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Quick Temp

Presented by: Administrative Computing Services and Human Resources August, 2005. Quick Temp. “An IT Innovation for Managing a Temporary Staffing Process”. Quick Temp Agenda. What is CTES? Goals & Objectives Quick Temp Development Technology Conclusions/Questions. What is CTES?.

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Quick Temp

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

  2. Quick Temp Agenda • What is CTES? • Goals & Objectives • Quick Temp • Development Technology • Conclusions/Questions

  3. 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

  4. Goals & Objectives Includes 6 components • Requisition Process • Recruitment Tracking • Time Reporting • Payroll Process • Departmental Invoicing • Management Reports

  5. 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

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

  7. 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

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

  9. 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! Quick Temp

  10. Quick Temp Flow Chart

  11. Quick Temp Employee Flowchart

  12. Quick Temp Approver Flowchart

  13. 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. Integrated with Campus Payroll and Ledger Bargaining unit aware timesheet calculator(s). Data Warehouse as legacy bridge. SNAP Business Portal Common user Interface = no training. Common access point and single signon/signoff to applications and information.

  14. 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

  15. 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

  16. 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.

  17. 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

  18. 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.).

  19. 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

  20. 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.

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

  22. 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 calculatorerror

  23. Process Improvement Comparison Before Quick Temp After Quick Temp Number of Steps 22 5 Time to Process Payroll 3 days 2 hours Invoicing to Clients 48 hours 15 minutes Medium Paper Web Recruitment Tracking Paper Web with real time database

  24. Project Conclusions • Streamlined and user friendly process • Errors virtually eliminated • Paperless environment • Integrates with campus infrastructure • Generate management reports • Reusable components Quick Temp

  25. UC Irvine - Contact Information Elaine Peters Steve Johnson Employment Manager Manager Human Resources Campus Temporary Epeters@uci.edu Employment Services stevej@uci.edu Jane Gao Warren Liang Programmer/Analyst Programmer/Analyst AdCom Services AdCom Services jane@uci.eduwliang@uci.edu

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