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©2017 The Payroll Advisor 1 Payroll Benchmarking Presented on Wednesday, August 2, 2017

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Page 1: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

©2017 The Payroll Advisor1

Payroll Benchmarking

Presented on Wednesday, August 2, 2017

Page 2: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

©2016 The Payroll Advisor 2

Page 3: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Housekeeping

©2016 The Payroll Advisor

3

Credit QuestionsToday’s

topicSpeaker

Page 4: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

To earn RCH credit you must

©2016 The Payroll Advisor

4

Stay on the webinar, online for the full 60 minutes

Be watching using your unique URL

Certificates delivered by email, to registered email, by September 2nd

Page 5: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Our Focus For Today

©2017 The Payroll Advisor

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What is benchmarking

How does it apply to payroll

Why it should apply to payroll

How to establish a benchmarking program for your payroll department

Common benchmarking mistakes

Myths about benchmarking

How to incorporate your findings to make it all worthwhile

Page 6: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

About the Speaker

©2017 The Payroll Advisor

6

Vicki M. Lambert, CPP, is President and Academic Director of

The Payroll Advisor™, a firm specializing in payroll education

and training. The company’s website

www.thepayrolladvisor.com offers a subscription payroll

news service which keeps payroll professionals up-to-date on

the latest rules and regulations.

As an adjunct faculty member at Brandman University, Ms.

Lambert is the creator of and instructor for the Practical

Payroll Online payroll training program, which is approved by

the APA for recertification credits.

Vicki M. Lambert, CPP, is President and

Academic Director of The Payroll

Advisor™, a firm specializing in payroll

education and training. The company’s

website www.thepayrolladvisor.com offers

a subscription payroll news service which

keeps payroll professionals up-to-date on

the latest rules and regulations.

Page 7: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

What is Benchmarking

©2017 The Payroll Advisor

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Definitions:

The process of identifying, understanding, and adapting outstanding practices and processes from organizations anywhere in the world to help your organization improve its performance—American Productivity & Quality Center

Page 8: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

What is Benchmarking

©2017 The Payroll Advisor

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Seeking out superior performance through the systematic search for and use of best practices including innovative ideas, effective operating procedures, and successful strategies—Bogan and English Benchmarking for Best Practices

Page 9: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Or…

©2017 The Payroll Advisor

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A process for identifying and importing best practices to improve performance—A best practice is “anything better than your current practice”

Page 10: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Literal Definition…

©2017 The Payroll Advisor

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The American Heritage Dictionary of the English Language defines a benchmark as “a standard by which something can be measured or judged”. As a verb, to benchmark means “to measure (a rival’s product) according to specified standards in order to compare it with and improve one’s own product”.

Page 11: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Benchmarking…

©2017 The Payroll Advisor

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Actually term is borrowed from surveyors

If a surveyor can mark a known position then that position serves as a reference point for other measurements and other points

The goal of using a benchmark is to drive improvements by assessing performance against other who have similar products, traits, organizations etc.

Page 12: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Powerful Tool

©2017 The Payroll Advisor

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Powerful management tool because it overcomes what is known as paradigm blindness…in payroll this is the old axiom: “The way we do it is the best because that is the way be have always done it”.

Any business process can be benchmarked

“Alone, I am satisfied with myself. With others, I am beset by troubling comparisons—Mason Cooley

Page 13: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

What Benchmarking is Not

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It is not a simple comparative study, copying practices from other organizations, performance assessment or a comparative analysis—it is not a college research paper or an article for a monthly newsletter

You are not looking for the best performance but the best practice

Page 14: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

How Does it Apply to Payroll

©2017 The Payroll Advisor

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Once again—any business process can be benchmarked even payroll

Payroll is subject to cost controls and seeks ways to improve performance to cut costs

Best practices cut costs and maintain compliance

Page 15: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Why Should it Apply to Payroll?

©2017 The Payroll Advisor

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In this day and age everyone needs to be the best and work with less especially payroll

Benchmarking takes the best practices from other payroll departments and improves yours

No competition in our case just improvement of the profession

Page 16: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Have You Ever Asked?

©2017 The Payroll Advisor

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Do all payroll departments report to finance or should we report to HR?

How many employees do other companies have on direct deposit?

Are we cutting too many manual checks or are we doing the best we can?

How does our budget compare to other payroll departments?

Page 17: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Do You Know

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Cost per payroll payment

Error rates

Number of manual checks cut

Days to process new hires

Cost per payroll inquiry

Days to resolve payroll inquiries

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To Clarify

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Benchmarks tell they company where they want to be

Representation of the ideal

Sets the goal

For example:

the number of late approvals on timecards is currently 47.

