quick temp “an it innovation for managing a temporary staffing process” presented by:...
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Quick Temp“An IT Innovation for Managing a Temporary Staffing Process”
Presented by:Administrative Computing Services and Human Resources
August, 2005
Quick Temp Agenda
What is CTES?
Goals & Objectives
Quick Temp
Development Technology
Conclusions/Questions
What is CTES?
Campus Staffing Resource
Recruitment, Payroll, Billing
The need to streamline and automate the process for hiring departments, CTES staff and temporary workers
Goals & ObjectivesIncludes 6 components1. Requisition Process2. Recruitment Tracking 3. Time Reporting4. Payroll Process5. Departmental Invoicing6. Management Reports
Goals & Objectives Consistent and easy process for users Eliminate paper timesheets and
invoices Automate payroll calculation
functions Reduce number of steps Minimal or no training needed Flexibility for future enhancements
Goals & Objectives (continued)
Generate management reports Integration with campus ledger
and payroll systems
Integrate with campus authentication/ infrastructure
Background Requests for temporary staff managed by phone
Paper timesheets – delays, missing signatures
Work hours, vacation time, etc. calculated manually
Invoicing to departments done manually/paper
Unable to generate reports easily
Quick Temp
Web-based requisition process
Web-based timesheet
Timesheet displays and tracks accrued balances
Approving supervisor approves timesheet on line
Quick Temp Timesheet validates against business
rules governing union contracts
All hours, vacation, leave and holiday hours automatically calculated
Quick Temp is a paperless environment!
Quick Temp
Quick Temp Flow Chart
Quick Temp Employee Flowchart
Employee
Log Intosnap.uci.edu
Timesheet inCTES Employees
Channel
CancelChanges
Save asIn Progress
Submitted
TimesheetApprover
Current PayPeriod(default)
Input hours & noteson timesheet
Quick Temp Approver Flowchart
Employee
Log IntoQuickTemp App.
System
Billing/TimesheetTab
TSUnapproved
TSApproved
PPS Update
Select Timesheet byPay Period
TimesheetApprover
Timesheet Approval
Edit hours & noteson timesheet
Final Check
Pay to $
EmployeePayCheck
Payroll PersonnelSystem (PPS)
Integration Required with Existing Infrastructure and Business Systems
Identity ManagementCampus_id = unique person identifier. Unique across time and multiple roles.Temp->Career!
SecurityAuthentication -WebAuth UCINetId Password.
SNAP Business Portal Common user Interface = no training. Common access point and single signon/signoff to applications and information.
Integrated with Campus Payroll and Ledger Bargaining unit aware timesheet calculator(s).Data Warehouse as legacy bridge.
Development Technology
IE, Mozilla browsers GUI - XML, CSS, Javascript, DHTML
Expresso Java Application Development Framework (MVC)
Business Portal – Java uPortal, Single Signon WebAuth, UCI Data Warehouse
Web Server - Apache/Tomcat, Databases – Sybase and MSSQL Server, Identity
Management and Portal Personalization – open LDAP
Quick Temp Architecture
Design Background Several departments on campus expressed an interest to have electronic time sheets.
Uses for a time sheet Payroll Project management Other uses
Quick Temp Architecture
Design Philosophy
To avoid duplication of work, the design of Quick Temp took into account the future needs of other users for time sheet functionality.
Quick Temp Architecture
Quick Temp consists of two core components
Time sheet component Standalone component Handles all time keeping Handles conversion from time sheet hours to payroll hours.
CTES component Handles all CTES-specific functionality
Quick Temp Architecture
Time Sheet component Can be configured with many options
Completely agnostic of the semantics of hours and of the rest of Quick Temp
Largest subset of functionality needed by other units.
Must be fed data from external components (job setup, employee setup, etc.).
Quick Temp Architecture
CTES component Gives meaning to the hours (Payroll hours, billing amounts)
Feeds configuration data into the time sheet, and sets up new users
Also performs tasks not related to time sheet
Quick Temp Architecture
Calculator sub-component Provides an abstraction layer between time sheet and CTES components.
Future-proofs the Quick Temp system against policy/business rule changes
First step in providing semantics to time sheet data.
For Quick Temp, the calculator converts the time sheet into payroll hours.
Quick Temp Architecture
Semantics of hours during processing
Time Sheet
Calculator CTES
e.g. 8 AM – 5 PM
e.g. 9 regular hours
e.g. Pay employee 9 regular hours to appt/dist, and bill acct/fund for 9 regular hours
Quick Temp Architecture
Calculator sub-component
Handles regular hours, shift differential hours, and holiday hours
Manual adjustment capabilities allow the system to recover from user and/or calculator error
Process Improvement ComparisonBefore
Quick Temp After
Quick Temp
Number of Steps 22 5
Time to Process Payroll 3 days 2 hours
Invoicing to Clients 48 hours 15 minutes
Medium Paper Web
Recruitment Tracking Paper Web with real time database
Project Conclusions
Streamlined and user friendly process Errors virtually eliminated Paperless environment Integrates with campus infrastructure Generate management reports Reusable components
Quick Temp
UC Irvine - Contact InformationElaine Peters Steve JohnsonEmployment Manager ManagerHuman Resources Campus
[email protected] Employment
Jane Gao Warren LiangProgrammer/Analyst Programmer/AnalystAdCom Services AdCom Services