Integrating Work Management to Eli i tEli minate DblD ... · Implementation Stage 3...
Transcript of Integrating Work Management to Eli i tEli minate DblD ... · Implementation Stage 3...
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University of Utah
Integrating Work Management S ft t Eli i t D bl TiSoftware to Eliminate Double Time
Entry
Introduction
• Facility Operations– 600 + employeesp y– 6.2 Million square feet
• Steve Hoskins– Associate Director Central Services– 30+ years experience– Organic leadership
• Rich Miller– Business Systems Analyst– MBA + MSIT– Process development and improvement
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Initial problem
CMMSAccounting System
Work Completed
Paper Entry
CMMSEntry
y
TimecardPunch
Timecard Entry
ll
Supervisor Approval
Payroll System
Background
Homegrown system 20+ years
• Local client application• Limited upgrade ability• End of life support technology
Product discovery process
• University site visits• Vendor pitches• No existing single entry system
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Stakeholders
Legal
University IT
Human Resources
Accounts Payable
Internal IT
Vendors
Benefits of Single Time Entry
CMMS becomes management tool
• More accurate budget management• Match work management and accounting costs• Reduce cost/time • Eliminate duplicate effort• Less error in clerical process, cross platform corrections• Real time project management tracking• Better documentation
• Worker paid based on timecard entry• Reduce payroll errors
Increased personnel accountability
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Initial process
CMMSAccounting System
Work Completed
Paper Entry
CMMSEntry
y
TimecardPunch Timecard
Entryll
Supervisor Approval
Payroll System
Revised processWork
Completed
Accounting System
CMMSEntry
Supervisor Approval
System
Daily UploadPayroll System
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Implementation Stage 1
• HR, Legal, AP, University IT• Vendors: Kronos, PeopleSoft, AssetWorks
Buy in from all stakeholders
• Meet with consultants• Analyze data• Create test environment
Project plan to convert existing system data to new system
Implementation Stage 2
Develop web portals and integrations
Link to university portal page• Secure link maintianed by hr
Kronos timestamps vs. hourly p y
Beta testing
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Implementation Stage 3
2006‐ Exploration 7/1/2008 Go Live 2013‐ Reflection
Revise work process
Train a mature workforce
2010‐ Full Integration2007‐ Process Initiation
2 years for full integration
Timecard process
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Timecard process
Timecard process
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Timecard process
Timecard process
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Timecard process
Benefits
• Employees accountable for time
• Time/Cost efficiencies
• Integrated costs through the CMMS
• Accurate budget comparison• Accurate budget comparison
• Better accountability for our customers
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Lessons learned
Coordination with all stakeholders•Sell the potential•Solution oriented project management
Strong leadership at all levels•Better upfront training of personnel•Better buy in from employees•Make sure everyone understands reasons for change.
Harness technology effectively•Avoid “Newest Thing” temptation•Balance between work process and technology
Discussion