Transform Your Payroll Processes with Best Practices

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Transform Your Payroll Processes with Best
Practices
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• What are the objectives of this workshop?
• Review a sample process improvement model
• Discover how to practically apply the model to
  the daily payroll operation
• Learn how to sustain a cycle of continuous
  improvement

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Where Do I Begin?

• A process that is perceived to function below
  expectations or measures
• When new technology is available
• If data supports a different direction than
  currently exists

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What is an example of an improvement model?
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What are the steps for benchmarking?

• Select the practice
• Identify quantitative and qualitative information
  needed
• Identify benchmarking colleagues
• Measure and describe performance for all
  participants
• Compare performance to identify gaps
• Recommend strategies, develop and implement plans
• Track the results
• Standardize the process

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How do you monitor progress?

• Implement metrics that
• Evaluate performance against targets
• Shows trends and early warning signals
• Identifies improvement opportunities
• Enables a method for evaluating solutions
• Quantifies incremental improvement gains

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How is the model applied to payroll?

• Focus on 3 goals
• Enhance employee service
• Streamline processing
• Leverage technology

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Applying the model (continued)

• Example 1
• A process perceived to function below
  expectations or measures

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• Applying the model (continued)
• Example 2
• A new technology is available

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• Applying the model (continued)
• Example 3
• Data supports a different direction than
  currently exists

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What are some examples of changes?

• Paper timesheets Electronic timesheets
• No on-line user access Employee self-service
• Paper withholding forms On-line forms
• Repetitive calls Payroll web page
• Outdated record retention Compliant
• Multiple archaic computer Single automated
  program
• programs

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• How can you sustain a cycle of continuous
  improvement?
• Cycle based upon planning, implementing,
  analyzing and acting
• Utilize a PLAN DO CHECK ACT (PDCA) approach

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What are some examples of management tools?

• Payroll Team Work Plan
• Performance Charts
• Action Plans
• Project Plans
• Annual Payroll Schedule
• Holiday Timesheet Approval Schedule
• Performance Processing Log
• Strategic Plan

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• What is an example of a strategic plan?

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• How can you report results of your plan?

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• What are some critical success factors?
• Upper management support
• Cross functional support
• Willingness to make tough decisions
• A conscious awareness of the pendulum
• Manage expectations
• Communicate, communicate, communicate
• Be open to all suggestions
• Share a common vision

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• What are some tips to creating a successful
  plan?
• Study well-defined process areas
• Create momentum by targeting low hanging fruit
  opportunities first
• Communicate plan and successes
• Remember change is inevitable, but not all change
  is beneficial
• Know how to best communicate plan
• Customize best practices for your own
  organization
• Tap into the knowledge and expertise of APA
  fellow professionals
• Keep in mind your companys leadership values

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• What have we learned?
• Discussed a sample process improvement model
• Examined how the improvement model was applied to
  a payroll operation
• Reviewed how to sustain a cycle of continuous
  improvement by using specific management tools

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