DPM Reforms Workshop 2023: Rise Up, Step Up, Speak Up for Payroll Upgrade
The Department of Personnel Management is embarking on a reform journey with the Rise Up, Step Up, Speak Up workshop in 2023 to upgrade their payroll system from the outdated Version 12 to higher versions with new features. Deloitte's findings highlighted the need for system upgrades, improved HR policies, and addressing human errors for a more efficient payroll system.
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DPM REFORMS WORKSHOP 2023 27th November - 1st December 2023 APEC House Rise Up, Step Up, Speak Up Department of Personnel Management MANAGEMENT INFORMATION SYSTEMS & SUPPORT SERVICES DIVISION PAYROLL UPGRADE www.dpm.gov.pg
Presentation Outline Rise Up, Step Up, Speak Up Overview on GoPNG Version Upgrade (Ascender Pay) 1 Department of Personnel Management 2 Payroll Upgrade Update Roles & Responsibilities of Agencies 3 www.dpm.gov.pg
Why the Version Upgrade? Current Version (V12) is obsolete and unsupported. Rise Up, Step Up, Speak Up Department of Personnel Management Higher versions of Ascender Pay IHRP System has new features that will solve some of the short falls (Automation of GO - eRecruitment, Time & Attendance, Web Self Service, Termination Calculator) www.dpm.gov.pg
Brief History Version 8 Current system purchased from Concept Australia 2003 Rise Up, Step Up, Speak Up Department of Personnel Management Version 12 Upgraded to a higher version 12 years 2023 Version 22 Upgrade to Version 22 8 years 2015 www.dpm.gov.pg
Background NEC (#) decision in 2017 to undertake payroll audit. 2021 Deloitte engaged to audit the government payroll system. 2022 Deloitte audit findings/recommendations released Rise Up, Step Up, Speak Up Department of Personnel Management www.dpm.gov.pg
Deloitte Findings 1. Review of the Payroll Data. There were a lot of other minor findings which the team identified as a result of human errors, lack of system controls for certain fields in Alesco and lack of policies configured into the system. Rise Up, Step Up, Speak Up Department of Personnel Management 2. Review of the Alesco Payroll System. The Alesco system is a reliable and convenient system, however, the system is outdated and requires an upgrade from the current version 12 to the latest version available at the time of implementation to improve system functionalities and reduce inconsistencies and errors. 3. Review of the HR Policies and the Devolution of HR Powers. There are a lot of flexibilities and acceptance with the General Orders (GO), inconsistent implementation and misinterpretations of GOs across agencies which have led to agencies creating their HR practice (legacy issues). Additionally, during the period of the devolution of HR powers, HR Heads were given the power to make HR decisions which led to the abuse of some of the HR decisions www.dpm.gov.pg
Payroll Upgrade Installed Version 22 Training & Development Rise Up, Step Up, Speak Up Department of Personnel Management Data Cleansing. All development work - Technical work. Training (End-users, ToT) www.dpm.gov.pg
Cont Rise Up, Step Up, Speak Up Department of Personnel Management Cleansed data is then given to DoF to deploy on Production. After completion of Data Cleansing and general configuration, cleansed data is deployed to DPM s development environment. www.dpm.gov.pg
Cont4 Phases of the Upgrade (Currently in phase 3) (Client focused (MBPA, MBPHA, DPM),Target: WSS (automation of workflows); (GO 3 ); Position Cleansing; Employee Cleansing; Termination Calculator (Offline Process, Leave Records, Target Years for leave update) , Outline specific tasks for targeted areas (Work Plan / Schedule of activities) TOR, Determine policy base (Applicable GO s),Relevant Policy Documents (GO 5th edition, HR BP Manual) (Purchase of V22; Consultancy Service Implementation Plan & Project Charter, Established Working Teams, purchase of dedicated file server) Agreement Rise Up, Step Up, Speak Up Department of Personnel Management Installation Configuration Training Mobilisation (Installation Part 1 (Virtual Box), Installation Part 2 (LAN), Server Scope and Audit, Technical Assessment, Preps for technical assessment of the upgrade) User access, Position loads, New Hires) www.dpm.gov.pg
Roles & Responsibilities of Agencies Rise Up, Step Up, Speak Up SWITCH OFF THE OFFLINE PAYS (TERMINATION CALCULATOR) RETROSPECTIVE PAYMENTS TRAINING FOR USERS ON ASCENDER Department of Personnel Management Agencies to use proper processes for retrospective payments of all other entitlements Provide list of users to be trained using Request for User Access Form Agencies to update Leave Credits for all their employees www.dpm.gov.pg
Roles & Responsibilities of Agencies DATA NID Mandatory Fields in Ascender Pay Rise Up, Step Up, Speak Up Department of Personnel Management CLEANSING Agencies to liaise with PS NID Team to complete registration for their employees provide report on employees numbers to DPM helpdesk. Agencies to obtain existing data in the system on Employees, Leave, Occupancies, Codes, Pay etc.... And required appropriate changes Agencies to be aware of all the Mandatory Fields in the Ascender Pay Integrated HR System. Positions, JDs, Points where make and NID Payroll www.dpm.gov.pg
Roles & Responsibilities of Agencies Variations to current Business Processes Review of Existing Systems Generated Reports GO 3 Rise Up, Step Up, Speak Up Department of Personnel Management AUTOMATION/ DIGITALISATION Agencies to update the JDs for their current positions provide soft copies to DPM Digitalization Team Agencies to identify and advise DPM Version Upgrade Team on their specified needs for changes in Business Processes specific to their organization only Agencies to assess current and advise DPM on any variations required to meet their requirements. reports approved and GO 3 specific www.dpm.gov.pg
Roles & Responsibilities of Agencies Implementation of Time & Attendance Module Configuration appropriate Business Processes of Web Self Service (WSS) Rise Up, Step Up, Speak Up Department of Personnel Management Agencies to provide list of issues and other requirements that agencies would like from the systems. E.g.. Pay slips, leave bookings, request for changes to employee biodata etc.. Agencies provide list of issues with current systems configurations. to Agencies to maintain an effective manual or electronic T&A systems in Obtained cost for attendance capturing from DPM Version Upgrade Team faced the place. devices www.dpm.gov.pg
Digital Reporting Dashboards Digital Reporting on the Ascender Pay IHRP System Rise Up, Step Up, Speak Up Department of Personnel Management Timely access to Management Reports, Budgetary Reports, Staffing & Establishment Reports etc . www.dpm.gov.pg
Linkage oThe HRDSP 2020-2050 (30 year public service plan) o Thematic area 2 - Manpower & Payroll Audit o Performance Indicator - Ensure DPM s corporate responsibilities are responsibly executed. Rise Up, Step Up, Speak Up Department of Personnel Management www.dpm.gov.pg
Big Picture Rise Up, Step Up, Speak Up Department of Personnel Management www.dpm.gov.pg
End of Presentation Rise Up, Step Up, Speak Up Department of Personnel Management Thank You! www.dpm.gov.pg
Contact Details: Denyse Ealedona Acting Executive Manager - MIS Division dealedona@dpm.gov.pg 327 6391 Rise Up, Step Up, Speak Up Department of Personnel Management Betty Eria Manager - HRMIS beria@dpm.gov.pg 327 6370 Public Service NID Information Richard Awok psnidinfor@dpm.gov.pg 327 6300 www.dpm.gov.pg
