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Enterprise Information Systems
Business Requirements Analysis
for
People & Organizations Division
HR Information System
Project No: 111111
06/14/2011
Version 1.21
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Business Requirements Report
HRIS Project, i
Disclaimer
This business requirements document is based on an actual information systems
project. In order to maintain confidentiality and operational security, all
references to company names, financial and operation data, and names of real
people (with the exception of the author) have been either removed or replaced
with fictitious names. Any relationship to existing people is strictly coincidental.
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Approvals
Project No.: 111111
Project Name:
HRIS Conversion
Priority: High
Target Date:
06/14/2011
Approved by:
Name Title Department Date
1. Robert Hammond Controller Accounting & Finance 03/15/2011
2. Dora Jar Director P&O
People & Organization 03/15/2011
3. Dan Level CTO EIS 03/15/2011
Prepared by:
A. Marsiglia IT Bus Analyst
EIS 03/01/2011
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Document Revision History
Document Version No.
Date Description of Changes By
1.0 06/07/2011 Initial Document Andy Marsiglia
1.1 06/09/2011 Insert items for metrics and reports Andy Marsiglia
1.2 06/10/2011 Change to recruiting section Andy Marsiglia
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Table of Contents
1 Overview ............................................................................................................................................... 1
2 Present Application ............................................................................................................................... 1
3 HR Application Requirements ............................................................................................................... 2
3.1 Core HR Functions ........................................................................................................................ 2
3.2 Recruitment ................................................................................... Error! Bookmark not defined.
3.3 Onboarding .................................................................................................................................... 4
3.4 Talent Management ...................................................................................................................... 4
3.5 Direct Access Portal ...................................................................................................................... 4
3.6 Reporting and Analytics ................................................................................................................ 4
3.7 Global Considerations ................................................................................................................... 5
4 Payroll Application ................................................................................................................................ 5
5 Conclusion ............................................................................................ Error! Bookmark not defined.
6 Appendix ............................................................................................... Error! Bookmark not defined.
Appendix A: New Hire/Termination Checklist .............................................................................................. 7
Appendix B: New Hire Forms List ................................................................................................................ 8
Appendix C: New Employee Setup Form ..................................................................................................... 9
Appendix D: Open Jobs Form ..................................................................................................................... 12
Appendix E: Sample Job Detail Form ......................................................................................................... 13
Appendix F: Search Open Jobs Form ......................................................................................................... 14
Appendix G: Applicant Job Response Form, Part 1 ................................................................................... 15
Appendix G: Applicant Job Response Form, Part 2 ................................................................................... 16
Appendix H: P&O SharePoint Features………………………… ……… ……………………………….…….17
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1. Overview
AMTempCo is presently using the Ultipro web-based Human Resources (HR) application from
Ultimate Software but most of the core HR functions are largely performed through the use of Excel
spreadsheets and manual checklists. This situation stems from the inception of AmTempCo by it’s
founding members when employees were transferred to the partnership and their personnel data was
consolidated on worksheets
At is founding, overarching need at AmTempCo was to quickly form an HR department and provide
supporting information services that would enable the staff to meet legal requirements, achieve SOX
compliance, provide effective payroll functions, and perform core HR services. Consequently, a
broad scope business needs and requirement report was not produced but rather, the core
infrastructure was created and essential HR information services provided by third party applications.
As AmTempCo has evolved, the company’s HR requirements have become more complex due to an
increase in staff size, applicant volume, and redesign of the HR department into the People and
Organization (P&O) Division. The P&O mission is to serve as a proactive, strategic business partner
that will:
Provide resources to assist employees in succeeding in their positions and effectively
managing personnel issues
Identify and provide strategic resources
Recognize, support ,and expand on existing best practices
Introduce and implement best practices in the form of policies, practices and programs.
An integral part of the P&O division’s ability to achieve its mission is to acquire appropriate human
capital management (HCM) software that has the utility essential for migrating from manual HR
functions and disparate IS functions to an integrated HCM solution that will provide robust self-service
facilities and professional HR management applications.
2. Present Applications
AmTempCo presently uses the Ultipro web-based HCM product from Ultimate Software to perform
core HR functions that include management of basic employee data, absence tracking, recruitment,
and payroll. For recruitment, managers submit job requisitions through Ultipro.
Applicants indirectly access the open jobs list from AmTempCo’s website that directly links to Ultipro.
Applicants may select a job position then enter their personal information and post a resume all of
which is managed within Ultipro. After an applicant is hired, P&O representatives use a largely
manual process, guided by a manual checklist, Appendix A, to set up the new employee. Using the
AmTempCo SharePoint site, a new employee can access and complete the new employee forms; the
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forms are not directly managed within Ultipro. A P&O representative will complete the Enterprise
Information System (EIS) Set-Up form, Appendix C, and then use the helpdesk ticketing system to
submit the requests to relevant personnel for fulfillment.
