Our goal: We’re tapping statewide expertise and establishing consistent best practices to increase the efficiency and accuracy of payroll processes in Oregon state government.
Why are we doing this now? A recent comprehensive study of a variety of state procedures and programs found there is ample room for improvement in the state's payroll services. For example, Oregon's cost per employee services is high compared to other states and similar organizations, and our processes are heavily manual. With this project, we have an opportunity to eliminate unnecessary, duplicated efforts at the enterprise level and leverage existing solutions.
What the project involves: In order to reduce errors, improve customer service and create efficiencies, we're working to compile and review best practices and make recommendations for statewide improvement in payroll and related services.
This project is not a recommendation for a new or different IT system, however we will have looked at existing timekeeping systems that could be shared. It looks to create shared service centers for payroll administration based on business alignments within state agencies. The project focuses on payroll, benefits coordination, and will include time and attendance processes (for example, capturing and recording employee time and attendance in order to accurately calculate employee payroll, leave accrual, and usage balances).
How are we moving forward? After reviewing industry best practices, the Payroll Services Project Team launched a pilot group in spring 2014, including: DCBS, DOJ and DOR. Over the past several months, staff from each agency have been working to design a new payroll office, supporting the three agencies. The new office has conducted baseline customer service surveys, developed best-practice processes, integrated technology and established service level agreements. With a strong foundation laid, the new Shared Payroll Office opens for business in early 2015.
A second pilot group is at the beginning stages of a similar process to develop a shared office that supports employees working multiple shifts, seven days a week.
Lessons learned from the two pilot groups will help fuel improvements across state government.
The Shared Payroll Office is on track to open for business in March 2015 at the Department of Justice Building, 1162 Court St. NE.
Employees may access the office with a click, a call, or a visit. A central phone number and email will help ensure a quick response and, while appointments are preferred, the Shared Payroll Office can handle walk-ins too. A message announcing the office opening went to employees in December. Details, including the office email and phone number, will be sent to agency staff in the coming weeks.
Months in the making, the co-located office is the product of intensive work by staff in all three agencies to conduct baseline customer service surveys, develop best-practice processes, integrate technology and establish service level agreements.
Pilot Two: Dept. of Transportation, Dept. of Fish and Wildlife, Dept. of Forestry, and Parks and Recreation (ODOT/ODFW/DOF/OPRD)
Committee members have been established and payroll experts to support the process mapping have been identified. In addition, a shared services agreement has been drafted and is in the process of agency review.
The committee will meet this month to set timelines for the payroll process mapping, establish priorities to identify best practices and engage with payroll techs to identify opportunities to increase efficiency.
• Define common customer service levels across agencies
• Explore timekeeping systems to be used by all agencies
• Establish agreement for employee “sharing” among agencies
Office of the Chief Operating Officer
Department of Administrative Services
State of Oregon
|Learn more about the work of the Office of the Chief Operating Officer and the Statewide Initiatives team.|
Project Documents (pdf)
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