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Working with your Agency Report Card Performance Measures and Standards subcommittee

Working with your Agency Report Card Performance Measures and Standards subcommittee. Background. Tools for the Payroll Community Performance Measures Agency-wide Report Cards Issued semi-annually Evaluate payroll timeliness Accuracy Quality of payroll services. Current Measures.

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Working with your Agency Report Card Performance Measures and Standards subcommittee

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  1. Working with your Agency Report Card Performance Measures and Standards subcommittee

  2. Background • Tools for the Payroll Community • Performance Measures • Agency-wide • Report Cards • Issued semi-annually • Evaluate payroll timeliness • Accuracy • Quality of payroll services

  3. Current Measures • On-Time Appointments • On-Time Separations • Post Deadline Submissions

  4. What Are Appointments? • Transactions that will initiate payment • Hire • Rehire • Return from Leave • Concurrent Hire • Transfers HRY and FEE pay basis codes are not included

  5. What Are On-Time Appointments? • On-Time • Current Payrolls • Paycheck received on the last day of the pay period • Lag Payrolls • Paychecks received two weeks after the last day of the pay period • Late • Missed cutoff – RGS entered in Time Entry • Workers’ Compensation settlements entered as RGS are included

  6. What Are Separations? • Transactions that will remove employee from payroll • Retirement • Termination • Not Included • HRY and FEE pay basis codes • Payments to deceased employees • Separations followed by a “rehire” transaction with the same effective date • Separations preceded by an on-time leave transaction effective the same pay period

  7. What Are On-Time Separations? • On-Time • No regular salary payments issued after the separation date • Late • Missed cutoff – payments continue to be issued • Each paycheck generated is counted

  8. What Are Post Deadline Submissions? • Transactions Entered After Payroll Submission Deadlines • Time Entry entered after Thursday • Job and Additional Pay entered after Wednesday Does not include transactions processed automatically in PayServ or by OSC staff

  9. Agency Groups • The City University of New York • Department of Correctional Services • Department of Transportation • Unified Court System • Office of Mental Health • Office For Persons With Developmental Disabilities • Office of Parks, Recreation and Historic Preservation • The State University of New York • Individual Agencies • Hospital Agencies

  10. Volume Groupings • Appointments • Highest: greater than 500 • High: 151-500 • Medium: 51-150 • Low: 0-50 • Separations • Highest: greater than 200 • High: 61-200 • Medium: 16-60 • Low: 0-15

  11. Color Coding Exceptional Performance – Blue Above Average Performance – Green Below Average Performance – Yellow Significantly Below Average Performance – Orange Substandard Performance – Red

  12. Where to Start • Review agency report cards on the web http://www.osc.state.ny.us • Request agency report card details payroll@osc.state.ny.us

  13. OSC Web Site

  14. State Agencies Home

  15. State Payroll Services

  16. Password Protected Pages

  17. Agency Login

  18. Agency Login

  19. Agency Report Card Page

  20. Analyzing Your Results • Review your report cards • Obtain supporting documentation • Review your results • Identify problem areas • Implement changes to improve performance

  21. Agency Report Cards

  22. Agency Report Cards

  23. Agency Report Cards

  24. Agency Report Cards

  25. Agency Report Cards

  26. On-Time Rates On-Time Transactions Total Transactions On-Time Rate

  27. Statewide Rank • Each Agency is Ranked Statewide • Based on the On-Time Rate • Must have transactions • Equal rates have equal ranks

  28. PDS Report Card

  29. PDS Report Card

  30. Supporting Documentation • RPT_CARD_LATE_HIRE • RPT_CARD_POST_TERM • Post Deadline Submission Back Up Data • Email: Payroll@osc.state.ny.us

  31. Live Demonstration • Query • Excel

  32. Review Results

  33. Identify Problem Areas • Review time periods • Identify departments • Identify users • Examine workflow • Other factors

  34. Implement Changes to Improve Performance • Provide training • Revise procedures • Distribute workload • Internal Controls

  35. Agency Actions • Agency-wide measures Payroll + HR Offices + Business Offices + Program Offices = • Improved Performance • Analyze Data • Improve practices • Increase on-time transactions

  36. Agency Best Practices • Representatives from State Agencies • Sharing best practices • Provide information • Answer questions

  37. Agency Recognition • Track individual department performance • Develop internal recognition program

  38. Statewide Recognition • Comptroller’s Payroll Achievement Awards • Statewide • Best composite performance • Most improved composite performance • Agency • Best composite performance

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