SAP Payroll Control Center: how to eliminate payroll data errors in no time

Copyright NGA Human Resources. All rights reserved. 1

SAP Payroll Control CenterHow to Eliminate Payroll Data Errors in No Time

15 May 2013Copyright NGA Human Resources. All rights reserved.

Agenda

• Welcome & introduction

• HR and payroll is changing

• Payroll challenges

• Payroll control center

• Demo

• SAP roadmap and requirements

• Question & answers

Copyright NGA Human Resources. All rights reserved.

Welcome & Introduction

Andrew MartinSAP Solution Lead UK

Amit SoniSAP HCM Solution Architect

James MenkModerator

http://www.google.be/url?sa=i&rct=j&q=&esrc=s&source=images&cd=&cad=rja&uact=8&docid=3bERfU0ko-sjAM&tbnid=wb2DBtjTFbOO2M:&ved=0CAUQjRw&url=http://howtobuybitcoins.info/&ei=v1wIVIj3HoLYoASNwILwCw&bvm=bv.74649129,d.cGU&psig=AFQjCNGhlsnixoqG2nPiv1EdRkOC7TOIKg&ust=1409920467201394

Copyright NGA Human Resources. All rights reserved.

4

Simplicity is the new yardstick for HR and

Payroll.

But sometimes simple means things need to be more complicated in the

background...


New HR UX (User Experience)


2010+ Employees/Managers

2012+ HR Professional

2014+ Payroll Specialist

• Redesign of ESS/MSS• Updated UI’s, landing

pages• Embedded analytics for

managers

• Browser-based UI’s• Collaboration• Enhanced search• HR analytics powered

by HANA

• Real-time insight into payroll data

• Smarter reconciliation process

HR Renewal and Fiori: Improved Role Based Consumability


New HR UX: HR Renewal and Fiori

• HR Renewal is an SAP program aimed at delivering a consumer-grade user experience for the HCM roles. HR Renewal is an in-depth renovation across all HR processes. HR Renewal is positioned mainly for desktop use with a partial support for tablets.

• SAP Fiori is set of consumer grade mobile apps for the most frequently used SAP functions. It works seamlessly on desktops, tablets, or smartphones.


New HR UX ( User Experience ) – Access Options

HR Renewal : NWBC, Portal,

Browser

Fiori : Mobile Client, Browser


Roles for HR Renewal

Employee Self Service

Manager Self Service HR Professional

Payroll Manager Payroll Administrator


Apps for SAP Fiori

EmployeeMy Leave Requests

My Timesheet

My Paystubs My Benefits

Approve Leave

Requests

Approve TimesheetsManager

My Expense My Travel

Approve Travel

Approve Expenses

Approve Workflows


New UX: Best of WEB 2.0 Technologies ( aka UI5 )

HTML5 jQuery CSS3 Odata OpenAJAX LESS D3.js ARIA

New HTML JS Library Style/Layout Connectivity Interoperability Theming Data-Driven Docs

Accesibility

Same technologies as

used by Amazon,

Google, Twitter etc....

12 15 May 2013Copyright NGA Human Resources. All rights reserved. 12

Payroll Control Center Add-On


Payroll Process

Update

EE Info

Run

Payroll

Check Payroll Data

Report 1

Check

Result

(Legal)

Report 2

Check

Result

Run Testing

Check Posting Result

Done

How a Payroll Process (typically) works

• Go back and correct• Go back and correct


Start End

• Time consuming process!


Payroll Process with Payroll Control Center

Update

EE Info

Run

Payroll

Check Payroll Data

Report 1

Check

Result

(Legal)

Report 2

Check

Result

Run Testing

Check Posting Result

Done

How a Payroll Process (typically) works



Start End

• Time consuming process!

Start End

• Reduce the time to process• Payroll through more efficient

tools


Challenges in Payroll Analysis and Reconciliation

• Payroll data verification and reconciliation is manual, cumbersome and takes too long

• Disparate reports make it difficult to get clear insight

• Analysing what cause inconsistencies is a pain

• Dividing the work within the team is challenging

• Central view of multiple payroll status


PCC: New UX - Payroll Manager

Monitor Payroll Process Red or Green?

Logon Payroll Control Center

Payroll Process ManagerPayroll Process Manager

Bypass

Take necessary actions (Approval,

Confirm, etc.)Action required?