The benchmark is 10

Page 19: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Types of Benchmarking

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Benchmarking types vary and have numerous names

But the one that focuses on processes or procedures is designed for payroll departments

Page 20: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Process Benchmarking

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Focuses on specific work processes

Identifies the best operating practices

Uncovers how well other companies perform in comparison to you and how they achieve that performance

Page 21: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

©2017 The Payroll Advisor21

Example

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Before Establishing a Benchmark Program…

©2017 The Payroll Advisor

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Before beginning a benchmark program you need to focus on 4 things:

First you need to recognize that benchmarking takes a new mentality—I am probably not the best in everything and probably not perfect in everything I do--Somebody does it better

Second you must be eager to learn from others

Third you must remember that it is adapt rather than adopt—learn about it and adapt it to your payroll

Page 23: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Before Establishing a Benchmark Program…

©2017 The Payroll Advisor

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And finally-fourth…

Must also remember that one process may be further from the goal than another process but doesn’t affect the bottom line as much

Process improvement is about priority as much as overall efficiency

Where will I make the greatest difference to the bottom line is where I start first

Page 24: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

How to Establish a Benchmarking Program

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The benchmarking process consists of five phases:

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Planning

©2017 The Payroll Advisor

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The essential steps are those of any plan development: what, who and how

What is to be benchmarked? Every function of payroll has a product or an output. So benchmarking is appropriate for any payroll function

Page 26: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Payroll Labor Distribution26

8%

28%

4%

10%

27%

16%

7%

Payroll Processing Labor Distribution

Payroll Processing

Input Processing

Data Maintenance

Tax Filing

Customer Service

Controls and Reconciliation

Time Card Processing

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Planning…

©2017 The Payroll Advisor

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To whom or what will we compare? Benchmarking must be conducted against the best companies and business functions regardless of where they exist.

How will the data be collected? There is no one definitive way to collect the data and it depends on time and budget available

Page 28: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Data Sources…

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Accounting and Finance Benchmarking Consortium http://afbc.org/home

American Payroll Association www.americanpayroll.org

Bureau of Labor Statistics—lots of data! www.bls.gov

Books or publications such as BNA Bloomberg’s Payroll Department Bench and Analysis

Page 29: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Analysis…

©2017 The Payroll Advisor

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Study the process in your own organization

Careful understanding of your current processes and practices must be achieved before benchmarking can begin.

You have to understand how you do it so you can compare to how they do it

Establish your metrics and Analytics

Determine your current performance “gap”

Project future performance levels

Page 30: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Let’s Talk About Metrics

©2017 The Payroll Advisor

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Metrics have a duality

It is both a process and a numeric result

For example: a company wants to determine the number of timecards approved by supervisors after the due date Metric is the tool used to find out

But commonly the resulting number is also called a metric

A metric measures and is also a measurement of where a business is

Page 31: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Metrics Tell Us…

©2017 The Payroll Advisor

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Where we were

Where we are

Where we are going

You can’t apply a best practice unless you know where you were, are and want to go…

Example: how many employees are on direct deposit is a metric

Page 32: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Analytics

©2017 The Payroll Advisor

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The science of logical analysis-Dictionary.com

Refers to the combination of skills, technologies, applications and processes used by organizations to gain insight in to their business.

The process of obtaining an optimal and realistic decision based on existing data

The discovery and communication of meaningful patterns in data

Page 33: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Examples of Areas to Determine Metrics

Average number of payroll payments per employee

Percentage of employees on direct deposit

Percentage of employees receiving checks

Percentage of employee receiving both check and direct deposit

Number of W-2s vs. number of active employees

Number of FEINs and tax jurisdictions per enterprise

Number of state and local jurisdictions per FEIN

Percentage of penalties/interest paid on total taxes

Payees processed per FTE in payroll

Percentage of errors by type

33

©2017 The Payroll Advisor

Page 34: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Direct Deposit Example

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Let’s say you are a company of 1500 employees and you have 61% of your employees on direct deposit

According to one latest benchmark metric companies with 1,000 to 2,000 employees have 75.9% of employees on direct deposit

Page 35: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Back to Our Benchmarking Process…Integration

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Communicate the benchmark finding

Acceptance by management is key—mention cost savings and have the data to back you up

Direct deposit cost vs. paper check costs as example for your company

Establish functional goals to implement the findings—goal of 70% direct deposit

Page 36: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Action…

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Develop action plans to implement the findings of the benchmark study—in our example bring up your direct deposit percentage—how did they get that high?

Advertising campaign--New hire orientation

Implement the specific actions and monitor the progress

Recalibrate the benchmarks as needed

Page 37: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Barriers to Action

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Need to determine the barriers that can prevent the action

Example:

Cultural

Practical

Financial

Must be prepared to present a variety of ideas about how to implement change—flexibility increases odds of adoption or action

Page 38: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Maturity…

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Leadership position is obtained

Practices are fully integrated into the process

Example: you now have a 81% direct deposit rate

Page 39: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Avoid Common Benchmarking Mistakes…

©2017 The Payroll Advisor

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Confusing benchmarking with taking a survey

Benchmarking is finding out what’s behind the numbers

Accepting pre-existing benchmarks

Example: You heard that it is “normal” for payroll to have… Use benchmarks that apply to your payroll size, company type etc.

