Application: Glacier SC Area: Payroll HRS Team: PY Project Number/Name: [] JIRA: HRS-18994 This Targeted Improvement Initiative will address: SC Manager: HRS Team Lead: University of Wisconsin System Business process HRS System related issue Colleen Kerl [Name of the HRS Team Lead, if applicable] 1. Project Background, Short Description and Scope Provide overview of the current state: benefits and drawbacks, and explain how the project will address the drawbacks and improve operations Current state and drawbacks of this process include: 1. Not in compliance with the tax regulations for foreign nationals and causing under withholding of Federal tax and putting the University into a penalty and interest situation with the IRS. 2. Interfaces are unstable and manual intervention is required 3. Some of the original interfaces that were written are not being used at all and manually workarounds are required 4. Results are unreliable and require a host of audit queries 5. Duplicate records are being written into the database causing data integrity issues Project short description: Enhance the integration of Glacier interfaces to transfer data to and from HRS. This will simplify the process of determining appropriate tax withholding from paychecks, other payments, and support annually reporting. Glacier will provide accurate information on the following: Tax residency Withholding rates Income tax treaty eligibility Storing and managing data Generating management reports Providing tax forms and required statements Scope: 1. Analyze, redesign interface, and business processes surrounding Inbound Demographics Interface that will bring over changes from Glacier to HRS 2. Analyze, redesign interface, and business processes surrounding inbound Tax Interface that will identify the employees appropriate tax and treaty benefits used in the payroll calculation process 3. Analyze, redesign interface, and business processes surrounding outbound 1042-S Payroll Wage Data Interface that will load 1042-S wages paid via HRS and track remaining tax treaty limits 4. Analyze, redesign interface, and business processes surrounding outbound Demographics Interface that will identify new employees based off of the visa type entered into HRS 5. Design and develop additional reports that were not completed in phase 1-4. These reports that will support daily processes, employee tax changes & treaty benefits, inconsistence data between employees Job record, and purpose for visit. 2. Project Focus The Project is focused on: 1 of 9 04/26/13
1. To improve the efficiency of the system, a business process or an organizational unit 2. To reduce defects or improve quality of service 3. To reduce or eliminate organizational reliance on external staffing sources 4. To Reduce effort (time, FTE etc) required to perform work 5. Other (please explain): 2 of 9 04/26/13
3. Business Justification: List and explain any tangible and intangible benefits from undertaking this initiative Description: [Tangible benefits] Reduces tax compliance burden on foreign national employee s, vendor s, and University departments Improves compliance with immigration and tax laws Minimizes tax exposure in the event of an audit and if the University follows Glacier procedures the liability will be placed on Glacier. Also able to use Glacier for interpreting federal regulations as they relate to foreign national employees. Reduce and most likely eliminate manually intervention, workarounds, and data integrity issues Reduced overtime to manage manually processes Produces an electronic 1042-S tax form to employees for those whom have elected. Which reduces manually processing and generating paper tax forms Cost savings: [Hard and Soft] FTEs needed for sub-process currently: FTEs needed for sub-process after project: Timeline to realize cost savings: [If applicable] After all 5 phases of this project have been completed = $298,080 savings per year in Feb 2013 Other benefits: [List any intangible benefits] Reduction of ad hoc queries that will need to written and supported Reduce risk of audit fines and tax penalties 3 of 9 04/26/13
4. Business Impacts List impacts on various aspects of business by undertaking this initiative Business Process [Any changes to current business processes or policies] look at BP list Improve processing time and reduction of any manually intervention on the following: 1042 annual file from AP- upload and review sooner Annual tax treaty renewals- process more efficiently as the data is more dependable Form management- update in HRS with reliable results Treaty and Substantial Presence Test (SPT) management- results interfacing to HRS gives correct tax data Visa management- results interfacing to HRS gives correct tax data System functionality [Any impact to system functionality] Ask Deb or developer Glacier interface and batch processing will be automated instead of being manually processed Fit into payroll processing sequence HR and benefits regarding Bas_activities and new job rows