Human Resources/Payroll Human Resources/Payroll Reporting: Decentralizing Reporting: Decentralizing Reporting and Automating Reporting and Automating
Routine Routine Analysis/ReconciliationsAnalysis/Reconciliations
Session #10452March 23, 2005
HEUG 2005 ConferenceLas Vegas, Nevada
University of Louisville, Human University of Louisville, Human ResourcesResources
• With university since 1998With university since 1998
• Position Management, PayrollPosition Management, Payroll
• Project Management, Systems Project Management, Systems AnalystAnalyst
• Crystal, Query, Business Analysis, Crystal, Query, Business Analysis, RDBMSRDBMS
Richard O. BrownRichard O. Brown
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Preface:Preface:
Our problems are man-made, therefore they may be Our problems are man-made, therefore they may be
solved by man. And man can be as big as he wants. solved by man. And man can be as big as he wants.
No problem of human destiny is beyond human No problem of human destiny is beyond human
beings. beings.
John F. Kennedy John F. Kennedy
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Preface:Preface:
The problems we face are 98% people, 2% soft.The problems we face are 98% people, 2% soft.
Richard O. Brown Richard O. Brown
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• HR Reporting BackgroundHR Reporting Background– PaperPaper– PS Query ToolPS Query Tool
• Decentralized ReportingDecentralized Reporting– From one source to multiple usersFrom one source to multiple users– From multiple sources to one user* From multiple sources to one user*
• Analysis/SynopsisAnalysis/Synopsis– ReconciliationReconciliation– DiscrepancyDiscrepancy– At Risk/ExceptionAt Risk/Exception
OverviewOverview
• Find Defined ProblemsFind Defined Problems
• Summary Data
• Maximize Accuracy
• Minimize Time Spent
• Make it Easy
Departmental ApproachDepartmental Approach
• PROD as a Transactional SystemPROD as a Transactional System
• Crystal® Professional, Crystal Enterprise® Crystal® Professional, Crystal Enterprise® and PS Query provide information for and PS Query provide information for departments to make decisions or take departments to make decisions or take action.action.
• Sometimes data needs to be kept outside of Sometimes data needs to be kept outside of PeopleSoft®, often in MS Excel®*PeopleSoft®, often in MS Excel®*
Departmental ToolsDepartmental Tools
• Stored RDBMS = – Reportable– Comparable– Reconcilable
• Not Stored RDMS =– Worthless– Non Reportable– Lots of Work
Reporting ApproachReporting Approach
• Crystal® Professional, Crystal Enterprise® Crystal® Professional, Crystal Enterprise® as reporting tools as reporting tools • MySQL®, MS SQL®, Oracle®, etc. as MySQL®, MS SQL®, Oracle®, etc. as databases holding data used in EPM (ODS) databases holding data used in EPM (ODS) or production systemsor production systems• ODBC is “string” between databasesODBC is “string” between databases• Avoid Excel® Avoid Excel®
– Not a databaseNot a database– Not a reporting toolNot a reporting tool
Reporting ToolsReporting Tools
•Tools/Technology Available
•Tech Skills– IT Staff– Departmental Staff
• Resources– Personnel– Money
Technical ApproachTechnical Approach
• EPM (ODS) or PeopleSoft, Crystal® EPM (ODS) or PeopleSoft, Crystal® Professional, Crystal Enterprise® as software Professional, Crystal Enterprise® as software packages, systemspackages, systems
• MySQL®, MS SQL®, Oracle® are databasesMySQL®, MS SQL®, Oracle® are databases
• ODBC communication tool between systemsODBC communication tool between systems
• PS QueryPS Query
Technical ToolsTechnical Tools
• Define the problem
• Examine business processes
• Measurement systems
• Create proposals based upon existing or attainable technologies or modified
business processes
• Risk assessment
• Implementation
Business Analysis ApproachBusiness Analysis Approach
• PeopleSoft® HRMSPeopleSoft® HRMS– Input tool– Data Storage Tool (RDBMS)– Correction Tool– Verification (Panels and PS Query)
• EPM (Enterprise Performance Mgmt)– Data Storage Tool (RDBMS)– Verification (Panels and PS Query)
Business Analysis ApproachBusiness Analysis Approach
• Crystal Reports®Crystal Reports®– Output (screen, paper, PDF®, MS Excel®)– Analysis/Discrepancy Reporting– Reconciliation Tool– Development for Crystal Enterprise
• Crystal Enterprise®– Decentralized Reporting via WWW– Integrate via Scheduler
Business Analysis ApproachBusiness Analysis Approach
EVERYTHING
Business Analysis ToolsBusiness Analysis Tools
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Background:Background:
University of LouisvilleUniversity of Louisville
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As of November 1, 2004As of November 1, 2004
• Students: 21,725Students: 21,725
• Faculty/Staff: 5,705Faculty/Staff: 5,705
• Operating Budget: $613 Operating Budget: $613
millionmillion
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• HR/SA 8.0 (upgrading to 8.9 in 2005)HR/SA 8.0 (upgrading to 8.9 in 2005)
