Quick Temp “An IT Innovation for Managing a Temporary Staffing Process” Presented by: Administrative Computing Services and Human Resources August, 2005

Quick Temp Agenda  What is CTES?  Goals & Objectives  Quick Temp  Development Technology  Conclusions/Questions

What is CTES?  Campus Staffing Resource  Recruitment, Payroll, Billing  The need to streamline and automate the process for hiring departments, CTES staff and temporary workers

Goals & Objectives Includes 6 components 1. Requisition Process 2. Recruitment Tracking 3. Time Reporting 4. Payroll Process 5. Departmental Invoicing 6. Management Reports

Goals & Objectives  Consistent and easy process for users  Eliminate paper timesheets and invoices  Automate payroll calculation functions  Reduce number of steps  Minimal or no training needed  Flexibility for future enhancements

Goals & Objectives (continued)  Generate management reports  Integration with campus ledger and payroll systems  Integrate with campus authentication/ infrastructure

Background  Requests for temporary staff managed by phone  Paper timesheets – delays, missing signatures  Work hours, vacation time, etc. calculated manually  Invoicing to departments done manually/paper  Unable to generate reports easily

Quick Temp  Web-based requisition process  Web-based timesheet  Timesheet displays and tracks accrued balances  Approving supervisor approves timesheet on line

Quick Temp  Timesheet validates against business rules governing union contracts  All hours, vacation, leave and holiday hours automatically calculated Quick Temp is a paperless environment! Q uick T emp

Quick Temp Flow Chart

Quick Temp Employee Flowchart

Quick Temp Approver Flowchart

Integration Required with Existing Infrastructure and Business Systems Identity Management Campus_id = unique person identifier. Unique across time and multiple roles. Temp->Career! Security Authentication - WebAuth UCINetId Password. SNAP Business Portal Common user Interface = no training. Common access point and single signon/signoff to applications and information. Integrated with Campus Payroll and Ledger Bargaining unit aware timesheet calculator(s). Data Warehouse as legacy bridge.

Development Technology IE, Mozilla browsers GUI - XML, CSS, Javascript, DHTML Expresso Java Application Development Framework (MVC) Business Portal – Java uPortal, Single Signon WebAuth, UCI Data Warehouse Web Server - Apache/Tomcat, Databases – Sybase and MSSQL Server, Identity Management and Portal Personalization – open LDAP

Quick Temp Architecture Design Background  Several departments on campus expressed an interest to have electronic time sheets. Uses for a time sheet  Payroll  Project management  Other uses

Quick Temp Architecture Design Philosophy  To avoid duplication of work, the design of Quick Temp took into account the future needs of other users for time sheet functionality.

Quick Temp Architecture Quick Temp consists of two core components Time sheet component  Standalone component  Handles all time keeping  Handles conversion from time sheet hours to payroll hours. CTES component  Handles all CTES-specific functionality

Quick Temp Architecture Time Sheet component  Can be configured with many options  Completely agnostic of the semantics of hours and of the rest of Quick Temp  Largest subset of functionality needed by other units.  Must be fed data from external components (job setup, employee setup, etc.).

Quick Temp Architecture CTES component  Gives meaning to the hours (Payroll hours, billing amounts)  Feeds configuration data into the time sheet, and sets up new users  Also performs tasks not related to time sheet

Quick Temp Architecture Calculator sub-component  Provides an abstraction layer between time sheet and CTES components.  Future-proofs the Quick Temp system against policy/business rule changes  First step in providing semantics to time sheet data.  For Quick Temp, the calculator converts the time sheet into payroll hours.

Quick Temp Architecture Semantics of hours during processing Time Sheet CalculatorCTES e.g. 8 AM – 5 PMe.g. 9 regular hourse.g. Pay employee 9 regular hours to appt/dist, and bill acct/fund for 9 regular hours

Quick Temp Architecture Calculator sub-component  Handles regular hours, shift differential hours, and holiday hours  Manual adjustment capabilities allow the system to recover from user and/or calculator error

Process Improvement Comparison Before Quick Temp After Quick Temp Number of Steps225 Time to Process Payroll3 days2 hours Invoicing to Clients48 hours15 minutes MediumPaperWeb Recruitment TrackingPaperWeb with real time database

Project Conclusions  Streamlined and user friendly process  Errors virtually eliminated  Paperless environment  Integrates with campus infrastructure  Generate management reports  Reusable components Q uick T emp

UC Irvine - Contact Information Elaine PetersSteve Johnson Employment ManagerManager Human ResourcesCampus Temporary Services Jane Gao Warren Liang Programmer/Analyst AdCom ServicesAdCom Services