will be streamlined Operations [Any changes to the operations at the Service Center or campuses] Eliminate workarounds Rely on automated processes Eliminate current errors created by interfaces DBA s support should be minimized by the automation Reduction in need to create and run audit queries based on unreliable results Organization [Any impact to the organizational structure, roles or workflow] N/A 5. Priority, Risk of Deferral and Complexity of Implementation Priority of the Project Risk of Deferring the Project Complexity of Implementing the Project High High High Medium Medium Medium Low Low Low 6. Required to satisfy: [Check appropriate checkbox] Federal Regulations Campus Needs Bargaining Unit State Statutory UWS Policy UWS Procedural SC Efficiency Campus Efficiency Comments (Additional details can be added to section 9 as well): 7. Project Implementation Approach 4 of 9 04/26/13
In outline format, explain step-by-step approach to implement the Project including high level project plan and time-line] 1. Project Plan (tasks, timeline) Task# Tasks Resources Start End Status 1 Glacier to PS - Phase 1: Demographics program (in bound file) JIRA HRS-23077 PS file name = UW_PY_INTTAX Glacier file name = File 14 1.1 Draft functional requirement document 1.2 Approve functional requirement document 1.3 Draft technical requirement document 1.4 Create test plan and test script 1.5 Development 1.6 Testing 1.7 Break fixes 1.8 Implementation Phase 1 Approved Verbally 3/29/12 2/16/12 6/11/12 In Progress Lynn 3/6/12 4/2/12 In Progress Colleen/Deb 4/9/12 4/10/12 Jodi/Steve 4/11/12 4/24/12 Lynn/Deb 4/11/12 4/24/12 Jodi/Sandeep 4/25/12 5/29/12 Deb/Lynn/Jodi 5/30/12 6/19/12 Jodi 5/30/12 6/19/12 Migration Team 6/20/12 6/21/12 1.9 Phase closeout: Include campus training, Wisline, and business process documents Luchana/Colleen/Deb 6/22/12 7/5/12 2 Glacier to PS - Phase 2: Tax Interface program (in bound file) JIRA HRS-23078 PS file name = UW_GLTAX Glacier file name = File 3 and 14 2.1 Draft functional requirement document 2.2 Approve functional requirement document 2.3 Draft technical requirement document 2.4 Create test plan and test script 2.5 Development 2.6 Testing 2.7 Break fixes 2.8 Implementation Phase 2-5 Pending Approval 6/21/12 9/7/12 Lynn 6/21/12 6/24/12 Colleen/Deb 6/25/12 6/27/12 Jodi/Steve 6/28/12 7/11/12 Lynn/Deb 6/28/12 7/11/12 Jodi/Sandeep 7/12/12 8/15/12 Deb/Lynn/Jodi 8/16/12 9/5/12 Jodi 8/16/12 9/5/12 Migration Team 9/6/12 9/7/12 2.9 Phase closeout: Include campus training, Wisline, and business process documents Luchana/Colleen/Deb 9/10/12 9/23/12 5 of 9 04/26/13
3 PS to Glacier to - Phase 3: Confirm payroll data (out bound file) JIRA HRS-23080 Glacier file name = File 32. This file will be renamed within HRS as the "Payment Data file" 3.1 Draft functional requirement document 3.2 Approve functional requirement document 3.3 Draft technical requirement document 3.4 Create test plan and test script 3.5 Development 3.6 Testing 3.7 Break fixes 3.8 Implementation Phase 2-5 Pending Approval 9/7/12 11/20/12 Lynn 9/7/12 9/12/12 Colleen/Deb 9/13/12 9/15/12 Jodi/Steve 9/17/12 9/30/12 Lynn/Deb 9/17/12 9/30/12 Jodi/Sandeep 10/1/12 10/28/12 Deb/Lynn/Jodi 10/29/12 11/18/12 Jodi 10/29/12 11/18/12 Migration Team 11/19/12 11/20/12 3.9 Phase closeout: Include campus training, Wisline, and business process documents Luchana/Colleen/Deb 11/21/12 12/4/12 4 PS to Glacier to - Phase 4: Demographics program (out bound files) JIRA HRS-23079 Glacier file name = File 21. This file will be renamed within HRS as the "New Hire Demographics file" Glacier file name = File 22. This file will be renamed within HRS as the "Employee Changes Demographics file" Phase 2-5 Pending Approval 11/20/12 2/6/13 4.1 Draft functional requirement document Lynn 11/20/12 11/27/12 4.2 Approve functional requirement document Colleen/Deb 11/28/12 11/30/12 4.3 Draft technical requirement document Jodi/Steve 12/3/12 12/16/12 4.4 Create test plan and test script Lynn/Deb 12/3/12 12/16/12 4.5 Development Jodi/Sandeep 12/17/12 1/13/13 4.6 Testing Deb/Lynn/Jodi 1/14/13 2/3/13 4.7 Break fixes Jodi 1/14/13 2/3/13 4.8 Implementation Migration Team 2/4/13 2/6/13 4.9 Phase closeout: Include campus training, Wisline, and business process documents Luchana/Colleen/Deb 2/7/13 2/20/13 5 Phase 5: Glacier Reports Phase 2-5 Pending Approval 2/6/13 3/7/13 6 of 9 04/26/13
