Anyone involved in administrative processes is familiar with the annoyance of redundant work. The tipping point for Weber State University was triple inputting of data; yes triple. Administrative staff in various departments had to input data for faculty supplemental and adjunct pay three times. That is three times the work and three times the possibility for human error.
“We recognized the insanity of the triple-down effect and decided to investigate how Ellucian could help improve and increase our efficiency in this operational process,” recalled Debbie Hansen, program development administrator at Weber State University.
Hansen and others collaborated with Ellucian to develop the Faculty Load and Compensation module in Banner by Ellucian that allows staff to input course setup details directly and input pay details at the same time, virtually eliminating the second and third input processes.
“We affectionately call it ‘FLAC’ because it has significantly reduced any ‘flack’ we have experienced in the past due to the laborious and inefficient process previously used,” laughed Hansen.
The new FLAC system has automated the coordination between course setup and the final instructor pay, allowed staff to better track instructor pay to prevent overpaying an instructor or missing one, and reduced the amount of staff time and resources required in the payroll process. In the Payroll Office, staff now spend 8 rather than 80 hours each semester verifying pay and processing job records. The Payroll office also reports that the new FLAC process has reduced the amount of paperwork submitted to their office because each instructor is paid with one job record for multiple courses. Over in Continuing Education, the staff is spending 12 rather than 105 hours each semester administering all of the steps in the payroll process. Their office also is managing a lot less paper: now a single payroll report is generated in an Excel format, rather than hundreds of individual personnel action requests that had to be filed in the past. Here is a picture of Pete. Pete is very happy. Pete is very happy because the final FLAC payroll report fits very nicely into the one file folder he is holding (instead of six binders) showing the comparison of paper savings alone because of FLAC!
And lastly, instructors are now paid with 99% accuracy and on time each semester.
Major players in the implementation of this new improved process included Lisa Allen and Bryce Yearsley in WSU’s Payroll Office, and Clayton Anderson, Debbie Hansen, and Pete Jackson from WSU’s Continuing Education.
The team’s efforts earned them the award for Outstanding Administrative Process or Service Honor of Excellence Award from UPCEA. Kudos to the team at Weber State University for achieving this great leap in efficiency and time savings.
(*) Top picture (L to R): Jessica DuPont, Oregon State, with award-winners Debbie Hansen and Clayton Anderson, Weber State, and Reed Skull, 2011-12 UPCEA Region West Chair, University of Wyoming