Check the detailed issues in particular

steps

Inform the team members and assign

tasks accordingly

Issue resolved

Update and check the result

Confirm and go to next step

Red

Green

No

Yes Yes

No

Payroll AdminPayroll Admin

Logon Payroll Cockpit

Monitor Task folder Task Available?Check the detailed issues in particular

areas

Resolve the issue and inform the

ManagerContinue other tasks

Do other stuff

No

Yes

Responsible that gross payroll calculation is accurate

Responsible that benefits payroll calculation is accurate

Responsible that garnishments payroll calculation is accurate

Responsible that taxes and net payroll calculations are accurate

Payroll admin grossPayroll admin benefitsPayroll admin garnish.Payroll admin taxes

Payroll process manager

• Responsible for the overall process • Ensures correctness and timeline• Triggers others to resolve issues• Signs off that all steps are executed correctly


PCC: New UX - Payroll Administrator

Monitor Payroll Process Red or Green?

Logon Payroll Control Center

Payroll Process ManagerPayroll Process Manager

Bypass

Take necessary actions (Approval,

Confirm, etc.)Action required?

Check the detailed issues in particular

steps

Inform the team members and assign

tasks accordingly

Issue resolved

Update and check the result

Confirm and go to next step

Red

Green

No

Yes Yes

No

Payroll AdminPayroll Admin

Logon Payroll Cockpit

Monitor Task folder Task Available?Check the detailed issues in particular

areas

Resolve the issue and inform the

ManagerContinue other tasks

Do other stuff

No

Yes

Responsible that gross payroll calculation is accurate

Responsible that benefits payroll calculation is accurate

Responsible that garnishments payroll calculation is accurate

Responsible that taxes and net payroll calculations are accurate

Payroll admin grossPayroll admin benefitsPayroll admin garnish.Payroll admin taxes

Payroll process manager

• Responsible for the overall process • Ensures correctness and timeline• Triggers others to resolve issues• Signs off that all steps are executed

correctly



Capabilities

• Calendar-based user experience to provide insight over all payroll processes

• Filters to navigate quickly between multiple payroll processes

• Process views per individual payroll process

• Status and progress bars to provide immediate understanding of the payroll process



Capabilities

• Main steps and substeps to model out unique payroll processes

• Color and icon information to provide real-time status information into the payroll process

• Framework that allows for transactional and nontransactional (communication) steps



Capabilities

• Payroll process manager enabled to execute all payroll process steps (like posting to accounting, running the payroll transaction, and the like)

• Process step views provided for selected SAP Payroll Processing transactions*

• Framework that allows add-in of customer-specific transactions and reports

• Payroll log to store all executed activities for audit purposes and allow manual add-in of additional information

* In FP1 SAP provides a new UX to the payroll control record, payroll driver, and reports in the context of posting, bank file creation, and bank transfer. More will follow in subsequent FPs.


Capabilities and benefits

• Payroll data validation and reconciliation activities can be distributed by a manager to payroll administrators

• Payroll administrators can be appointed to individual “work packages”

• Payroll managers have a real-time overview of payroll administrator’s workload



Examples for Pre Payroll Checks

• Lived-in/Worked-in

This check flags employees that work and live in different countries in the current payroll period (infotypes 1 and 6).

• Payment option exists

This check flags employees that are missing a given subtype of infotype 9 in the current payroll period. If the subtype is not set it will default to zero.

• Duplicate earnings in infotypes 8/14/15

This check flags employees that have the same wage type in infotypes 8, 14, or 15.

• Employment Percentage = Utilization


Examples for Post Payroll Checks

• Count Employees PaidThis check counts employees paid for this and the previous payroll period. If a threshold is configured it will show the payroll area only if the difference is above that threshold (in %).

• Wage Type Between LimitsThis check looks for a given wage type between limits, with employee grouping as optional parameters. It can be used for any number of business checks, such as “employee has a wage type”, “low retro calculation”, “high net pay” etc.

• Wage Type Exists for Employee with Given StatusThis check looks for a given wage type for an employee with a given employment status, with employee grouping as optional parameters. This can be used to check for existence of a wage type if an employee has a given status, e.g. terminated employees with pay.

• Wage Type Variance Between Periods Above Threshold (%)This check returns all employees where the variance in a given wage type is larger than a given percentage between this and the previous period. The base value (100%) is taken from the previous period. This check will only use actual results for in-period = for-period.

