FI - 4-5-13 Payroll Process Review Report
Use this report to identify waste and update processes
Use the A3 Report when solving a specific problem
Process Title Payroll – Record Time Worked (timesheets)
Process Number 140-002-009
Date 04/05/2013
Originator
(Identify the individual(s) or team who initiated this review)
Shandi Wicks
Team Members
(Identify all those who participated in reviewing this process)
Shandi Wicks, Cindy Wolff, Tracey Sparks, Lieu Ann Elsey, and Rod Franz
Objective
(Begin your objective statement with an action word that describes the goal
desired – create, develop, eliminate, reduce, change, modify, improve, increase,
expedite, etc.)
Reduce the amount of time and transfer of paper in recording work hours on time
sheets for each payperiod.
Identify waste
Identify the waste in each step of the process (non-value added, transporting,
excess movement or motion, waiting, mistakes, rework, verifications or
duplications, data entry issues, excess inventory, friction, failure to do it right the
first time, failure to do the right thing)
Rework, transporting, data entry, duplications, non-value
Make Recommendations (Identify those actions that will eliminate or at least minimize waste)
Revise timesheets so the hours are calculated for the City Accountant.
Timesheets will be electronic, so employees can enter their times without having
to wait for a hard copy to come around. Modify the process of leave request, so
paper copies do not need to be retained.
XXXXXXXXXXXXXXXXX Immediate Results: (using bullet points list those results which would accrue
immediately upon implementation – also determine the % efficiency improvement
– Formula = (original – new)/original
• Time saved on printing and writing hours into hard copy of timesheet.
• Time saved on calculating hours on timesheets.
• Time saved on data entry from the hand written timesheets to the
electronic version.
• Time and paper saved on the need to attach leave request forms.
• Time and supplies saved on making file copies.
XXXXXXXXXXXXXXXXX Long Term Results: (using bullet points identify those results which may accrue
as this proposal is kept in place long term)
• Time savings noted above and hours can be used for other duties.
Labor and cost savings XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
XXXXXXXXXXXXXXXXX
Annual dollar savings: $0.00
XXXXXXXXXXXXXXXXX Annual hours of increased capacity: 20.04 hours
XXXXXXXXXXXXXXXXX
Use bullet points to identify customer service or employee benefits:
• Employee is able to use hours saved for other duties.
• Increase accuracy in submitting payroll.
Implementation plan
(briefly describe the implementation plan upon approval of this project)
Revised the spreadsheet so formulas are in place to calculate hours of work,
vacation, sick, holidays and overtime.
Recommended changes
in employee process
roles
(identify those changes in employee roles where duties would be transferred to
another employee, division, or department)
None.
Technologies that could
be applied to this process
(Identify any software or hardware that could be applied to this process)
Microsoft Excel
Overview of workgroup’s
participation
Highlight those words which best describe this workgroup: non-participative,
uncooperative, hostile, turbulent, halfhearted, disinterested, divided,
collaborative, participating, supportive, enthusiastic
Attachments
(include current and proposed process documentation forms, or before and after
photos, or other before and after descriptions as appropriate)
Process Documentation (before and after)
XXXXXXXXXXXXXXXXX Approval Process
See next page for approval process
Supervisor’s Review
and others in the Chain of
Command
Instructions: This form is submitted through the chain of command to the
Director.
Date:
Name:
Comments:
Director’s Approval
Instructions: Approval authority is delegated to each Director for all
recommendations that result in $5,000 or less in annual savings, or 250 hours or
less of annual increased capacity. This form is sent to the Process Improvement
Director for his approval
Date: April 9, 2013
Name: Rod Franz
Approved/Denied:
Process Improvement
Director’s Approval
Instructions: Upon approval this form is sent to the CMO Executive Assistant,
who forwards a copy to members of the Executive Support Team. They determine
how to convert hours into budgetary savings.
Date: 4/9/2013
Approved/Denied:
City Manager’s Approval
Instructions: Final sign off for all recommendations that exceed $5,000 in annual
savings, or 250 hours of annual increased functional capacity is by the City
Manager, who also signs off on any plans to convert hours to budgetary savings.
The CMO Executive Assistant converts the approved form into a pdf file that is
saved on the P drive and in Laserfiche.
Date:
Approved/Denied: