2nd September 2008Paul RainsTransact HR Ltd

Self Service

Paul Rains

Ice breaker – Any Line Wins!The

number of years between Olympic games

Category A NI

EEs rate

The higher rate of tax in the UK

Number of laps in the British Grand Prix

The queens

age

The number of gold medals team

GB got at the 2008

Olympics

Max SMP

weeks

Half centur

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President

Bush’s age

The max weekly amount at which a Council Tax AEO

is not deducte

d

Student Loan

deduction rate

Max SSP

weeks

The number of

goals Bobby

Charlton scored for England

The Year

England won the FootballWorld Cup

Weekly LEL

Agenda Why use Self Service? – process improvement. Typical uses – ESS & MSS. Taking it a stage further - workflow. Data protection implications – processing data

outside the EEA. Security – techniques to make it more secure. Accessibility – local intranet or www. Barriers to success – cultural & technical

challenges. Business benefits – defining the business case.

Why use Self Service?

Will it improve our processes?

The 80 / 20 rule

Payslip error analysisReasons for Manual Payments

23

101

2

8

3

29

0

20

40

60

80

100

120

1

Incorrect Notification

Late Notification

Not Notified

HR Error

Payroll Error

Special Request

Paper form v Web form

Paper Form Can get lost. No validation. No mandatory

authorisation. Cannot be forced to

follow a rigid process.

Not environmentally friendly.

Web Form Cannot get lost Validation can be

applied Always an electronic

signature. Using workflow can

be automated to follow a rigid process.

UK HR Directors say that -

By 2020 all transactional processes will be devolved to employees or the Line, or they will be outsourced.

0%

50%

100%

2007 2010 2015 2020

Outsource

Self Service

Central Input

How can Payroll add Value? Improve process efficiency by:

Capturing data at source. Publishing the completion of a form onto

a web page. Validating data upon input. Automating a task that was previously

done manually. Eliminating tasks that a customer would

not be willing to pay for. Eliminating tasks that do not

subsequently change the output.

Which of these tasks add value? Input of Overtime into the payroll from a

paper overtime claim form. Issuing a duplicate P60. Changing an employees bank details upon

receipt of a change of bank paper form. Keying in an employees sickness absence

into the payroll system from a paper based absence return.

Issuing a manual payment to rectify an error with an employees pay.

Printing a P45 for a leaver.

Typical uses

Making the best use of Self Service

Survey of 10 CompaniesReasons for Using Self Service

4

1 1

3

8 8

1 1

4

1

3

4

2

5

1 1

2

0

1

2

3

4

5

6

7

8

9

Employee Self Service (ESS)View Only Update Update &

Check

Payslips Address Surname

Sickness Contact Details Marital Status

Leave Entitlement /

Taken

Emergency Contact Details

Qualifications

Total Reward Statement

Return to work declaration following sickness

Claim Overtime / Expenses

P60 Apply for Annual Leave

Employee Self Service (ESS)View Only Update Update &

Check

P11D Bank Details Apply for Parental Leave

Next of Kin Details

Apply for Maternity /

Adoption Leave

Previous Employer Details

Apply for Paternity Leave

Flex benefits

Apply for Training

Manager Self Service (MSS)View Only Update Update & Check

Application for Paternity Leave

Reports to Approve application for Parental Leave

Application for Maternity /

Adoption Leave

Sickness for team members

Approve application for Annual Leave

Sickness levels of team

Annual Salary Review

Approve Overtime / Expenses

Outstanding Annual Leave

Job Vacancies Approve Flex benefits

Manager Self Service (MSS)View Only Update Update &

Check

Salary Costs of Team

Cost Centre Changes

Staff Appraisal

Team Turnover New Starters Approve Training request

Salary Changes

Leavers

Security profile of team

members

Taking it a stage further

Workflow

Typical Payroll Workflow Processes

Overtime Authorise / Pay / Reject payment

Expenses Authorise / Pay / Reject payment

Surname Authorise / Update

Starters Authorise / Pay / Produce P46

Changes Authorise changes to salary / Pay

Salary Reviews

Update salaries / authorise / Pay / Reject proposal

Marital Status

Authorise / Update

Planned Absence

Apply / authorise parental leave / pay

Leavers Authorise / final pay / produce P45

Intelligent workflow Manage your service delivery

effectively Monitor the amount of WIP in the

process cycle at any point in time Identify bottle necks / delays in the

process cycle Escalate tasks that look like failing to

meet service delivery KPI’s Use as a tool to identify training needs Use it for Benchmarking KPI’s

