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Rutgers Integrated Administrative System RIAS Phase III – HRMS, Budgeting, and Enterprise Reporting Treasurer’s Luncheon December 2, 2008
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2 What is the objective of the RIAS Project? To significantly improve the efficiency and effectiveness of the University’s business process To implement an integrated administrative system Streamline business processes to take advantage of best business practices Enhance the timeliness, accuracy and usefulness of information to end users
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3 Why was a new system needed? Legacy systems didn’t meet end users needs for easy-to-retrieve information Systems were inefficient, inflexible and costly to maintain Systems were not integrated resulting in redundant data entry Systems were using outdated technology
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4 Phase I: Procure-to-Pay Created online requisitioning and approval routing Eliminated the 9-part paper purchase orders Introduced Oracle Exchange – the ability to shop directly from vendor websites Faster turnaround time of employee expense reimbursement Ability to negotiate better pricing from vendors
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5 Phase II: General Ledger and Financial Reporting Introduced the RIAS Gateway (portal) – all things RIAS in one place Online creation and approval of journal entries and non-salary budget adjustments with same day posting Financial Data Warehouse provides the ability to modify reports and save the data locally REX – a university wide departmental system Provided immediate access to many standard reports
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#6 RIAS Gateway – Links and Notifications
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#7 RIAS Gateway – Financial Dashboard
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8 Objectives for Phase III Continue to leverage the existing investment in RIAS Greater accountability and responsiveness to the information needs of the state, university management, and greater community Promote greater efficiency in central human resources and payroll operations Provide a resource planning and modeling tool to appropriately forecast and budget revenue and expenses
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9 Scope of Phase III Project Human Resources Management System (HRMS) –Self-service for employee and manager –Advanced benefits –Payroll –Labor distribution –Time and labor Budgeting solution Data warehouse and Reporting
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10 Project Timeline Most activities are to be completed by July 2010
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11 RIAS Phase III Project Structure
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12 Team Membership – Rutgers Extended Team Representatives from business process areas of: –Human Resources –Payroll –Budgeting and Institutional Research Team members from Procure to Pay and General Ledger teams Legacy system staff OIT Staff: –Database Administrators –Network Administrators –System Administrators –Operations staff Consultants/Contractors/Data Partners
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13 Do the right thing – do the thing right Change of business processes is the focus Complete and continuous participation by advisory groups and subject matter experts is critically important The top three reasons projects fail are: –Lack of User Input –Incomplete requirements and specifications –Changing requirements and specifications Schedules and milestones are essential to success Demos will be provided to show progress and get feedback
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14 Benefits of HRMS Eliminate labor intensive paper processes to focus on more mission critical functions Replace existing legacy applications currently supporting HR, Controller, and Budgeting offices Unique employee ID to replace social security number Automated retroactivity processing for labor contracts Provide management with access to data Quicker processing of changes in employee records 24/7 access to Human Resources and Payroll data
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15 Benefits of HRMS (cont.) Multiple direct deposit accounts Complete electronic history of payroll transactions Ability to create and update labor schedules online Online salary reallocations and effort reporting for grants Online time entry and approval (replaces current time reporting system) Ability to search timecard history Tracks FLSA standards Provides a mechanism for faculty tenure tracking
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16 Self Service – Employee and Manager Faster payroll on-boarding and automated benefits enrollment Paperless payroll processing Complete payment history, online pay slip details, W-2 statements Online forms processing such as W-4’s and benefit enrollment Paid time off balances: Accruals for sick time, administrative leave, and vacation View and maintain personal details, voluntary deductions, and direct deposit details
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#17 Self Service – Pay Slip Details
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#18 Self Service – Pay Slip Details
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#19 Self Service – W-4 Tax Form
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#20 Self Service – Employee Information
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#21 Self Service – Change of Address
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#22 Self Service – Benefits Enrollment
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#23 Self Service – Confirmation Statement
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24 Data Warehouse and Reporting Will develop a robust Data Warehouse to provide meaningful information to front-line managers for decision-making Will provide standardized reports and provide departments with the ability to produce their own HR/payroll reports Integrate with RIAS Gateway (portal) for ease-of use
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25 Budgeting Solution Adopt and implement new budgeting and planning solution Facilitate all funds modeling and budgeting Simplify the planning of workforce related expenses, such as fringes benefits, overtime payments, and salary increases Provide better access to tools to assist in departmental modeling
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26 How does it impact you? Elimination of paper-based processes Timely access to information More employee engagement Access to your own payroll information Online open enrollment for benefits Greater control over the hiring and payroll processes Easy to use web based application with user friendly data retrieval and reporting
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27 Critical Success Factors Strong executive sponsorship/management support Willingness to change existing business processes to a “ best practices ” model Limited use of costly customizations Clear and consistent communications on the project goals and objectives Involvement of users at key project milestones Quality implementation on time and within budget
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28 Questions and answers
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