Business Requirement Statement

Business Requirement Statement

Entity: Payroll Processing Department, City of Albuquerque, New Mexico

Problem Statement:

The City of Albuquerque has 6,500 employees. Weekly payroll processing is ineffective and cumbersome under the current method.

Opportunities for improvement:

1 - multiple locations, frontline in processing preliminary data regarding employee time card

2 - hard copy time cards are still utilized

3 - submittal of hard copy cards and backup media, i.e. doctor appointment, vacation time taken

Requirements Issues

We have determined the need to remove any of the processing from the department heads. This will allow the department head to become more of a leader rather than being mired in the gathering and resolving of time-card issues on a weekly basis. Approximately 5 to 8 hours a week are spent by the department head in the gathering, reconciling and formatting for processing of the time cards under the current system. The onus of some of this processing issue, necessary for the appropriate tracking of the employee time, is to be shifted to the employee.

Development of an electronic input system for each department that allows for interfacing with the current payroll system with-in the network is the first step. If the current system is not compatible with hardware, software products on the market, then an over haul of the payroll system which would add the aforementioned employee tracking device will be proposed. Time card adjustments, vacation time, doctors notes require hard copy documentation. This documentation will be required to be presented at weeks end, or in the case of a late Friday afternoon appointment, by start of business Monday. This information will require the most processing on the part of the department head. Whether the information is gathered for an inter-office package or it is scanned and sent as a file along with the departments e-cards.

These system and process changes address the needs, as outlined by our project team, of the City of Albuquerque Payroll Department. As our project develops and additional research is completed this week, we will