Publishing Information Use Manager Self Service to: -

Provide information on company wide HR Metrics

Provide payroll costs for that cost centre. Provide information to enable the

manager to make an informed business decision.

As a reminder for up and coming long service awards / Increments / birthday rises / service related increases.

Data Protection Implications

Principals and responsibilities

Data protection principals Principal 4

Responsibility to keep up information up to date.

Principal 7 Training staff who process personal data. When working offsite personal data must

be secure. Principal 8

Accessing / processing personal data outside the European Economic Area.

Individual Rights

Right to have automated decision taking checked by a person.

Security

Keeping your information safe

Passwords

Single sign on capability. Password changing. Password strength control. Password history. Account lock out..

Secure Architecture

Secure HTTP - SSL. Secure privileges. Encrypted password storage. Encrypted password exchange. Clear client memory. SQL injection blocked. Application pages expiry. User activity tracking.

Secure Socket Layer

The ‘s’ after the http denotes a secure site and data is encrypted

The golden padlock also denotes that this is a secure site

Services oriented architecture (SOA) – n-tier

Network – LAN/WAN/VPN/InternetProtocol - TCP/IP – http & https

Presentation Layer – Internet Explorer

AJAX - HTML/DHTML/Java script/XML

Application Server – IIS/Dot Net framework 1.1 (Win 2000/2003) ASPX/XML/C#

Web Service – ASMX/C# BI Tool - LogiXML

Database Server – Oracle 9i/10g / SQL Server 2005(any platform where chosen database works)

ASP/VB/XML/C++

Accessibility

Local Intranet or the world wide web?

Intranet / Internet?

Intranet Suited to a single

location or fixed multiple locations.

The more traditional approach.

Perceived as more secure.

Internet Suited to global

organisations or a mobile workforce.

24/7- any time any place access.

No IT footprint. Multi lingual. Perceived as less

secure.

Secure Server deployment

WebServer

WebServer

WebServer

Database

Users Users Users

Firewall

Barriers to success

Making change happen

Challenges - Technical

Data must be constantly kept up to date (particularly reporting structures).

Password resets. User system training / queries. Managing a high volume of ‘hits’ on a

particular web page / form on a particular day.

Bandwidth.

Challenges - Culture

Managers resist change saying it will now take longer to process forms and they don’t have the time.

Some employees may not have access to a PC all the time.

Some employees not IT literate. Employee’s / managers say- “why should I

do HR / Payroll’s work for them”. Getting people to use Self Service.

Business benefits

Making a return on your investment

Benefits Increase in data accuracy through validation. Reduction in lost / late documents. Reduction in paper. Reduction in storage space / costs. Reduction in the Payroll department of the

time spent on general administrative tasks. Allows Payroll to focus on strategic / value

adding activities. Visibility of exactly where a document /

information is within the process cycle.

Business CaseCost of Poor Quality (COPQ) £,000

Paper / Forms 5

Lost time chasing missing info 10

Payroll Corrections 5

Re-work / checking 20

Overpayments (late notifications) 55

Duplication of effort 30

Total COPQ 125

IT Investment

Software / Hardware costs 250

ROI 2 years!

In SummarySELF SERVICE

= LESS TIME SPENT ON ADMIN TASKSMORE TIME SPEND ON STRATEGIC

TASKS=

PAYROLL ADDING VALUE TO THE BUSINESS

Any Questions

Paul Rains – Transact HR Ltd

Email - paul.rains@transacthr.co.uk