• Financials/Grants 8.8 (recently upgraded)Financials/Grants 8.8 (recently upgraded)
• EPM 8.4 (recently upgraded)EPM 8.4 (recently upgraded)
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PeopleSoft® PeopleSoft® ModulesModules
• Crystal Enterprise 10Crystal Enterprise 10
• Recently upgraded from 8.5 late 2004Recently upgraded from 8.5 late 2004
– Recently working with schedulerRecently working with scheduler
– Exports wonderfully to multiple formatsExports wonderfully to multiple formats
– Can upload files other than *.rptCan upload files other than *.rpt
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PeopleSoft® PeopleSoft® ModulesModules
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For Fiscal Year 2004-05For Fiscal Year 2004-05 (budgeted)(budgeted)
• Total Salaries: $324 millionTotal Salaries: $324 million
• Total Fringe Benefits: $68 millionTotal Fringe Benefits: $68 million
• Total Items Paid (FY 03-04): Total Items Paid (FY 03-04):
137,025137,025
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HR Vendors/Program HR Vendors/Program
ReconciliationsReconciliations
• Approximately 30 vendorsApproximately 30 vendors
• Other programs (PC Loan, self Other programs (PC Loan, self
insure)insure)
• Wires are sent to vendors Wires are sent to vendors
periodicallyperiodically21
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University Payroll OperationUniversity Payroll Operation
• Over 500 individual departmentsOver 500 individual departments
• Total Items Paid (FY 03-04): Total Items Paid (FY 03-04):
137,025137,025
• Over 7,200 ProgramsOver 7,200 Programs
• Over 4,100 Grants/ContractsOver 4,100 Grants/Contracts
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HR/Payroll HR/Payroll ReportingReporting
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Evolution:Evolution:
• 1999, Paper reports created, 1999, Paper reports created,
printed, printed, sorted and mailed to sorted and mailed to
departments.departments.
• Often, units would photocopy Often, units would photocopy
reports and reports and distribute among sub distribute among sub
departmentsdepartments
• Some reports exceeded 10,000 Some reports exceeded 10,000
pagespages
• Reports often obsolete when Reports often obsolete when
receivedreceived
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Evolution:Evolution:
2001:2001:
Queries created for use by 400+ Queries created for use by 400+
departments to show live position, departments to show live position,
department budget, job, department budget, job,
additional pay and payroll actuals additional pay and payroll actuals
datadata
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Query Usage Results:Query Usage Results:
• Paper Reports EliminatedPaper Reports Eliminated
• Required Excel Knowledge by Required Excel Knowledge by
departmentsdepartments
• Results could be massive (payroll)Results could be massive (payroll)
• No Summary DataNo Summary Data
• Departmental Security LimitationsDepartmental Security Limitations
• Eventual System Performance IssuesEventual System Performance Issues26
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Internal HR Query Usage:Internal HR Query Usage:
• Find Data IssuesFind Data Issues
• Prevent “show stoppers”Prevent “show stoppers”
• TEMP space issues – results too largeTEMP space issues – results too large
• No Summary Data/AnalysisNo Summary Data/Analysis
• Could not access external data Could not access external data
sourcessources
• Scores of Queries – time managementScores of Queries – time management27
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Evolution: ODS/EPMEvolution: ODS/EPM
• First used as part of data First used as part of data
warehousing projectwarehousing project
• Used a reporting database versus Used a reporting database versus
the production databasethe production database
• Data was usually 18-24 hours Data was usually 18-24 hours
“old”“old”
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Decentralization of Decentralization of ReportingReporting
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Evolution: Crystal ReportsEvolution: Crystal Reports
• Crystal provided with Crystal provided with
PeopleSoft®PeopleSoft®
• Used ODBC to acquire dataUsed ODBC to acquire data
• Print, Export, SavePrint, Export, Save
• Analysis, Summation, CustomAnalysis, Summation, Custom
• Even does mailing labelsEven does mailing labels
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Evolution: Crystal Enterprise Evolution: Crystal Enterprise
• Web based reporting toolWeb based reporting tool
• Run reports anywhere using IERun reports anywhere using IE
• View, save as PDF, export to MS View, save as PDF, export to MS
Excel®Excel®
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Evolution: Crystal Enterprise Evolution: Crystal Enterprise
• 600 departments running reports600 departments running reports
• Student, GL, GM, and HR ReportsStudent, GL, GM, and HR Reports
• Some that compare (ex. GL to HR)Some that compare (ex. GL to HR)
