Western Wyoming Community College Human ResourcesPayroll Automation Wyoming

Western Wyoming Community College Human Resources/Payroll Automation Wyoming Association of Community College Trustees October 12, 2017

Introductions • Donna Alexander, Solutions Architect & Project Manager 9/11/2021 2

Agenda • Scope/Objectives • Overview • Team • Timeline • Benefits • Communications • Testing • Go Live • Questions/Comments 9/11/2021 3

Why was the HR/PY project undertaken? • Maximize ROI/Colleague functional capabilities • Increase confidence in Colleague HR/PY data accuracy • Maximize process/reporting efficiencies • Reduce manual/duplicate processes • HR/PY process automation • Exact employee counts & Christmas card list 9/11/2021 4

HR/PY Project “By the Numbers” • 12 month project duration • 4 weeks of pre-project planning • 38 on-site campus visits • 300+ meetings • 40+ WWCC communications 9/11/2021 5

HR/PY Project Team - WWCC 15 • Executive Leadership • Human Resources, Payroll, Finance • Institutional Research • Information Technology • Academic/Student Learning 9/11/2021 6

Dynamic Campus HR/PY Project Team Composition 9 • Executive Oversight • Client Success Oversight • Engagement Management • Project Management (2) • Senior HR/PY Specialist • HR/PY Technical Developer/Analyst (3) 9/11/2021 7

Timeline and Milestones 9/11/2021 8

June/July 2017 Timeline – Project Completion 9/11/2021 9

Benefits – Process Efficiencies • Complete and Consistent Position Definitions • Leave Processing o Fewer leave codes o Automatically updated during payroll process o Web Time Entry • Payroll Processing o Reduced to 3 from 4 (faculty included in monthly) o Eliminated 3 pays in May o Adjunct stipends 9/11/2021 10

Benefits – Process Efficiencies continued • Pay Cycles o Monthly – Full-Time Salaried & Hourly, Part-Time Benefited o Bi-Weekly – Part-Time Hourly o Mid-Month – Adjunct Faculty • Direct Deposit/Debit Card • Reduced Manual and Paper Driven Processes • Comprehensive Documentation and Training 9/11/2021 11

Benefits - Automation • Benefit/Deduction Calculation Automation o In coordination with WY State requirements o Eliminates manual work required to calculate and input each employee’s benefits/deductions on an annual basis o Produces a report of all benefit criteria for verification/validation o Approximately 250 Benefited Employees § Old Process – 7 Minutes per Employee § New Process – Less Than 30 Seconds 9/11/2021 12

Benefits – Automation & Reporting • Automation of Adjunct Stipend Processing o Old process - approximately 90 hours per semester o New process - 16 -20 hours per semester • Reporting Effectiveness o Data Accuracy o Employee Grouping Report – by classification, etc. o IPEDS Reporting – directly from Colleague 9/11/2021 13

Communications Team 9 Team Members Dr. Leach Donna Alexander Sheldon Flom Dan Bonine Deb Baker Dan Clawson Megan Gabol Kellen Malone Tammy Register 9/11/2021 14

Communications Team 40+ • • Formed Emails to proactively, and repeatedly message WWCC community on upcoming HR/PY changes • Meeting presentations • ‘Rule of 7’ • Town Halls • Created a comprehensive communications plan, adjusted • messaging Direct Deposit/Bank Sign-Up Event based on. Card community feedback • Training 9/11/2021 15

Comprehensive Testing • Monthly Payroll – full-time & part-time benefited employees • Bi-Weekly Payroll – part-time hourly employees • Mid-Month Payroll – adjunct faculty • Benefit/Deduction Calculation Routines • Adjunct Stipend Upload • Reporting 9/11/2021 16

Time Savings Summary Item Old Process New Process Adjunct Stipend Upload 90 Hours 16 Hours 74 Hours 3 222 Hours Benefit/Deduction Routines 29 Hours 27 Hours 1 27 Hours Monthly Vac. /Sick Updates 20 Hours 12 240 Hours 16 Hours 64 Hours 1 64 Hours IPEDs Reporting Total 9/11/2021 80 Hours Time Savings Annual Frequency Savings 185 Hours 553 Hours 17

Go Live Payroll Runs Task 9/11/2021 Date 1 st Adjunct Payroll Run 06. 12. 17 1 st Bi-Weekly Payroll 07. 19. 17 1 st Monthly Payroll 07. 27. 17 18

Success Factors • Meet project budget (Cost) • Meet project objectives (Quality) • Deliver project on time (Time) • Increase accuracy and ease of payroll and associated budgeting (Quality) • HR/PY System supports Colleague account creation (Quality) • Data accuracy (Quality) 9/11/2021 19

Success Factors - continued • Reporting accuracy (Quality) • Well planned, timely, communications on issues and changes (Time) • All employees are paid on time, including during the payroll transition (Time) • Seamless transition and minimal negative impact to employees (Quality) 9/11/2021 20

Western Team Appreciation • Executive Leadership and Involvement • Full Team Participation • Open, Positive, and Creative Approach • Tireless Effort and Cooperation • No Major Roadblocks 9/11/2021 21

Questions or Comments? Thank You! 9/11/2021 22