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State of MichiganTime & Expense Project

NASC/NSAA Middle Management Conference

April 16, 2008

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Agenda

Introduction Current Problems and Goals Project Scope Project Objectives Project Approach Current and Future Process Use Case Excerpt Potential Expense Entry Form Change Management

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Current Problems & Goals

Problems: Multiple agency solutions for time & expense entry. Still some paper-based employee entry. Redundant interfaces between systems. Complexity in payroll processing and tax reporting. Duplicate entry/maintenance of employee data. Employee privacy concerns with vendor file. No framework to accommodate requests for changes to existing

systems. Limited funding available for an integrated solution.

Goals: Develop a single, long-term, statewide solution for employee time

and expense processing through enhancements to DCDS. The new solution will be a rules based, web-enabled system that

is interoperable with HRMN, maximizing integration opportunities. The new solution will leverage the existing DCDS system as

enhanced using current and available technologies.

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Project Scope DCDS:

Upgrade DCDS Powerbuilder version + Oracle client upgrade.

Complete selected action items Enhance to support web-based

Expense “Break tie-bar” Improve HRMN integration Equipment entry & distribution

enhancements Time:

Web employee time & activity entry

Web leave/OT requests Web approval

Expense: Web expense entry Web advance request Web approval Distribute expenses Interfaces to HRMN, R*STARS,

MIDB Reporting

Time & Expense

HRMN R*STARS

MIDBDCDS

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Project Objectives Streamline expense reporting by:

Eliminating paper submission of advance and reimbursement requests.

Providing robust, rules based validation of expenses when entered.

Provide workflow for requests to facilitate approval and processing.

Integrate employee reimbursements with payroll. Extend employee web self service to Time, Activity and Expense

entry. Eliminate agency-centric Time & Expense solutions in favor of

consistent use of a single statewide system. Improve the interface of employee demographic data from HRMN to

DCDS, and reduce errors. Further secure employee data and eliminate redundant

maintenance of employee data in R*STARS for Travel. Transform existing Labor Distribution into an engine that can

distribute costs from a variety of sources. Position DCDS on a technology that will support future

enhancements and potentially leverage existing code for the web. Improve reliability of equipment distribution results.

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Project Approach

Phase I – May 20081.Migrate DCDS to Powerbuilder 10.52.Complete selected action items3.Oracle client upgrade

Phase II – January 20091.Expense “Light”2.Enhance DCDS for Expense “Light”3.Break tie bar I

Phase III – January 2010 (tentative)1.Expense “Full”2.Time and Activity web entry3.Break tie bar II

Phase IV – October 2010 (tentative)1.Equipment distribution enhancements

Soft

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(SEM

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Pro

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Man

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(PM

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Current Reimbursement Processes

Reimbursements recorded in MAIN FACS HRMN MAIN FACS Interface

Employee “retirement” flags (for social security and Medicare tax withholding purposes)

MAIN FACS HRMN Interface Taxable Travel reimbursements

Procedural inefficiencies Tax withholding and reporting

Semi-weekly tax deposits Withholding rates State and local withholding Taxable travel adjustments

Separate payments Manual calculations and dual entry Reconciliations Vendor file maintenance

Initial vendor registration Direct deposit information Address and name changes

SSN privacy

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System Flow – Future Process

HRMN DCDS Time + Expense

MIDB

Employee Demographic dataConfiguration data

Payroll Calculation Details for Time, Adjustments and ExpensesSelf Service authentication

Interface records for time + expense reimbursements + advancesSelf service ID/PW

Paym

ent C

ontro

l &

“IN” f

or p

ayro

ll +

expe

nse

reim

burs

emen

ts +

adv

ance

s

Third

Par

ty L

iabi

lity

dist

ribut

ion,

Pay

roll

Cle

arin

g “b

alan

ce s

heet

” act

ivity

+ a

dvan

ces

Posted accounting transactions for labor, equipment,

expense reimbursem

ents, advances, advance replenishments

Coding Block Profiles

Accounting “IN” Txns for distributed labor, equipm

ent,

expense reimbursem

ents, advances, advance replenishments

Data Warehouse Extra

cts Data Warehouse Extracts

Da

ta W

are

ho

use

Ext

ract

s

ACH

Upd

ates

R*STARS

We will be eliminating employee demographic interface to MAIN FACS and taxable travel interface from MAIN FACS

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Sample Use Case (Excerpt)

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Potential Expense Entry Form

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Change Management

Broad user community involvement vs. workgroup approach

HR & Finance End Users Various communications and meetings End user documentation Training – CBT and other

Employees Various communications Coordination with CSC and OSE Coordination with departments

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Questions?