2. Describe team structure (list any specific individuals that need to work on this and rationale) a. Project Manager: Luchana Keith, will lead project, project objectives, and tasks to be delivered throughout the project phases b. Functional Lead: Deb Holm, will serve as lead subject matter experts in the area of foreign national processing, assist in gathering specifications and testing, validation of post-implementation verification activities, and validate testing outcome c. System Analyst: Lynn Brown, will draft requirements and create testing plan/script d. Developers: Jodi York=80% and Sandeep Shrinivasan=10%, will develop the Glacier system and HRS interfaces e. SME s: Tara Barbosa and Debra Morgan, will serve as additional subject matter experts in the area of foreign national processes, testing, and post-implementation verification activities. 8. Measuring Success List metrics for measuring success of project. Some examples include, but not limited to - reduced FTE, improved time to complete tasks, minimal end user questions, reduced system issues/jiras, reduced tickets/wiscits, etc. Reduced FTE: Manually workaround and clean-up efforts should be eliminated. Staff running ad hoc queries should be substantially minimized. Overtime to support these processed should be significantly reduced. Glaciers loads in support of the bi-weekly and monthly payroll calc s should take less time processing Penalties and interest for late tax payments should be eliminated All year end processing should be near legacy benchmarks Employee tax forms should be delivered in a timely manner Reduce WiscIts 9. Dependencies of the initiative on other HRS/SC/DoIT areas (as necessary) - Development: Design and develop all Glacier interfaces - Testing: Test and validate Glacier interfaces and data - Reporting / EPM: Create reports to identify issues - Security: N/A - Training: Provide training to campuses/divisions on updated Glacier interfaces - Communications and Change Management: Communicate to campuses/divisions on the new expectations and processing employees using Glacier - Batch: Create automated processes with minimal to no manually intervention - Other Tech (Migration, DBA etc.): Migrate development changes from test environments to HRS 10. Effort estimate for the Project and Payback Period 7 of 9 04/26/13
Effort required to implement the project (consulting and UW) - Phase 1-5 = 2495.40 hours 1. Draft functional requirement document 15 1. Draft functional requirement document 12 2. Approve functional requirement document 4.5 2. Approve functional requirement document 4.5 3. Draft techinical requirement document 84 3. Draft techinical requirement document 84 4. Create test plan and test script 84 4. Create test plan and test script 84 5. Development 224 5. Development 179.20 6. Testing & 7. Break fixes 126 6. Testing & 7. Break fixes 126 8. Implementation 6 8. Implementation 6 9. Phase closeout: Include campus training, 9. Phase closeout: Include campus training, Wisline, and business process documents 84 Wisline, and business process documents 84 Total hours for phase 1 627.50 Total hours for phase 3 579.70 1. Draft functional requirement document 12 1. Draft functional requirement document 12 2. Approve functional requirement document 4.5 2. Approve functional requirement document 4.5 3. Draft techinical requirement document 84 3. Draft techinical requirement document 84 4. Create test plan and test script 84 4. Create test plan and test script 84 5. Development 224 5. Development 179.20 6. Testing & 7. Break fixes 126 6. Testing & 7. Break fixes 126 8. Implementation 6 8. Implementation 6 9. Phase closeout: Include campus training, Wisline, and business process documents 84 9. Phase closeout: Include campus training, Wisline, and business process documents 84 Total hours for phase 2 624.50 Total hours for phase 4 579.70 Total hours for phase 5 84 Total hours for phase 1-5 2495.40 Effort required to maintain the project (UW) [Factor of FTEs and timeline] Day-to-day maintenance of the interfaces will be very minimal =.63 FTE in Feb 2013 Day-to-day operational costs of Glacier is not included in this estimate 11. Payback period calculation Timeline to realize return on investment from effort described in section 9 Total efforts in hours = 2495.40/320 savings in hours per month = 7.79 months to realize ROI 12. Documentation and Knowledge Transfer Describe potential business process documents, PeopleSoft based user-procedures and high level knowledge transfer plan 8 of 9 04/26/13
Knowledge transfer is not necessary for the Service Center. Deep Diva training sessions are in process which expands basic knowledge transfer. The following business processes needs to be updated: 1. 1042 annual file creation from AP 2. Annual renewals 3. Form management 4. Treaty and Substantial Presence Test (SPT) management 5. Visa management KB document 16745 6. HRS payroll maintaining form KB documents 17118 and 17409 13. Exit Criteria: Explain criteria to determine successful implementation of the project. Examples include, but not limited to, complete testing and move to HRS, smooth transition to SC, complete knowledge transfer etc. Complete testing with 95% entire test population is validated and working as expected Successful post implementation validation for each phase 14. Risks and Issues List any known risks and issues with the Project 1. Availability of SME s for developing requirements and testing throughout all phases 2. Glacier availability and providing change only file 3. June 30 vacation carryover for staff 15. Signoff SC Manager Sign-off Name: Colleen Kerl Signature: Date: 9 of 9 04/26/13