Agenda - 06-14-2001-4d - Laserfiche WebLink

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.Orange County Needs Assessment Project PAYROLL: Page 11 Issue 1: All off-cycle adjustments must be calculated and entered manually. Retroactive pay adjustments and wage calculations for new employees starting during the pay cycle are two. examples of manual processing that would be automated in an updated payroll system. Issue 2: For same departments, employee travel expenses can be required to be manually reported on up to six (6) sepazate farms. A flexible reporting tool would allow the County to create a travel template for recording employee expenses, reducing the number of paper forms generated. The appropriate supervisor would approve the report electronically. Issue 3: The yeaz-end payroll accrual is currently being performed manually. This is a labor-intensive process that is an automated function in most new payroll softwaze applications. Issue 4: All adjustments to employee W-2 forms must be handled manually in the existing system. This is critical information that is supplied to the employee, the IRS, and all other applicable government entities. The automation of this process .would reduce the possibility of issuing an incorrect farm. PURCHASING: Issue 1: Purchase requisitions are created by the departments and sent to Purchasing far processing. While the requisition form may be automated through a desktop application, it is not integrated into any part of the existing financial system until a purchase order is actually cut by the Purchasing Department. Since the present system provides no tracking capability the actual status of a requisition in transit cannot be determined. This presents the opportunity for significant delays of an order. A standazd purchase order system, installed on a network, would allow for the electronic submission, approval and tracking of all orders. Issue 2: Information submitted on purchase requisitions is often inaccurate and/or incomplete, which requires additional Purchasing staff.time to verify such information as account numbers and/or account balances. Further, it involves time for the Budget Office as well, since the status of any pending budget transfers is determined prior to returning the order to the originating department. A purchase order system could be configured to require a correct account number and budgeted funds before allowing the request to be forwazded to Purchasing. Issue 3: Vendor applications must be entered and maintained manually by Purchasing department personnel. Additionally, since the Purchasing system does not maintain a commodity code listing, the vendor is required to enter a descriptive list of its goods or service offerings. This process results in additional manual entry and a vendor database