
1
Abstraction Laddering: Why is it Important?
Concrete
Vague
• Possible fine
• Over-charge Northeastern
• Mis-allocation of expenses
• Takes too long
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Ingredient 4 Walk-a-mile Immersion: What is the reality?
Approach• Fabio and Jeff processed a test PDC transaction, reviewed
notifications, approvals, form, etc.
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Ingredient 5 Interviewing: What is the back-end process?
ApproachJeff and Monisha interviewed HR to understand the back end of the process – after the approvals were complete
Issues, opportunities identified
Potential Solutions1. Get users to submit requests earlier in the process2. Hire temp workers to data enter (bandaid)3. Automate the back-end process
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Bonus Ingredient Critique: Constructive feedback
ApproachJeff, Susan and Jeff presented initial findings to the Operations Council
Issues, opportunities identified
Potential Solutions1. Expedite the index creation process to minimize mis-
allocations at the start
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Ingredient 6 Rose, Thorn, Bud
Research community
1. Seven possible approvers!!!
1. Seven possible approvers??
2. No notifications3. Takes too long 4. Where is my request?
Human Resources
1. Time consuming when expensemisallocated
2. Invalid/inactive index
3. Docusign –can’t see the status
Internal Consulting
1. Form is online
1. What’s my position #?
2. Is that index right?
3. How many? How long does it take? No data, analytics
1. Duplicate notifications
2. Dashboard w/o stages or people
Operations Council
1. Index not created in a timely manner
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Ingredient 7 Importance/Difficulty Matrix: What’s the priority? Complexity
Value
High
Medium
Low
Low Medium High
Notifications
Analytics and workflow data
Education & Training
Form validation
Transaction automation
Dashboard
Run away Resources? Maybe
Low hanging fruitMaybe
Just do it
Multiple Approvals????
LO vs. Docusign?
Improve index create process
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Recommendation 1 – Bundle workflow improvements
++ +
X
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Recommendation 2
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Recommendation 3 – review grant setup process
Proposal Award Setup Management Close-out
How long after the grant does it take to set up the fund, index, budget, etc.?
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Recommendation 4 – look at the possibility of automation