• Wage Type Variance Between Periods Above Threshold (absolute amount)This check returns all employees where the difference in a given wage type is larger than or equal to a given amount between this and the previous period. This check will only user actual results for in-period = for-period.


PCC: New UX - Payroll Administrator

1Receive work list from

manager

3Payroll admin evaluates,

corrects, and ensures error-free payroll

2Validation rules point out

potential issues


PCC: Advantages

Real-time insight into data inconsistencies and potential payroll

errors

Faster and smarter automation of reconciliation

activities

Reduced time to resolve issues and

inconsistencies

Highly intelligent business rules that automatically

identify potential issues pre- and post-payroll

Optimized processes for pre- and post-payroll data

validation

Workload distributed with role- based payroll control

center

Single sourceof truth

Personalizeduser experience

Real-timebusiness processes


Customers Feedback

“Minimize

Manual effort” The solution helps us to

minimize manual processes currently in place for auditing. This

solution is very impressive!

“Solves big pain points”

Great new innovation! Reconciliation is a big

issue and this can really solve it. The outlook to a ‘payroll process control

center’ is great. This can fully automate our

process and help us to get rid of an excel based

process.

“Saves millions”If this solution helps us to reduce just 1% of

our total payroll processing time this would already save

millions!

Top 5 of the largest pharmaceuticals

Top 5 of the largest BPO providers

Top 5 of the largest oil &

gas companies


Business Benefits

• Error free Payroll

• Very intuitive: savings on training costs

• Less paper work and administration costs

• Instant anytime, anywhere access: higher employee satisfaction

• Full Audit and compliance trails: no xls/notebooks logs

Fiori Mobile Apps and HR Renewal including PCC does NOT need any additional license.


References

• Air Products implemented Renewal in 6 weeks. Air Products has 20,000 employees and operations in more than 50 countries. This Video explains how.

• HR Renewal: Video from SAP

• HR Renewal: FAQs

• Payroll Control Center - Blog

http://www.youtube.com/watch?v=QkftFopaoYk

http://www.youtube.com/watch?v=fznpGGEOglE

https://websmp201.sap-ag.de/~sapidb/012002523100012775442014E

http://scn.sap.com/community/erp/hcm/blog/2014/02/13/improve-payroll-data-validation-with-sap-payroll-control-center-add-on

NGA Human Resources confidential. All rights reserved.

Roadmap

Internal drivers

Payroll

• Declustering selected countries

Payroll Control Center

• Real-time insight into data inconsistencies and potential payroll errors

• Distribute workload with role based Payroll Control Center


• Mass update for status change

• Employee search

• Filtering according to organizational criteria

Process Control Center

• New process driven UX framework for managing end-to-end payroll process

• EC Payroll integration


• Simplification of customizing/back-end configuration

• Free text for change reason, and ability to select multiple reasons

• Workflow

• View/maintain master data in control center

• Display audit log for reviewed items

• Back-end audit report

• Ability to add online documentation to checks

• Real-time/instant master data checks

• Support for stimulated results and option to run payroll directly

• Template business rules

Process Control Center

• Access to errors/warnings from payroll driver

• Configuration tool for process modelling

• Event triggering between process steps (workflow)

Renewal 2.0 Renewal 2.0 FP1 H2 2014

Solution today Planned innovations Under consideration


What you Need to run Payroll Control Center

• SAP ECC HCM on Enhancement Package 7

• HANA to improve performance


Looking for more information?

[white paper]

Reorienting HR to create The Employee Experience

Download the free white paper at http://resources.ngahr.com/reorienting-hr-create-employee-experience

[recorded webinar]

SAP Payroll Control CenterHow to Eliminate Payroll Data Errors in No Time

Replay the full webinar now: http://resources.ngahr.com/save-time-when-processing-payroll-sap-payroll-control-center

http://resources.ngahr.com/reorienting-hr-create-employee-experience

http://resources.ngahr.com/reorienting-hr-create-employee-experience

http://resources.ngahr.com/save-time-when-processing-payroll-sap-payroll-control-center

http://resources.ngahr.com/save-time-when-processing-payroll-sap-payroll-control-center

Leadership & Management

SAP Payroll Control Center: how to eliminate payroll data errors in no time