To provide an overview of the scope of a review relating to Higher Education Teaching Sessional staff to:
identify the current state management of time worked business processes across time recording, time tracking and time approvals, as well as payroll payments made;
note internal controls across the end to end process, and identify any weaknesses and recommendations to remediate; and
consider root causes and possible solutions to address issues with payroll inaccuracies across Higher Education Teaching Sessional staff.
Problem Statement
Since the implementation of Workday (including Time-tracking) and iChris, a significant number of overpayments and underpayments have occurred across Higher Education Teaching Sessional staff. This cohort represents 70% of approved hours processed in the system and is separate from PAVE casual teachers and Research sessionals.
Errors may be occurring up to 40% of the time payments are processed and has resulted in a material net overpayment balance impacting hundreds of staff. In addition, this issue is causing a significant amount of additional workload for Payroll and School Operational Support teams to investigate and rectify the discrepancies.
Scope of the Review :The following will be included in the review:
Higher Education Teaching sessional time tracking (from time roster, actual time recording, approval, and any amendments) and payroll end-to-end current state processes;
Review and validation of existing business process maps with stakeholders and via walk through with a sample selection, ensuring they capture the full end-to-end process (from commencement of workload allocation through to payroll and reporting);
Modification of business process maps as required, and noting internal controls;
Identification of all system handover points, including between Workday and iChris, any manual data entry points, and governance (approval) points across the end-to-end process;
Interrogation of raw data across each system, across system handover points, any manual data entry points, and process governance points through robust sampling to identify issues and root causes;
Review of a sample of erroneous payroll samples to identify and validate issues and root causes;
Identify recommendations to resolve issues and root causes, and to strengthen any internal control weaknesses noted;
Provide other recommendations to time management processes/system improvements if identified through the course of the review; and
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