Oracle Payroll Questionnaire

Business User(s) Questionnaire for Oracle Payroll Q.No .

Question

Type

How do you maintain your Payroll data? How do you audit your Payroll data? Which operations/processes do you want to streamline for Payroll? Which operations/processes do you want to eliminate for Payroll? Are there any time-intensive Payroll operations/processes that need to be addressed? How do you close an accounting period for Payroll? Is the schedule to close an accounting period for Payroll documented? How long does it take to close an accounting period for Payroll? How long should it take to close an accounting period for Payroll? Is closing an accounting period for Payroll a hard close or a soft close? How are adjustments to closed periods for Payroll handled? How do you open an accounting period for Payroll? Is the schedule to open an accounting period for Payroll documented? How long does it take to open an accounting period for Payroll? Who performs the tasks associated with opening an accounting period for Payroll? Who performs the tasks associated with closing an accounting period for Payroll?

Process Process Process Process Process Process Process Process Process Process Process Process Process Process Process Process

Where in your accounting cycle do you run standard reports and statements for Payroll? 16 What business performance statistics do you monitor for Payroll? 17 What are your Payroll reporting requirements with respect to functional vs. foreign currencies? 18 What are your Payroll reporting requirements with respect to summary or detail formats? Obtain report listing. 19 What reports do you currently generate to meet your Payroll reporting requirements? Provide examples of each. Include source (could be manual), user, frequency, or number of copies. 20 Is there any Payroll reporting requirement that your current set of reports does not meet? 21 Are Payroll reports standard across multiple Sets of Books, for example, subsidiaries?

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Response

Revisit Y/N

22 Are Payroll reports standard across multiple levels within a Set of Books, for example, divisions? 23 What account codes and/or descriptions are required on Payroll reports? 24 Do you provide a "key" of content/information somewhere on the Payroll report? 25 What Payroll reports are grouped together on a regular basis and printed in one print run? 26 Who receives a copy of the Payroll reports? 27 What is the criteria for determining who should receive a copy of any Payroll report? 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42

How do you update a Payroll report’s distribution list? Is the process to update a Payroll report’s distribution list documented? How long does it take to update a Payroll report’s distribution list? How long should it take to update a Payroll report’s distribution list? Who performs the tasks associated with updating a Payroll report’s distribution list? Is there any requirement for online (softcopy) distribution and/or remote location printing for Payroll reports? Do some of these Payroll reports belong in report sets? Always being run together? Do the separate business units run their own Payroll reports? What type of printers do you run Payroll reports (including checks, purchase orders, and so on) on? Where are they located? Do you run Payroll reports for different companies or cost centers? Do you have security requirements on who can enter data for Payroll? (for example, by company? by cost center?) Do you have security reports on who can run Payroll reports? (by company, by cost center, and so on) Will there need to be terminal security for Payroll? Do you run security reports on a regular basis for Payroll?

Do you have documentation on your current system security requirements for Payroll? 43 Map each GL user to a menu structure. Will any new ones need to be created for Payroll? 44 Do you review requirements for validation rules, allowing certain Payroll accounts to be valid with only certain other values. 45 Describe your companies’ organization. 46 Include any organization hierarchy charts. 47 How many states and countries, if applicable, do you pay employees? 48 Do you have any unions or bargaining units? (How many? 49 What system(s) do you currently use to process your payrolls?

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Setup Setup Setup Setup,Process Process Process Process Process Process Process Process Setup,Process Setup Process,Performance Setup,Performance Process Process Setup,Process Setup Process Process Setup,Process Setup Setup Setup Setup, Metric Process, Metric Process

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How many users? How is the response time of your current system? Do you have any PC files in: Lotus 1-2-3 Dbase? Excel? WordPerfect? Word? Others? Do you currently use or plan to install an Interactive Voice Response (IVR) system for payroll? Are there any other interfaces to other systems (Mainframe, PC, or manual) you have not told us about? Do you have needs for scanning? What are your online help/documentation needs? How many active employees do you have? (FTE, if applicable) How many terminated employees do you have? (FTE, if applicable) How many pension employees do you have? (FTE, if applicable) How many dependent employees do you have? (FTE, if applicable) How many non-employees (Contractors)do you have? (FTE, if applicable) How many employees support your payroll department? Include a current payroll department organization chart. Is your payroll department centralized or decentralized? Walk through your current process of entering a new hire into your payroll system. Include timing aspects of how the new hire data is gathered, entered into the system and when the payroll is run. Walk through your current time entry process.

Performance, Metric Performance Process Process Process Process Process Process Process

Include timing aspects of how and when time is collected and entered into the system. Include copies of time card/sheet if applicable. Walk through your current payroll processing cycle. What types of payroll frequencies? What is the volume of employee per payroll? Include timing aspects of deadlines, elapsed time of process during payroll, and any production down time due to pay processing. How many taxing entities do you have? Do you pay in states requiring city or local taxing?

Process, Metric Process Process Metric Metric

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82 What taxing methods are used? 83 How are your employee status’s defined? (Ex. Active, on-leave, terminated, part-time, hourly, and so on) 84 Are your employees automatically paid or time card required? 85 Do you pay and track pension employees? 86 If you have unions, do you track any additional information than you would for a nonbargaining employee? 87 Do you have employees working in different shifts? 88 Do you have any seasonal employees? 89 What is your turnover rate? 90 Are salary increases done mid-pay? 91 What is the percent of salary employees vs. hourly employees? 92 Do you have a need for mass rate increases? Do they need to be done retroactively? 93 What types of standard hours are required? 94 Do you have salary employees that have split their salary between multiple cost centers? 95 Do you have any special pay processing requirements? 96 Is your overtime calculation standard? 97 Do you process any garnishments? (Volume?) 98 How many different types of deductions are currently set up on your system? 99 What kinds of deductions are currently set up on your system? 100 Are there different deduction frequencies currently set up on your system? 101 How are deductions entered? 102 How many different payment types of deductions are currently set up on your system? 103 What kinds? 104 Frequency? 105 How are they entered? 106 Do you process any shift differentials? 107 Do you process any bonuses? 108 What’s the calculation? 109 Frequency? 110 Do you pay commissioned employees? 111 Do you do split week processing? What is the calculation? 112 Is there a need for holiday pay to be automatically generated? 113 Is there special processing required for holiday/PTO, etc.

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Are there different groups of employees that receive different holidays? Do you do tip processing? Do you pay 3rd party sick pay? What kinds of deferred comp plans do you have? What kind of taxable perq’s do you process (for example, company car, company plane, awards, contest, prizes, merchandise, employee discount, or relocation)? What kind of balances are kept? Do you need to pay annuities, profit sharing distributions, and so on? How much historical data do you currently have? What types of data require history? What is your purge criteria? What is your check format like? Is it the same for all employees? What type of auditing do you require? What other systems do you interface to? (General ledger, personnel, benefits, and so on) In what medium does the interface occur? Are the other systems Oracle systems? What outside vendors do you interface to? Do you process an ACH tape for direct deposits? Do you receive one back for reconciliation? Do you have other non-ACH deposits? Do you currently use a labor distribution system? Is it part of the payroll system you currently use? Describe its structure. What other systems does labor distribution interface with? What types of reports do you currently have? Volume? Frequency? Get 1 page sample of all reports. (Include sort & breaks) Who is responsible for submitting on-demand report requests? Who is responsible for creating or modifying reports? What tool does this person(s) use for creating or modifying reports? How long does it take to create or modify reports?

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