Company Objectives

By 912573 | Updated: Sept. 15, 2021, 3:53 p.m.

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Workday AMS Hackathon 2021
Business Process Optimization PECI TRANSACTION TRACKER
19 APRIL 2021 Workday Rising Anand Karunakaran Amit Singha Roy
178_PECI TRANSACTION TRACKER _WORKDAY_CORPFUNCTION
Business Process: Business Process Optimization:-  
1.Business Scenario / Problem Statement
PECI(Payroll Extract Connector Interface) in Workday is a payroll integration that sends employee payroll data to local payroll system (country specific payroll providers).
Proposed Solution
All details of PECI file transactions will be captured in a file including pay groups processed, employees processed per pay group, pay group kick off time, completion time and the completion status(success or failure). All these captured details will be sent to users via an email.

Application Owner: Frederic Prochilo/ Lesley Boxall
Idea Description:
Track all PECI (payroll) transactions at one place and it can be accessible via U
This solution will help business/DSM team to plan and execute Country specific payroll calendar efficiently
Business Impact:
1.Business User: Local Country Payroll providers, DSM Leads (Digital Services Management) and Sanofi ITS Leads
2.The users are spending effort to identify the missing payroll data. They are updating the payroll system manually for every change happened for an employee, and this effort can take 1-2 business days based on the volume of data to be updated.
3.Currently there is no tracking system to find out how many pay groups & how many employees per pay group were updated and for which pay period. So, users must verify every record received in the file against workday data manually and this is time consuming.
Business Benefits:
1.The proposed solution will identify processed vs not-processed records and notify users with required details (Pay period, Pay group id, Name, country, no of workers, processed, status etc.) via email incase of error or delay
2.Business users will be notified in advance, so they can communicate with local payroll providers to take necessary action like update the data manually using the details sent via email if urgent or can wait until the file is retriggered in next schedule or can retrigger it themselves and track it on urgency.
Feasibility to implement:
1.PECI transaction tracker can be implemented in HRG (Workday) domain and will be integrated with existing PECI interface.
2.Workday Custom report, TIBCO BW, and Oracle SQL will be the technology stacks to implement this solution.
3.Please refer to the “Proposed Solution” section in the previous slide.
Effort Estimation:
18.10 man-days of effort needed for the development of the solution.
Additional Details:
Not applicable at this time, however, a step-by-step User guide will be created once it is live in production.
Risks:
All required steps to implement this solution don’t have any dependency on any other teams, so no risk is identified..
Business Concurrence:
1.We had a discussion with Lesley and Satya/Naresh presented it to Frederic.
2.This idea was approved by Frederic.
Key Highlights:
1.The local payroll providers can use PECI transaction tracker UI to update their local payroll systems, so their 1-2 days of effort is much reduced.
2.87% reduction (from 8 hours to 1 hour) in time taken for users to manually identify the pay group processing details of processed employee records in case of payroll file failure in Workday application.
Please refer to the Use Case for this solution:
ISSUE DESCRIPTION:
1. We had recently faced an issue that PECI files were not delivered to TIBCO server from workday due to control M job failure. Due to this PECI processing delay, the file was not delivered to TIBCO server on time at 5 AM CET, instead it was delivered at 1 PM CET (processed manually) on DEC 1st, 2020.
2. Secondly, the December month’s Payroll file processing for UK and Ireland, did not run properly as it was considering November month’s pay period instead of December Month because of incorrect PECI schedule on TIBCO.
3. To Address point 1 and 2, we have manually generated and triggered the required pay groups from Workday for correct pay period. These files were manually delivered to TIBCO server for processing. But the processing time took longer than usual because issue 1 was resolved by that time and many files were received in between. As per the current implementation, there is no kind of dashboard to check what files are currently being processed. So, until noon 12 PM CET, it did not complete, as it was blocked by the other files which were in InProgress status. Business had already lost enough time at this stage. Please refer to PECI Transaction Tracker.
Looking back at the root cause of this issue and to overcome the issue, we are waiting for this idea to be implemented to save everyone’s time.
1. PECI Transaction Tracker:
A real time GUI tracker for PECI pay group file processing.
This would have showed us when was the PECI file triggered, generated, processed and for what pay period.
Business would have identified that the pay period is wrong at the very beginning and the necessary actions would have been taken immediately on 1st December. we wouldn’t have lost a day!
If the same pay group is processed more than once, it would have been also identified, processing would have been skipped by this functionality automatically.

Company Objectives

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