Rutgers Integrated Administrative System RIAS Phase III – HRMS, Budgeting, and Enterprise

Reporting

Treasurer’s Luncheon December 2, 2008

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What is the objective of the RIAS Project?

To significantly improve the efficiency and effectiveness of the University’s business process

To implement an integrated administrative system

Streamline business processes to take advantage of best business practices

Enhance the timeliness, accuracy and usefulness of information to end users

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Why was a new system needed?

Legacy systems didn’t meet end users needs for easy-to-retrieve information

Systems were inefficient, inflexible and costly to maintain

Systems were not integrated resulting in redundant data entry

Systems were using outdated technology

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Phase I: Procure-to-Pay

Created online requisitioning and approval routing

Eliminated the 9-part paper purchase orders

Introduced Oracle Exchange – the ability to shop directly from vendor websites

Faster turnaround time of employee expense reimbursement

Ability to negotiate better pricing from vendors

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Phase II: General Ledger and Financial Reporting

Introduced the RIAS Gateway (portal) – all things RIAS in one place

Online creation and approval of journal entries and non-salary budget adjustments with same day posting

Financial Data Warehouse provides the ability to

modify reports and save the data locally REX – a university wide departmental system

Provided immediate access to many standard reports

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RIAS Gateway – Links and Notifications

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RIAS Gateway – Financial Dashboard

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Objectives for Phase III

Continue to leverage the existing investment in RIAS

Greater accountability and responsiveness to the information needs of the state, university management, and greater community

Promote greater efficiency in central human resources and payroll operations

Provide a resource planning and modeling tool to appropriately forecast and budget revenue and expenses

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Scope of Phase III Project

Human Resources Management System (HRMS)

– Self-service for employee and manager– Advanced benefits– Payroll– Labor distribution– Time and labor

Budgeting solution

Data warehouse and Reporting

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Project Timeline

Oct-08 Dec-08 Mar-09 Jun-09 Sep-09 Dec-09 Mar-10 Jun-10

TechnologyInfrastructure

HR ReportingWarehouse

Budgeting

HR / Payroll

Most activities are to be completed by July 2010

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RIAS Phase III Project Structure

Sandra Russell Donald Smith Nancy Winterbauer Stephen Di Paolo T. Joseph SikoraCo-Chair Co-Chair

Sandra RussellRutgers Project Director

Eileen Markey

Technical Director

Betsy CafieroPayroll/OTL Manager

Sharon Fortin-KramerHR/SS/OAB Manager

Mary TamascoBudgeting Manager

Ann GriffinCommunications /Training

Manager

Bruce Fehn and Philip FurmanskiRutgers Executive Co-Sponsors

Steering Committee

Rutgers Advisory Partners

Academic Advisory Groups

HR Liaison/BusinessManagers Groups

Subject Matter ExpertsFor HR/Payroll/Budgeting

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Team Membership – Rutgers Extended Team

Representatives from business process areas of:– Human Resources– Payroll– Budgeting and Institutional Research

Team members from Procure to Pay and General Ledger teams

Legacy system staff

OIT Staff:– Database Administrators– Network Administrators– System Administrators– Operations staff

Consultants/Contractors/Data Partners

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Do the right thing – do the thing right

Change of business processes is the focus

Complete and continuous participation by advisory groups and subject matter experts is critically important

The top three reasons projects fail are:– Lack of User Input– Incomplete requirements and specifications

– Changing requirements and specifications

Schedules and milestones are essential to successDemos will be provided to show progress and get feedback

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Benefits of HRMS

Eliminate labor intensive paper processes to focus on more mission critical functions

Replace existing legacy applications currently supporting HR, Controller, and Budgeting offices

Unique employee ID to replace social security number Automated retroactivity processing for labor contracts Provide management with access to data Quicker processing of changes in employee records 24/7 access to Human Resources and Payroll data

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Benefits of HRMS (cont.)

Multiple direct deposit accounts Complete electronic history of payroll transactions Ability to create and update labor schedules online Online salary reallocations and effort reporting for

grants Online time entry and approval (replaces current time

reporting system) Ability to search timecard history Tracks FLSA standards Provides a mechanism for faculty tenure tracking

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Self Service – Employee and Manager

Faster payroll on-boarding and automated benefits enrollment

Paperless payroll processing Complete payment history, online pay slip details,

W-2 statements Online forms processing such as W-4’s and benefit

enrollment Paid time off balances: Accruals for sick time,

administrative leave, and vacation View and maintain personal details, voluntary

deductions, and direct deposit details

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Self Service – Pay Slip Details

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Self Service – Pay Slip Details

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Self Service – W-4 Tax Form

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Self Service – Employee Information

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Self Service – Change of Address

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Self Service – Benefits Enrollment

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Self Service – Confirmation Statement

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Data Warehouse and Reporting

Will develop a robust Data Warehouse to provide meaningful information to front-line managers for decision-making

Will provide standardized reports and provide departments with the ability to produce their own HR/payroll reports

Integrate with RIAS Gateway (portal) for ease-of use

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Budgeting Solution

Adopt and implement new budgeting and planning solution

Facilitate all funds modeling and budgeting

Simplify the planning of workforce related expenses, such as fringes benefits, overtime payments, and salary increases

Provide better access to tools to assist in departmental modeling

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How does it impact you?

Elimination of paper-based processes Timely access to information More employee engagement Access to your own payroll information Online open enrollment for benefits Greater control over the hiring and payroll

processes Easy to use web based application with user

friendly data retrieval and reporting

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Critical Success Factors

Strong executive sponsorship/management support

Willingness to change existing business processes to a “best practices” model

Limited use of costly customizations Clear and consistent communications on the

project goals and objectives Involvement of users at key project milestones Quality implementation on time and within

budget

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Questions and answers