Action Plan for Conversion to Electronic Payroll Advices

Action Plan for Conversion to Electronic Payroll Advices

STATEMENT OF PURPOSE:

The Community Colleges of Spokane is increasingly using online tools to increase efficiency and provide convenient access to information and online transactions 24 hours a day, 7 days a week.
More and more of CCS's business transactions are online as well, improving efficiency and saving money.
As another step forward, CCS is providing all employees with the option of payroll direct deposit and online access to their payroll records. To achieve cost-savings, we are converting from paper payroll advices to electronic notification through "Employee Earnings History".
Assistance will be provided to employees who need to sign up for direct deposit or who need more information to access "Employee Earnings History".

ACTION PLAN:

DATE DONE	DATE DUE	WHO	ACTION
			Before we Begin
3/13/04	3/12/04 4/1/04 5/1/04	DW	Create a timeline for implementation Implement Direct Deposit for part-time employees Implement Electronic Payroll Advices
3/15/04	3/16/04	DW	Revise Business Office Procedures to allow direct deposit of payroll checks for part-time employees (including student employees) as well as full-time employees.
	March		Notify Administrators
3/15/04 3/22/04	3/15/04 3/22/04 4/2/04 4/12/04 4/30/04	McDermott McDermott Walker Walker O'Connor Walker/O'Connor	Provide information to Executive Staff and Administrators AHE/Executive Committee Cabinet District Administrators meeting District Council Classified staff training SCC, SFCC, IEL Administrators meetings
3/22/04	3/23/04	McDermott	Ask Presidents to assign a liaison for their campus to work with payroll. Department Admin. Asst. Identify campus computer and staff resources.
	3/24/04	Walker	Email Information Systems Managers at District, SCC, SFCC & IEL Discuss "acceptable use" policies Provide computer security information to users Identify resources

	3/25/04	Walker/O'Connor	Meet with Financial Aid departments SCC/SFCC: Provide Work-study Placement offices with direct deposit information for students, including procedures for bank account changes. Discuss alternatives to Student check holds.
	3/26/04	Walker/O'Connor	Headstart department: Discuss problems and solutions.

	April		Notify Staff

	3/19/04	Mktg/PR	Create recurring email reminders on outlook to send each payday reminding employees to check their online paycheck.
3/24/04	3/22/04	Mktg/PR	Create a Question and Answer document to provide to Employees and post on CCS payroll website.
	3/23/04	Mktg/PR	Develop a simple icon for point&click
	3/31/04	Walker	Send district-wide email information & Direct Deposit forms
	3/26/04	O'Connor	Reprint SID & PIN & include with paychecks on 3/31, 4/9, 4/15
	3/29, 4/19, 4/26, 5/3	Mktg/PR	Put articles in "On The Inside" CCS newsletter and student newspapers
	4/2/04	Greg Stevens	Brief representatives of bargaining units.
	4/12/04 4/26/04	Walker/O'Connor	Provide training sessions: SCC/SFCC/IEL SCC/SFCC/IEL Training for outlying areas (ie. Colville)
	?	Walker/O'Connor	Provide training for Facilities, 6am, 10pm
	4/30/04	Mktg/PR	Other marketing tools: Posters for Dept Secretaries Table tents for cafeterias Flyers
	4/30/04	Mktg/PR	Create PowerPoint presentation to be available on the Employee Compensation internet site.
	May		Begin Electronic Payroll Notification & Direct Deposit
			When the items above have been successfully completed, and all employees have been notified, discontinue printing and mailing of advices.
	Fall Quarter		Do it all again