Payroll calculations are performed within Ultipro and checks are printed by Ceridian Payroll Services.
AmTempCo payroll accountants receive timesheets in the form of Excel spreadsheets and
consolidate the data into a single spreadsheet for the period’s total payroll. The totals spreadsheet is
uploaded into Ultipro where payroll calculations are performed and the results are uploaded to
Ceridian for PR check printing and tax filings.
The present Ultipro direct employee interface enables AmTempCo personnel to view personal
information and PR check stubs. The employee interface portal is not considered to be very intuitive.
In fact, employees rarely use the Ultipro employee portal and often forget their login credentials
because single sign-on is not being used.
Mercer Source 1 manages AmTempCo’s benefits and employees contact them directly. Employee
evaluations are created with the Performance Pro online employee performance evaluation system.
Ultipro is not used to manage employee training or provide a course catalog. The AmTempCo course
catalog, however, is accessible either through a link in the P&O SharePoint or by direct access to the
AmTempCo training website where course registration can be completed.
3. HR Application Requirements
3.1 Core HR Functions
3.1.1 Employee Data
3.1.1.1 Demographic and personal data
3.1.1.2 Skills inventory
3.1.2 Absence Tracking
3.1.2.1 Perform absence tracking
3.1.2.2 Enable employees to review their paid time off (PTO) for accruals and balances
3.1.2.3 Workflow to route and approval of PTO requests
3.1.2.4 Management review of PTO for metrics and trends
3.1.2.5 FMLA administration
3.1.3 Benefits Administration
3.1.3.1 Presently use Mercer Source 1
3.1.3.2 Desire to perform benefits admin within HCM application
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3.1.3.3 P&O SharePoint site provides information regarding types of benefits and links to
corresponding carriers.
3.1.3.4 Employee access for life-event changes
3.1.3.5 Metrics and reports
3.1.4 Compensation Admin
3.1.4.1 Define budget & model distribution against budget
3.1.4.2 Model distribution to show over/under budget amounts
3.1.4.3 Salary increase based on employee performance rating (performance based
compensation)
3.1.4.4 Workflow to electronically route compensation changes for approval.
3.1.5 Position Control
3.1.6 Time and Attendance
3.1.6.1 Employees use Excel spreadsheets to enter time data
3.1.6.2 Employee timesheets are consolidated into a single spreadsheet for upload to
Ultipro.
3.2 Recruitment
3.2.1 Recruitment Management
3.2.1.1 Requisitions are prepared within HCM Application (Presently Ultipro)
3.2.2 Candidate Self-Service
3.2.2.1 Open job list via AmTempCo website (Presently Ultipro). See Appendices D, E,
and F
3.2.2.2 Job application and resume submission within HCM Application (Presently Ultipro),
See Appendix G for present web-based form.
3.2.2.3 Utilize knock-out questions and job-specific key words
3.2.2.4 Utilize social media sites
3.2.3 Inform applicants when position is filled or withdrawn
3.2.4 Resume’ management and review for P&O personnel
3.2.4.1 Present system serves as a resume’ repository that contains over 20 thousand
resumes
3.2.4.2 Multiple query options including search by keyword, resume type, date range
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3.3 Onboarding
3.3.1 Automatically convert applicant data to new employee data
3.3.2 Include New Hire/Termination Checklist into HCM application. See Appendix A
3.3.3 Manage new employee forms within HCM application. See Appendix B for list.
3.3.3.1 Employee access and digitally signs forms
3.3.3.2 P&O staff to track progress of what has or has not been signed.
3.3.4 Include setup form for facilities, equipment, information systems into HCM application, See
Appendix C.
3.3.5 Store new hire paperwork and other forms, perhaps in PDF format, within a personnel
profile.
