Enterprise Information Systems Business Requirements ...

1 Enterprise Information Systems Business Requirements Analysis for People & Organizations Division HR Information system Project No: 111111 06/14/2011 Version EIS Business Requirements Report HRIS Project, i Disclaimer This Business Requirements document is based on an actual Information Systems project. In order to maintain confidentiality and operational security, all references to company names, financial and operation data, and names of real people (with the exception of the author) have been either removed or replaced with fictitious names. Any relationship to existing people is strictly coincidental. EIS Business Requirements Report HRIS Project, ii Approvals Project No.: 111111 Project Name: HRIS Conversion Priority: High Target Date: 06/14/2011 Approved by: Name Title Department Date 1. Robert Hammond Controller Accounting & Finance 03/15/2011 2. Dora Jar Director P&O People & Organization 03/15/2011 3.

2 Dan Level CTO EIS 03/15/2011 Prepared by: A. Marsiglia IT Bus Analyst EIS 03/01/2011 EIS Business Requirements Report HRIS Project, iii Document Revision History Document Version No. Date Description of Changes By 06/07/2011 Initial Document Andy Marsiglia 06/09/2011 Insert items for metrics and reports Andy Marsiglia 06/10/2011 Change to recruiting section Andy Marsiglia EIS Business Requirements Report HRIS Project, iv Table of Contents 1 Overview .. 1 2 Present Application .. 1 3 HR Application Requirements .. 2 Core HR Functions .. 2 Recruitment .. Error! Bookmark not defined. Onboarding .. 4 Talent Management .. 4 Direct Access Portal .. 4 Reporting and Analytics .. 4 Global Considerations .. 5 4 Payroll Application .. 5 5 Conclusion .. Error! Bookmark not defined. 6 Appendix .. Error! Bookmark not defined. Appendix A: New Hire/Termination Checklist .. 7 Appendix B: New Hire Forms List .. 8 Appendix C: New Employee Setup Form.

3 9 Appendix D: Open Jobs Form .. 12 Appendix E: Sample Job Detail Form .. 13 Appendix F: Search Open Jobs Form .. 14 Appendix G: Applicant Job Response Form, Part 1 .. 15 Appendix G: Applicant Job Response Form, Part 2 .. 16 Appendix H: P&O SharePoint ..17 EIS Business Requirements Report HRIS Project, 1 1. Overview AMTempCo is presently using the ultipro web-based Human Resources (HR) application from Ultimate Software but most of the core HR functions are largely performed through the use of Excel spreadsheets and manual checklists. This situation stems from the inception of AmTempCo by it s founding members when employees were transferred to the partnership and their personnel data was consolidated on worksheets At is founding, overarching need at AmTempCo was to quickly form an HR department and provide supporting Information services that would enable the staff to meet legal Requirements , achieve SOX compliance, provide effective payroll functions, and perform core HR services.

4 Consequently, a broad scope Business needs and requirement report was not produced but rather, the core infrastructure was created and essential HR Information services provided by third party applications. As AmTempCo has evolved, the company s HR Requirements have become more complex due to an increase in staff size, applicant volume, and redesign of the HR department into the People and Organization (P&O) Division. The P&O mission is to serve as a proactive, strategic Business partner that will: Provide resources to assist employees in succeeding in their positions and effectively managing personnel issues Identify and provide strategic resources Recognize, support ,and expand on existing best practices Introduce and implement best practices in the form of policies, practices and programs. An integral part of the P&O division s ability to achieve its mission is to acquire appropriate human capital management (HCM) software that has the utility essential for migrating from manual HR functions and disparate IS functions to an integrated HCM solution that will provide robust self-service facilities and professional HR management applications.

5 2. Present Applications AmTempCo presently uses the ultipro web-based HCM product from Ultimate Software to perform core HR functions that include management of basic employee data, absence tracking, recruitment, and payroll. For recruitment, managers submit job requisitions through ultipro . Applicants indirectly access the open jobs list from AmTempCo s website that directly links to ultipro . Applicants may select a job position then enter their personal Information and post a resume all of which is managed within ultipro . After an applicant is hired, P&O representatives use a largely manual process, guided by a manual checklist, Appendix A, to set up the new employee. Using the AmTempCo SharePoint site, a new employee can access and complete the new employee forms; the EIS Business Requirements Report HRIS Project, 2 forms are not directly managed within ultipro . A P&O representative will complete the Enterprise Information system (EIS) Set-Up form, Appendix C, and then use the helpdesk ticketing system to submit the requests to relevant personnel for fulfillment.