Page 40: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Common Mistakes Continued…

©2017 The Payroll Advisor

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Forgetting about compliance

Yes that company has 100% of employees on direct deposit—maybe they are in a state that permits that or maybe they don’t care

Page 41: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Common Mistakes

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The process is too large and complex

• Avoid benchmarking the entire payroll department at one time

• Take one or two tasks or processes at a time and then move on to the next--

Page 42: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Common Mistakes…

©2017 The Payroll Advisor

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Misaligning your benchmarking topic with the overall strategy of the company

Example: You are working on customer service the company wants cost reduction

Vs.

Page 43: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Common Mistakes

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Picking a topic that is too intangible and difficult to measure

Example: Customer satisfaction in the payroll department

Page 44: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Mistakes…

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Not establishing the baseline to begin with

Don’t go out and begin benchmarking other companies until you have analyzed your own processes thoroughly

Not researching the benchmarking partners or data thoroughly

Must have the right match

Page 45: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Benchmarking Myths

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It is too expensive

It can be but use of published material and electronic surveys can keep costs down

Vs.

Page 46: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Myths

Management doesn’t understand or support benchmarking for payroll

Payroll is a cost center not a profit center so anything that cuts costs will be understood by management if presented that way

46

©2017 The Payroll Advisor

Page 47: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Myths…

You can benchmark only with the best companies and only use that as your goal

Improvement is the goal not competition

Even if you are small you can do better

47

©2017 The Payroll Advisor

Page 48: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Myths

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No one is like me so I can’t get the data to benchmark

Example: The Jet Propulsion Laboratory in Pasadena CA is a unique entity but there are other payrolls who do time and attendance based on projects, who have a large employee populations on visas etc. Every payroll department can find like payrolls

Page 49: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Myths…

Benchmarking is only for BIG companies

Everyone can benefit from improvement

Small companies like to compare to other small companies as well

49

©2017 The Payroll Advisor

Page 50: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

How to Incorporate Your Findings To Set Your 2018 Goals

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The value of benchmarking comes from the process of implementing the changes to improve performance against a chosen standard not from the measurement itself—must be included in goals

How it will be implemented should be included in the planning stages to get management to buy into any changes that will result from benchmarking

Once you find where your performance “gaps” are these should be the goals for the upcoming year

Page 51: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Setting Goals…

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Let’s go back to direct deposit…

You found you were well under the performance level for having employees on direct deposit

Your 2018 goal is to meet a % of employees—say 70% by the end of 2018

You would use the methods adapted to your company to accomplish this goal

Page 52: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Setting Goals…

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Let’s now say you were on par with or exceeded another benchmark area. This time you would set a goal of maintaining that benchmark for 2019 or if possible increasing it.

Page 53: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

Resources

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Ammons, David, A Proper Mentality for Benchmarking

Van Wart, Montgomery, The First Step in the Reinvention Process: Assessment

Camp, Robert C, Benchmarking: The Search for Industry Best Practices That Lead to Superior Performance

Wikipedia

Trimble, Dave, Benchmarking-Uncovering Best Practices and Learning From Others

Benchmarking PLUS 1999, Avoid These Ten Benchmarking Mistakes

Gooden, Susan Tinsley; McCreary, Samuel, Review: That Old Time Religion: Efficiency, Benchmarking and Productivity

Benchmarking Part 1, Quality America Inc.

Anne Feltus, Exploding the Myths about Benchmarking

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Are There Any Questions?

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Page 55: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

How Can Ascentis Help Me?

55

Ascentis Payroll is a Web-based, Internet

payroll system that allows you to process

payroll in real-time, ensuring 100%

accuracy, flexibility and control. With live

processing and instantaneous auditing,

Ascentis Payroll software can reduce

payroll processing time by as much as

30%.

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To earn RCH credit you must

©2016 The Payroll Advisor

56

Stay on the webinar, online for the full 60 minutes

Be watching using your unique URL

Certificates delivered by email, to registered email, by September 2nd

Page 57: How to Avoid A DOL Payroll Audit · 2019. 3. 6. · Analytics ©2017 The Payroll Advisor 32 The science of logical analysis-Dictionary.com Refers to the combination of skills, technologies,

On-Demand Webinars

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Watch from anywhere, at anytime, at no cost to you!

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Download Slides? Watch again?

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Sharing the Education

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Contact Us

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[email protected]

www.ascentis.com

800.229.2713