3.4 Talent Management
3.4.1 Salary Planning and Budgeting
3.4.2 Performance Management
3.4.2.1 Following functions use manual forms but it is desired to have the functionality
included in an HCM application:
3.4.2.1.1 Discipline review
3.4.2.1.2 Performance Improvement Plan
3.4.2.1.3 Exit interview
3.4.2.3 Manage quarterly/yearly goals
3.4.2.3.1 Manager review and edit
3.4.2.3.2 Employee review and edit
3.4.2.3 Perform online performance review
3.4.3 Employee Training and Development
3.4.3.1 Online course catalog (presently accomplished through AmTempCo training
website)
3.4.3.2 Online registration (presently accomplished through AmTempCo training website)
3.4.3.3 Skills inventory
3.4.4 Organization Chart
3.5 Direct Access Portal
3.5.1 Employee Self-Service
3.5.2 Manager Self-Service
3.6 Reporting and Analytics
3.6.1 Standard Reports
3.6.2 Custom Reports
3.6.3 Analytics
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3.6.4 Workflow and Alerts
3.6.5 Compliance reports
3.6.5.1 HIPAA
3.6.5.2 AAP
3.6.5.3 VETS-100
3.6.5.4 FMLA
3.6.5.5 OSHA
3.6.5.6 COBRA
3.6.5.7 EEO
3.6.5.9 Military leave/USERRA
3.7 Global Considerations
3.7.1 Customizations that can be made by user application administrators or EIS department
3.7.2 Security
3.7.2.1 Application login using existing active directory credentials for single sign-on
(Federated Identity Management)
3.7.2.2 Roll-based application security similar
3.7.4 Interface to Ceridian Payroll Services
3.7.5 Prefer SaaS environment
3.7.6 Paper reduction in all areas
4. Payroll Application
4.1 Overview
Payroll is not an HR function but rather is directly managed by the accounting department even
though the time and attendance data are processed within Ultipro. As previously discussed,
payroll calculations are performed within Ultipro and checks are printed by Ceridian Payroll
Services. AmTempCo payroll accountants receive timesheets in the form of Excel
spreadsheets and consolidate the data into a single spreadsheet for the period’s total payroll.
The totals spreadsheet is uploaded into Ultipro where payroll calculations are performed and
the results are uploaded to Ceridian for PR check printing and tax filings.
4.2 Payroll Functions
4.2.1 Manage employee PR records; salaried or hourly
4.2.2 Enter timesheet data
4.2.3 Set up and maintain tax tables for FICA, federal, state, city, and misc.
4.2.4 Allow for multiple pay types: regular, OT, double-time, holiday, PTO, vacation, sick
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4.2.5 Miscellaneous deductions, misc benefits, voluntary deductions, garnishments
4.2.6 Pretax deductions: 401k, cafeteria plans
4.2.7 Compute PR totals
4.2.8 Upload PR Data to Ceridian for check print and tax submissions
4.2.9 Payroll reports
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Appendix A: New Hire/Termination Checklist
Application
Material Submitted by Employee (e.g. Resume, Cover Letter)
Applicant Disclosure and Release
Job Requisition Form (Optional)
Offer Letter (NY Required)
Personnel Action Form
Compensation Plan (If Applicable)
Employment Eligibility Verification (I-9) with Proper ID
Colorado Affirmation Form (I-9) (If Applicable)
NCM Policies Acknowledgment
W-4
Direct Deposit Authorization Agreement w/Voided Check
Payroll Deduction Authorization for Charity 1/2 Day Program (Optional)
Confidentiality Agreement
Company Employee Guidelines Acknowledgement Form
Veterans Self Identification
Travel and Entertainment Policy
Proof of Insurance (If Applicable)
E-Mail Monitoring Consent Form
Security Awareness Policy
Add to Monthly Status Report
Sent paperwork to Payroll _____________(Date)
Add HRN Access/Assign Appraiser for HRN
Send Performance Pro email w/attachment
Add to Lawroom
Add to Anniversary & Birthday Lists
PAF
Add to Monthly Status Sheet
I-9 Filed Separately
User Deletion Email to Helpdesk
Terminate HRN access
Terminate Lawroom access
New Hire/Termination Checklist
Employee Name:________________________________
Termination Checklist
After Paperwork is complete:
Upon approval of background check and offer of employment:
Background Check:
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Appendix B: New Hire Forms List
The documents listed below will be reviewed, signed, and submitted to the P&O representative by new
employees. Detailed copies of each form are available on the AmTempCo SharePoint site at
https://AmTempCo.com/PO/Pages/New-Hire.aspx
1. Annual Movie Passes
2. Application Disclosure Release Form
3. Charity Half Day Payroll Deduction Authorization
4. Confidentiality Agreement
5. Direct Deposit Form
6. E-Mail Monitoring Consent
7. Employee Guidelines Acknowledgment Page
8. I-9
9. Information Technology Security Awareness Policy
10. Personnel Action Form
11. Policy Acknowledgement
12. Travel and Expense Policy
13. Veterans Self ID Request
14. W-4
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Appendix C: New Employee Setup Form
Please email this form electronically to the HR Dept.
Preferred Full Name (i.e. Kim vs. Kimberly): Click here to enter text.
Start date: Click here to enter a date.
End date: (only if temporary or contract employee) Click here to enter a date.
Department code: Choose an item.
Position being filled: Click here to enter text.
Direct Supervisor: Click here to enter text.
Department VP: Click here to enter text.
Cube/Office Location: Click here to enter text.
What type of position are you filling: Choose an item.
Network Active Directory Permissions: Who (need a name) has the same or similar permissions that you want your new employee to have. Click here to enter text.
Please Note: If the request for access is not specifically requested it will not be granted and an access form will be required once the new hire ticket has been resolved.
Access to Network shares and documents (provide server and share name path): (i.e. \\AmTempCofps05\newco) Click here to enter text.
