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

2. Donna Alexander, Solutions Architect & Project Manager
Introductions
Donna Alexander, Solutions Architect & Project Manager
11/22/2018

3. Agenda Scope/Objectives Overview Team Timeline Benefits Communications
Testing
Go Live
Questions/Comments
11/22/2018

4. 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
11/22/2018

5. 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
11/22/2018

6. HR/PY Project Team - WWCC15
Executive Leadership
Human Resources, Payroll, Finance
Institutional Research
Information Technology
Academic/Student Learning
11/22/2018

7. Dynamic Campus HR/PY Project Team Composition
Executive Oversight
Client Success Oversight
Engagement Management
Project Management (2)
Senior HR/PY Specialist
HR/PY Technical Developer/Analyst (3) 9
11/22/2018

8. Timeline and Milestones
11/22/2018

9. June/July 2017 Timeline – Project Completion
11/22/2018

10. Benefits – Process Efficiencies
Complete and Consistent Position Definitions
Leave Processing
Fewer leave codes
Automatically updated during payroll process
Web Time Entry
Payroll Processing
Reduced to 3 from 4 (faculty included in monthly)
Eliminated 3 pays in May
Adjunct stipends
11/22/2018

11. Benefits – Process Efficiencies continued
Pay Cycles
Monthly – Full-Time Salaried & Hourly, Part-Time Benefited
Bi-Weekly – Part-Time Hourly
Mid-Month – Adjunct Faculty
Direct Deposit/Debit Card
Reduced Manual and Paper Driven Processes
Comprehensive Documentation and Training
11/22/2018

12. Benefit/Deduction Calculation Automation
Benefits - Automation
Benefit/Deduction Calculation Automation
In coordination with WY State requirements
Eliminates manual work required to calculate and input each employee’s benefits/deductions on an annual basis
Produces a report of all benefit criteria for verification/validation
Approximately 250 Benefited Employees
Old Process – 7 Minutes per Employee
New Process – Less Than 30 Seconds
11/22/2018

13. Benefits – Automation & Reporting
Automation of Adjunct Stipend Processing
Old process - approximately 90 hours per semester
New process hours per semester
Reporting Effectiveness
Data Accuracy
Employee Grouping Report – by classification, etc.
IPEDS Reporting – directly from Colleague
11/22/2018

14. 9 Communications Team Team Members Dr. Leach Donna Alexander
Sheldon Flom
Dan Bonine
Deb Baker
Dan Clawson
Megan Gabol
Kellen Malone
Tammy Register
11/22/2018

15. Communications Team s
Meeting presentations
Town Halls
Direct Deposit/Bank Card Sign-Up Event
Training
40+
Formed to proactively, and repeatedly message WWCC community on upcoming HR/PY changes
‘Rule of 7’
Created a comprehensive communications plan, adjusted messaging based on community feedback
11/22/2018

16. 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
11/22/2018

17. Time Savings Summary Total 185 Hours 553 Hours Item Old Process
New Process
Time Savings
Annual Frequency
Annual Savings
Adjunct Stipend Upload
90 Hours
16 Hours
74 Hours 3
222 Hours
Benefit/Deduction Routines
29 Hours
2 Hours
27 Hours 1
Monthly Vac./Sick Updates
20 Hours
0 Hours 12
240 Hours
IPEDs Reporting
80 Hours
64 Hours
Total
185 Hours
553 Hours
11/22/2018

18. Go Live Payroll Runs Task Date 1st Adjunct Payroll Run 06.12.17
1st Bi-Weekly Payroll
1st Monthly Payroll
11/22/2018

19. Meet project budget (Cost)  Meet project objectives (Quality) 
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) 
11/22/2018

20. 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) 
11/22/2018

21. Western Team Appreciation
Executive Leadership and Involvement
Full Team Participation
Open, Positive, and Creative Approach
Tireless Effort and Cooperation
No Major Roadblocks
11/22/2018

22. Questions or Comments?
Thank You!
11/22/2018