Weak Medium Strong
27 Customization of reports is time consuming and requires unnecessary hand-offs
Alternative reporting tools, with more user-friendly reports, should be considered (e.g. CRYSTAL)
Payroll 7
90% of retired teachers omit to fill-out the Teachers Pension Plan (TPP) cancellation forms, resulting in the
need for retroactive adjustments
IPPS.Net to include a “Retiree Status” checkbox and automatically stop TPP contributions
16 Manual calculations are required for certain general
ledger transactions
Implement a contemporary HRIS/Payroll system which links multiple pay codes to G/L codes
34
Payroll Administrators must manually calculate garnishment amounts, as IPPS.Net is not programed
(and unable) to do so
Implement a contemporary HRIS/Payroll system which produces garnishment cheques automatically
35
Maternity leave supplementary-plans and some Records of Employment (ROEs) are not (and cannot
be) automatically calculated by IPPS.Net
Implement a contemporary HRIS/Payroll system which automatically calculates maternity leave supplementary-
amounts and ROEs
35 Statutory holidays are not automatically calculated by
IPPS.Net for casual employees
Program IPPS.Net to automatically calculate statutory holidays for casual employees and determine eligibility for
payment
HR & Payroll
28 OCDSB is not optimizing the use of employee self-
services offered in Sharepoint
The full functionality of SharePoint should be utilized for employee self-service
32
Due to inability to share up-to-date employee status information, timesheets often include incorrect information (e.g. employee pay and type of absence)
Implement a contemporary HRIS/Payroll system which provides up-to-date Employee Status Reports (to be provided to School Administrators regularly) and identifies
double and/or implausible entries
36 IPPS.Net is not programmed to automatically recognize
when TPP should be deducted
Program IPPS.Net to recognize when TPP service requirements have been met and automatically stop
Organizational
Impact Dept.
Page
# Issue Opportunities for Improvement
HR
8 Staff occasional accept verbal change requests
(i.e. Marital Status Change)
Written documentation from the client should be required to make any data change to a client file
23 HRIS division is primarily used for reporting and
data verification HRIS division to take on a more strategic role
HR 26 Vacation approval process is lengthy and involves
multiple hand-offs
Approval of vacation leave should only require one level of approval
Payroll
15 Multiple time sheets are being used by internal
clients Develop a generic time sheet form
15 Payroll manually enters data every payroll cycle
for some groups
Set up batches in IPPS.Net for reoccurring hours (e.g. Continuing Education instructors)
HR & Payroll
6
Clients are not always aware of the applicable policies and procedures by which they are
impacted (i.e. LTD leave pay impacts)
Develop information packages for employees
10
The contract status change process is not consistent nor automated and may result in errors
to pension eligibility
Develop a standard process for transmitting contract status change information
11
When a Occasional Teacher (OT) becomes a Long-Term Occasional Teacher (LTO) retroactive
pay is required for up to 300 days
Create a standard process for schools to hire staff as LTOs when the status change from an OT to LTO is
HR & Payroll
19
Payroll is responding to non-value adding activities (e.g. discrepancies between employee vs. employer
submission of ROE)
Employees should be responsible for submitting accurate information when applying to programs such
as EI and memo outlining this procedure should be distributed to all employees
28 The level of client self-service is not conducive to
reducing data entry time for HRIS and Payroll
Extend the practice of allowing school staff to complete EAF’s where feasible
32
Due to inability to share up-to-date employee status information, timesheets often include incorrect information (e.g. employee pay and type of absence)
Regularly provide administrators with an up-to-date Employee Status Report
Payroll
14 Lack of up-to-date release code information creates
non-value added work for Payroll and Finance
Finance should create a standardized electronic code reference sheet
19 Payroll is responding to non-value adding activities
(e.g. estimates of EI earnings)
Create a sample salary calculation sheet for employees to calculate their leave benefits
HR & Payroll
30
Future dating sick days for STD/LTD individuals prior to maternity leave occasionally causes retroactive
adjustments
School Administrators should only future date maternity sick days until two weeks before the due date
36 Timesheet approval process is cumbersome and a
Organizational
Impact Dept.
Page
# Issue Opportunities for Improvement
Strong
HR 6 Access to Employee Wellness and Disability
Management employee files is not adequately protected
Restrict access to Employee Wellness and Disability Management files
Payroll
13 Four payroll employees (of thirteen) are expected to
retire by 2013 Develop a formal succession plan for Payroll
13
Payroll employees follow different processes for completing some of their work and coverage for absent
staff is challenging due to minimal cross-training
Standardize all payroll processes and implement a cross- training program to ensure back-up for roles
21 No formal checks and balances are in place for Payroll
Ensure Payroll has processes which ensure work is checked by someone else (will require standardization
and cross-training)
24 There is a perception that the workload in Payroll is not
evenly distributed
Assess individual workloads, update process flows, and define role requirements
HR &
Payroll 21
Departmental accountability is not clearly defined for HR and Payroll for specific processes/activities
Accountability for accuracy of data should be assigned to a specific department and role(s)
HR
databases to maintain the FileMaker database
20 Multiple data entry points exist In order to centralize data entry, one individual should be
responsible for this task
22
The risk of error is increased as employee data is transcribed manually and insufficient verification
processes are in place
Ensure any transcriptions of client information to BSDs and EBS are verified, and that data entry and verification
are being completed by separate individuals
25 Unnecessary hand-offs occur between individuals and
divisions for EAFs and BSDs
Determine when one individual can make all necessary changes instead of handing-off multiple times
Payroll 17
Overtime is not always documented and is often taken as time in lieu which cannot be tracked in the Absence
System
Implement simple and clear overtime approval procedures, and ensure all overtime is recorded
37 The Payroll team is not always consulted when
changes will significantly impact their work
Consult Payroll team prior to implementing changes to Payroll
Organizational
Impact Dept.
Page
# Issue Opportunities for Improvement
HR & Payroll
5 Unnecessary transcription occurs throughout Payroll
and HR
Change/Enhance existing forms to reduce the need for transcription
6 Clients are not always aware of the applicable policies
and procedures by which they are impacted
Determine who is accountable for advising employees on related matters
9
Transcription of unnecessary information is time consuming and may result in inaccurate information
(e.g. EAF)
Develop an electronic EAF, standardize procedures, and reduce the amount of employee information needed on
the form
16 Multiple files exist within OCDSB (e.g. Payroll, Pension,
HR, Employee Wellness, etc.)
Maintain one core employee file for core transactional data
26 Multiple hand-offs are required for the “gradual return-
to-work” process
Assign responsibility for all tasks related to the “gradual return-to-work” process to the Employee Wellness group
30 Multiple data entry points exist to enter data for
individuals that go on leave without pay (LWOP)
A weekly “Leave Without Pay Form” should be run to capture any changes
HR 18
HR staff currently send the Benefit Change forms as a courtesy to clients who have life changes. This practice
was implemented due to the fact that Manulife has a 31 day period after a live event to change their coverage
Clients should be made responsible for maintaining all personal information (e.g. marital status, number of
dependents, etc.)
Extension of the 31 day Benefit Status change should be investigated with Manulife
HR &
Payroll 7
New hire is required to pay the benefit premium for an entire month regardless of the date of hire
Discuss alternative premium policy arrangements with Manulife, such as the employees only pay the premium if