6 Payroll calculations are performed within ultipro and checks are printed by Ceridian Payroll Services. AmTempCo payroll accountants receive timesheets in the form of Excel spreadsheets and consolidate the data into a single spreadsheet for the period s total payroll. The totals spreadsheet is uploaded into ultipro where payroll calculations are performed and the results are uploaded to Ceridian for PR check printing and tax filings. The present ultipro direct employee interface enables AmTempCo personnel to view personal Information and PR check stubs. The employee interface portal is not considered to be very intuitive. In fact, employees rarely use the ultipro employee portal and often forget their login credentials because single sign-on is not being used. Mercer Source 1 manages AmTempCo s benefits and employees contact them directly. Employee evaluations are created with the Performance Pro online employee performance evaluation system . ultipro is not used to manage employee training or provide a course catalog.

7 The AmTempCo course catalog, however, is accessible either through a link in the P&O SharePoint or by direct access to the AmTempCo training website where course registration can be completed. 3. HR Application Requirements Core HR Functions Employee Data Demographic and personal data Skills inventory Absence Tracking Perform absence tracking Enable employees to review their paid time off (PTO) for accruals and balances Workflow to route and approval of PTO requests Management review of PTO for metrics and trends FMLA administration Benefits Administration Presently use Mercer Source 1 Desire to perform benefits admin within HCM application EIS Business Requirements Report HRIS Project, 3 P&O SharePoint site provides Information regarding types of benefits and links to corresponding carriers. Employee access for life-event changes Metrics and reports Compensation Admin Define budget & model distribution against budget Model distribution to show over/under budget amounts Salary increase based on employee performance rating (performance based compensation) Workflow to electronically route compensation changes for approval.

8 Position Control time and attendance Employees use Excel spreadsheets to enter time data Employee timesheets are consolidated into a single spreadsheet for upload to ultipro . Recruitment Recruitment Management Requisitions are prepared within HCM Application (Presently ultipro ) Candidate Self-Service Open job list via AmTempCo website (Presently ultipro ). See Appendices D, E, and F Job application and resume submission within HCM Application (Presently ultipro ), See Appendix G for present web-based form. Utilize knock-out questions and job-specific key words Utilize social media sites Inform applicants when position is filled or withdrawn Resume management and review for P&O personnel Present system serves as a resume repository that contains over 20 thousand resumes Multiple query options including search by keyword, resume type, date range EIS Business Requirements Report HRIS Project, 4 Onboarding Automatically convert applicant data to new employee data Include New Hire/Termination Checklist into HCM application.

9 See Appendix A Manage new employee forms within HCM application. See Appendix B for list. Employee access and digitally signs forms P&O staff to track progress of what has or has not been signed. Include setup form for facilities, equipment, Information Systems into HCM application, See Appendix C. Store new hire paperwork and other forms, perhaps in PDF format, within a personnel profile. Talent Management Salary Planning and Budgeting Performance Management Following functions use manual forms but it is desired to have the functionality included in an HCM application: Discipline review Performance Improvement Plan Exit interview Manage quarterly/yearly goals Manager review and edit Employee review and edit Perform online performance review Employee Training and Development Online course catalog (presently accomplished through AmTempCo training website) Online registration (presently accomplished through AmTempCo training website)

10 Skills inventory Organization Chart Direct Access Portal Employee Self-Service Manager Self-Service Reporting and Analytics Standard Reports Custom Reports Analytics EIS Business Requirements Report HRIS Project, 5 Workflow and Alerts Compliance reports HIPAA AAP VETS-100 FMLA OSHA COBRA EEO Military leave/USERRA Global Considerations Customizations that can be made by user application administrators or EIS department Security Application login using existing active directory credentials for single sign-on (Federated Identity Management) Roll-based application security similar Interface to Ceridian Payroll Services Prefer SaaS environment Paper reduction in all areas 4. Payroll Application Overview Payroll is not an HR function but rather is directly managed by the accounting department even though the time and attendance data are processed within ultipro . As previously discussed, payroll calculations are performed within ultipro and checks are printed by Ceridian Payroll Services.