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Evolution: MySQLEvolution: MySQL
• Store data not normally stored in Store data not normally stored in
PeopleSoft® HRPeopleSoft® HR
• Data added or modified too often for Data added or modified too often for
using EPMusing EPM
• IT concerns with complexity of IT concerns with complexity of
Oracle®Oracle®
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Evolution: MySQLEvolution: MySQL
• Free for Higher Ed UseFree for Higher Ed Use
• phpMyAdmin web interfacephpMyAdmin web interface
• Easily accessed via ODBCEasily accessed via ODBC
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Crystal 8.5 and MySQLCrystal 8.5 and MySQL
Due to MySQL use of a different Due to MySQL use of a different
SQL standard, it may be necessary SQL standard, it may be necessary
to code the SQL manually, to code the SQL manually,
avoiding the “INNER JOIN” avoiding the “INNER JOIN”
statement. statement.
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Evolution: MySQLEvolution: MySQL
• Microsoft Project®Microsoft Project®
• Save project data via ODBCSave project data via ODBC
• Connect and report via CrystalConnect and report via Crystal
• Publish to CEPublish to CE
• DSN on CE server (IT)DSN on CE server (IT)
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Evolution: One Database/Report Evolution: One Database/Report ValuesValues• Internal PS Related Comparisons• PS GL/HR Comparisons via EPM• Either in PS or HR Project Management Domain• Internal UofL Scope
Automation by Using Automation by Using External University External University Data and Internal Data and Internal
University DatabasesUniversity Databases
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Evolution: Compare to HR Data:Evolution: Compare to HR Data:• Sexual Harassment Sexual Harassment Training/ComplianceTraining/Compliance
• Health Insurance Data from VendorHealth Insurance Data from Vendor Current MethodCurrent Method ProposedProposed
• Possible VendorsPossible Vendors
• Potential Projects/InitiativesPotential Projects/Initiatives
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Formula:Formula:
• Database(s) – to acquire dataDatabase(s) – to acquire data• Crystal Reports – to compose reportsCrystal Reports – to compose reports• SQL/Joins – know your questionSQL/Joins – know your question• Crystal Enterprise – DecentralizeCrystal Enterprise – Decentralize• Scheduler – Automate report Scheduler – Automate report deliverydelivery
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Logic of Reconciliations:Logic of Reconciliations:• SQL/Joins – know your questionSQL/Joins – know your question
• Who is in X and YWho is in X and Y• Who is in Y and XWho is in Y and X• Who is in X and Y, combinedWho is in X and Y, combined• Who is in X, not in YWho is in X, not in Y• Who is in Y, not in XWho is in Y, not in X
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Logic of Reconciliations:Logic of Reconciliations:• FieldsFields
• Data TypeData Type• Data FormatData Format
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Logical of Reconciliations:Logical of Reconciliations:• Crystal Enterprise to Crystal Enterprise to DecentralizeDecentralize• Can be run anywhereCan be run anywhere• Report AvailabilityReport Availability• Multiple usersMultiple users• Multiple criteriaMultiple criteria
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Sexual Harassment Prevention TrainingSexual Harassment Prevention Training
MySQL/Compare with HR DataMySQL/Compare with HR Data• Outer Join(ish)Outer Join(ish)• “ “IF”, “<>”, NULLIF”, “<>”, NULL• Who is active but did not take Who is active but did not take
trainingtraining• Manual Process Before AutomationManual Process Before Automation• Live DataLive Data
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Sexual Harassment Prevention Sexual Harassment Prevention
TrainingTraining
MySQL/Compare with HR DataMySQL/Compare with HR Data
• Test results on MySQL in Test results on MySQL in
CaliforniaCalifornia
• Active employees on Oracle (EPM)Active employees on Oracle (EPM)
• MySQL table for “catch all”, UofLMySQL table for “catch all”, UofL
• Who is employee, no test scoreWho is employee, no test score 45
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Sexual Harassment Prevention Sexual Harassment Prevention
TrainingTraining
MySQL/Compare with HR DataMySQL/Compare with HR Data
• Reports are decentralizedReports are decentralized
• Reports are “instant”Reports are “instant”
• Eliminated reconciliation processEliminated reconciliation process
• Merit/Annual Pay RaisesMerit/Annual Pay Raises
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Example: Example: Health InsuranceHealth Insurance
• UofL is Self InsuredUofL is Self Insured
• Employee/Employer Employee/Employer
ContributionsContributions
• Maintenance AgreementMaintenance Agreement
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Health Insurance Recon. Health Insurance Recon.
