HomeMy WebLinkAbout10244-06-2019 - 2019-06-18 - Informal ReportINFORMAL REPORT TO CITY COUNCIL MEMBERS
To the Mayor and Members of the City Council
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June 18, 2019
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SUBJECT: PAYROLL SYSTEM UPDATES
This Informal Report pr•ovides an update to Mayor and Councii on various updates and changes to the
PeopleSoft Payroll System.
Bacicground:
The City manages a complex compensation system for the General, Fire and Police empioyee groups. There ar•e
26 payroll cycles pei• year with total gross payroll between $18.5 — 19.2 Million per payroll cycle for a total
annual payroll of approximately $490 Million.
Discussion:
An orderly change management pr•ocess is used to ensure no disruption to payroll pi•ocesses. Changes to payroll
are developed and thoroughly tested by a combination of Finance, Human Resources, IT Solutions, and
Department Payroll Coordinators before impiementation in the production payroll system. A number of benefit
changes for various empioyee groups were recentiy enacted along with some changes addressing Internai Audit
findings resulting from a review of payroll/overtime reporting and payments. The schedule for impiementation
of these changes is provided below:
Item
on
Status
Payroll Corrections Develop exception reporting to detect errors in Complete — reports are routinely used by HR and
Reporting payroll corrections process. Items identified in Payroll Coardinators to monitor the payroll
2015 Payroll Audit and 2018 Overtime Audit corrections process
Time entry instructions Develop training materials for entering and Multiple training aids:
approving empioyee timecards into the General employees — complete
PeopleSoft Payroll systems Payroll coordinators — complete
Manager approvals — in process
Reporting for lcnown
common errors
PeopleSoft Payroll
Software Update
Develop exception reports for Finance to
detect conditions that created prior
overpayments.
Applying the annual PeopleSoft Software
update to stay on the latest version release.
Kronos timelceeping for Fire and Police will use Kronos to manage
Public Safety staffing and h�ansfer timecard punch
information to PeopleSoft.
Complete — Finance staff uses this report to con�ect
oveipayments during the payroll calculation process
so that oveipayments are not issued to the employee.
June 2019 - Update the PeopleSoft Software to the
latest version. This task is performed annually.
Currently Fire uses this system to manage daily
staffing needs. Fire timecard punch information does
not directly transfer to PeopleSoB. Police are
deploying Kronos for offcers to improve staffing and
transfen�ing timecard punch infarmation to
PeopleSoft. These two projects are scheduled for full
deployment in November 2019.
INFORMAL REPORT TO CITY COUNCIL MEMBERS
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To the Mayor and Members of the City Councii
SUBJECT: PAYROLL SYSTEM UPDATES
June 18, 2019
Page 2 of 3
PeopleSoft Major In lieu of a full HR system update to the latest July 2019 — Dec 2019 Complete i•equir•ements for new
Revisions version this year, staff will focus on removing timecards & leave rules/processing
the majoi• workarounds to PeopleSoft
timecards and implementing the latest Jan 2020 — May 2020 System changes implemented
tiinecard functionality. Changes identified by
the Leave Study are expected to reduce the
complexity of the leave structure and will be
incoiporated. The goal is to implement all
functionality that will improve employee ease
of use and eiror correction.
This is an ongoing effort to improve the employees' ease of use and accuracy in reporting time. Changes are aiso
implemented to identify and coi-�•ect errors at the earliest point in the payroll process which avoids problems later
in the pz•ocess. To provide context, an analysis of the First 7 pay cycies for calendar year 2019 for• payroll
overpayments is included in Exhibit A demonstrating the small number of ei-rors that are corrected before
employee payments are created.
l Please contact Kevin Gunn, Interim Chief Financial Officer at 817.392.2015 with any questions.
David Cooke
City Manager
Attached - Exhibit A
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