Access to Group mailboxes (advise us if they need "send on behalf" rights): Click here to enter text.
Access to Distribution Email Lists (DL's such as "AmTempCo Denver Office"): Click here to enter text.
Access to a Server or Database (such as FTP rights): Click here to enter text.
Application Access: Please list any application access that you want your new employee to be able access. (Please only select one per field) Please note if DEV, TST, TEST, or PROD Environment in the 2
nd column.
Application: Environment:
Choose an item. Choose an item.
Choose an item. Choose an item.
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Choose an item. Choose an item. Choose an item. Choose an item.
Software Installation: Please list any software that you want your new employee will need.
*The software listed may be subject to being charged to your Dept & may require VP approval
Choose an item. Choose an item. Other: Click here to enter text.
Choose an item. Choose an item.
Choose an item. Choose an item.
AmTempCo Intranet Portal: (Share Point) New employee/temp will be granted read-only permissions,
unless otherwise requested. Please list each URL/address for section he/she needs access to and what
kind of permissions are to be granted. Click here to enter text.
Equipment:
Laptop or Desktop Docking station Flat Panel
Other: Click here to enter text.
Remote Shipping Address: (if applicable) Click here to enter text. Click here to enter text. Click here to enter text.
Phone: (Denver Office only) Is a desk phone needed? Yes No Is there already a phone in the office/cube: Yes No
If yes, what is the extension on the display? Click here to enter text.
If additional extensions are needed please list.
FaxCore: (Denver Office only)
FaxCore fax number required: Yes No OR Group fax already set-up: Yes No Group name: Click here to enter text. Group Fax number: Click here to enter text.
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NOTE: Long Distance charges will apply
Choose from the following AmTempCo Wireless Options;
Please click on the link to get a cell phone authorization form. Cell Phone policy
NOTE: Sales Representatives, Field Operations Technicians, and Directors and above do not need SVP and CFO approval before receiving a cell phone or data device.
Wireless Air card: Yes No Droid phone: Yes No Blackberry phone: Yes No Please contact the help desk if you need assistance in choosing between a droid and blackberry. If you would like to wait for the new user to start please just make a note in this section and it may be a few days to acquire the equipment.
If Porting An Existing Cell Phone:
Complete the following information for a mobile phone if this employee has an existing personal mobile number to port to the AmTempCo Sprint wireless account or does he/she prefer a new mobile number?
NOTE: If a personal mobile number is ported to the AmTempCo wireless account, it will from this point forward, be owned by AmTempCo and you will not be able to acquire this number back as a personal mobile number, at the conclusion of employment with AmTempCo.
Cell phone number ------------------------------------------ Click here to enter text.
Cell phone provider ----------------------------------------- Click here to enter text.
Account number on the bill --------------------------------Click here to enter text.
Name on the bill --------------------------------------------- Click here to enter text.
Billing address ------------------------------------------------Click here to enter text.
If requesting a new mobile number:
Name of city and state for service ---------------------- Click here to enter text.
Service area zip code ------------------------------------- Click here to enter text.
Full address --------------------------------------------------Click here to enter text.
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Appendix D: Open Jobs Form
Available: https://rn11.ultipro.com/NAT1017/JobBoard/ListJobs.aspx?__VT=ExtCan
AAMMTTEEMMPPCCOO
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Appendix E: Sample Job Detail Form
AAMMTTEEMMPPCCOO
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Appendix F: Search Open Jobs Form
Available: https://arn11.ultipro.com/AMTEMPCO1017/JobBoard/SearchJobs.aspx?Page=Search
AAMMTTEEMMPPCCOO
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Appendix G: Applicant Job Response Form, Part 1
Available: https://am11.ultipro.com/AMTEMPCO1017/JobBoard/NewCandidateExt.aspx?__JobID=*B246F
AAMMTTEEMMPPCCOO
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Appendix H: Features of P&O SharePoint Site
1. Welcome Window
2. All P&O Forms in following groups
2.1 Benefits
2.2 Payroll
2.3 Policies
2.4 EIS
2.5 New Hire
2.6 Recruiting
3. Benefits with following subsections
3.1 401K
3.2 Charity
3.3 Leaves of Absence
3.4 Employee Discounts
3.5 Health
3.6 Life and Disability
3.7 Wellness
4. Carrier Contacts
5. Community
6. FAQ
7. AmTempCo Mission Statement
8. New Hire Introduction and Forms
9. Policies
10. Recruiting with following subsections:
10.1 Recruiting Process
10.1.1 Requisition Forms: Link to appropriate documents
10.1.2 Reviewing Resumes: Link to Ultipro
10.1.3 Interviewing Applicants: Link to Ultipro
10.1.4 Hiring
10.2 Recruiting Tips: Link to Ultipro
10.3 Recruiting Forms