ApproachesApproaches
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• Employer contributions (funded by individual departments)Employer contributions (funded by individual departments)
• Employee eligibility (based upon “paygroup” and FTEEmployee eligibility (based upon “paygroup” and FTE
• Employee contributions (requires a paycheck)Employee contributions (requires a paycheck)
• Health plan participationHealth plan participation
• Coverage LevelCoverage Level
• HR Payroll to GLHR Payroll to GL
• Budgeted amount v. actualBudgeted amount v. actual
Internal UofL Data:Internal UofL Data:
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Health Insurance Recon. Health Insurance Recon.
ApproachesApproaches
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• Personal InformationPersonal Information
• Coverage levelCoverage level
• Employee eligibility (based upon “paygroup”, FTE and Employee eligibility (based upon “paygroup”, FTE and
status)status)
• Claims filedClaims filed
• Claims paid Claims paid
• Claims to GLClaims to GL
External v. Internal UofL Data:External v. Internal UofL Data:
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Example:Example:
Health Insurance Provider Health Insurance Provider
ReportsReports
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• Currently, available via Excel ® formatCurrently, available via Excel ® format
• Downloaded from web siteDownloaded from web site
• Some cases, updated only monthlySome cases, updated only monthly
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Health Insurance Provider Reports Health Insurance Provider Reports
Workaround:Workaround:
• Download as requiredDownload as required
• Convert to AccessConvert to Access
• Save to MySQLSave to MySQL
• Run Crystal Report designed to compare Run Crystal Report designed to compare
health maintenance data to UofLhealth maintenance data to UofL
• Replace old data with new health Replace old data with new health
maintenance data each timemaintenance data each time
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Workaround Advantages:Workaround Advantages:
• Does not require recreation of VLOOKUPDoes not require recreation of VLOOKUP
• Report can run on schedulerReport can run on scheduler
• Report can be e-mailed to multiple Report can be e-mailed to multiple
individualsindividuals
Workaround Disadvantages:Workaround Disadvantages:
• Requires Excel to Access to MySql Requires Excel to Access to MySql
conversionconversion
• Multiple databases can run very slowMultiple databases can run very slow52
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Main Workaround Advantage:Main Workaround Advantage:
Once the report is written, the Once the report is written, the
process is “ODBC Ready.” Once the process is “ODBC Ready.” Once the
database is available from the database is available from the
vendor, simply change the data vendor, simply change the data
source/mappings in Crystal Reports, source/mappings in Crystal Reports,
and run.and run.
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Other UsesOther Uses
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Other Possible Uses:Other Possible Uses:• Quality Control/Six SigmaQuality Control/Six Sigma
Use of issue tracking softwareUse of issue tracking software Compare to PeopleSoft dataCompare to PeopleSoft data Find problem areas and/or training needsFind problem areas and/or training needs
• Other “benefit” related vendorsOther “benefit” related vendors Supplemental/optional plansSupplemental/optional plans Retirement plans Retirement plans
• Taxation/Residency issuesTaxation/Residency issues
ConclusionConclusion
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Conclusion:Conclusion:
Because of limited resources, Because of limited resources, complexity of issues, and limited complexity of issues, and limited technical staffing, Human Resources technical staffing, Human Resources at UofL must find new and inventive at UofL must find new and inventive ways to take full advantage of ways to take full advantage of existing technology to accomplish existing technology to accomplish it’s mandate to serve university it’s mandate to serve university employees and provide stewardship employees and provide stewardship of taxpayer and private monies.of taxpayer and private monies.
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Richard O. BrownRichard O. BrownBusiness AnalystBusiness AnalystHuman ResourcesHuman ResourcesUniversity of LouisvilleUniversity of LouisvilleE-mail: E-mail: [email protected]@louisville.edu
ContactContact
DiscussionDiscussion
This presentation and all HEUG This presentation and all HEUG 2005 presentations will be 2005 presentations will be
available for download from available for download from HEUG OnlineHEUG Online
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