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Business User(s) Questionnaire for Oracle Payroll

Q.No Question Type Response Revisit Y/N


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1 How do you maintain your Payroll data? Process


2 How do you audit your Payroll data? Process
1 Which operations/processes do you want to streamline for Payroll? Process
2 Which operations/processes do you want to eliminate for Payroll? Process
3 Are there any time-intensive Payroll operations/processes that need to be addressed? Process
4 How do you close an accounting period for Payroll? Process
5 Is the schedule to close an accounting period for Payroll documented? Process
6 How long does it take to close an accounting period for Payroll? Process
7 How long should it take to close an accounting period for Payroll? Process
8 Is closing an accounting period for Payroll a hard close or a soft close? Process
9 How are adjustments to closed periods for Payroll handled? Process
10 How do you open an accounting period for Payroll? Process
11 Is the schedule to open an accounting period for Payroll documented? Process
12 How long does it take to open an accounting period for Payroll? Process
13 Who performs the tasks associated with opening an accounting period for Payroll? Process
14 Who performs the tasks associated with closing an accounting period for Payroll? Process
15
Where in your accounting cycle do you run standard reports and statements for Payroll? Process
16 What business performance statistics do you monitor for Payroll? Process
17 What are your Payroll reporting requirements with respect to functional vs. foreign
currencies? Setup, Process
18 What are your Payroll reporting requirements with respect to summary or detail formats?
Obtain report listing. Setup, Process
19 What reports do you currently generate to meet your Payroll reporting requirements?
Provide examples of each. Include source (could be manual), user, frequency, or
number of copies. Setup,Process
20
Is there any Payroll reporting requirement that your current set of reports does not meet? Setup
21
Are Payroll reports standard across multiple Sets of Books, for example, subsidiaries? Setup

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22 Are Payroll reports standard across multiple levels within a Set of Books, for example,
divisions? Setup
23 What account codes and/or descriptions are required on Payroll reports? Setup
24 Do you provide a "key" of content/information somewhere on the Payroll report? Setup
25 What Payroll reports are grouped together on a regular basis and printed in one print
run? Setup,Process
26 Who receives a copy of the Payroll reports? Process
27 What is the criteria for determining who should receive a copy of any Payroll report? Process
28 How do you update a Payroll report’s distribution list? Process
29 Is the process to update a Payroll report’s distribution list documented? Process
30 How long does it take to update a Payroll report’s distribution list? Process
31 How long should it take to update a Payroll report’s distribution list? Process
32 Who performs the tasks associated with updating a Payroll report’s distribution list? Process
33 Is there any requirement for online (softcopy) distribution and/or remote location printing
for Payroll reports? Setup,Process
34 Do some of these Payroll reports belong in report sets? Always being run together? Setup
35 Do the separate business units run their own Payroll reports? Process,Performance
36 What type of printers do you run Payroll reports (including checks, purchase orders, and
so on) on? Where are they located? Setup,Performance
37 Do you run Payroll reports for different companies or cost centers? Process
38 Do you have security requirements on who can enter data for Payroll? (for example, by
company? by cost center?) Process
39 Do you have security reports on who can run Payroll reports? (by company, by cost
center, and so on) Setup,Process
40 Will there need to be terminal security for Payroll? Setup
41 Do you run security reports on a regular basis for Payroll? Process
42
Do you have documentation on your current system security requirements for Payroll? Process
43 Map each GL user to a menu structure. Will any new ones need to be created for
Payroll? Setup,Process
44 Do you review requirements for validation rules, allowing certain Payroll accounts to be
valid with only certain other values. Setup
45 Describe your companies’ organization. Setup
46 Include any organization hierarchy charts. Setup
47 How many states and countries, if applicable, do you pay employees? Setup, Metric
48 Do you have any unions or bargaining units? (How many? Process, Metric
49 What system(s) do you currently use to process your payrolls? Process

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50 How many users? Performance, Metric
51 How is the response time of your current system? Performance
52 Do you have any PC files in: Process
53 Lotus 1-2-3 Process
54 Dbase? Process
55 Excel? Process
56 WordPerfect? Process
57 Word? Process
58 Others? Process
59 Do you currently use or plan to install an Interactive Voice Response (IVR) system for
payroll? Process
60 Are there any other interfaces to other systems (Mainframe, PC, or manual) you have
not told us about? Process
61 Do you have needs for scanning? Process
62 What are your online help/documentation needs? Process
63 How many active employees do you have? (FTE, if applicable) Metric
64 How many terminated employees do you have? (FTE, if applicable) Metric
65 How many pension employees do you have? (FTE, if applicable) Metric
66 How many dependent employees do you have? (FTE, if applicable) Metric
67 How many non-employees (Contractors)do you have? (FTE, if applicable) Metric
68 How many employees support your payroll department? Metric
69 Include a current payroll department organization chart. Setup
70 Is your payroll department centralized or decentralized? Setup
71 Walk through your current process of entering a new hire into your payroll system. Process
72 Include timing aspects of how the new hire data is gathered, entered into the system and
when the payroll is run. Process, Metric
73 Walk through your current time entry process. Process
74
Include timing aspects of how and when time is collected and entered into the system. Process, Metric
75 Include copies of time card/sheet if applicable. Process
76 Walk through your current payroll processing cycle. Process
77 What types of payroll frequencies? Metric
78 What is the volume of employee per payroll? Metric
79 Include timing aspects of deadlines, elapsed time of process during payroll, and any
production down time due to pay processing. Metric
80 How many taxing entities do you have? Metric
81 Do you pay in states requiring city or local taxing? Process

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82 What taxing methods are used? Process
83 How are your employee status’s defined? (Ex. Active, on-leave, terminated, part-time,
hourly, and so on) Process
84 Are your employees automatically paid or time card required? Process
85 Do you pay and track pension employees? Process
86 If you have unions, do you track any additional information than you would for a non-
bargaining employee? Process
87 Do you have employees working in different shifts? Process
88 Do you have any seasonal employees? Process
89 What is your turnover rate? Metric
90 Are salary increases done mid-pay? Process
91 What is the percent of salary employees vs. hourly employees? Metric
92
Do you have a need for mass rate increases? Do they need to be done retroactively? Process
93 What types of standard hours are required? Process
94
Do you have salary employees that have split their salary between multiple cost centers? Process
95 Do you have any special pay processing requirements? Process
96 Is your overtime calculation standard? Process
97 Do you process any garnishments? (Volume?) Process, Metric
98 How many different types of deductions are currently set up on your system? Metric
99 What kinds of deductions are currently set up on your system? Process
100 Are there different deduction frequencies currently set up on your system? Process
101 How are deductions entered? Process
102
How many different payment types of deductions are currently set up on your system? Setup, Metric
103 What kinds? Process
104 Frequency? Metric, Performance
105 How are they entered? Process
106 Do you process any shift differentials? Process
107 Do you process any bonuses? Process
108 What’s the calculation? Process
109 Frequency? Metric, Performance
110 Do you pay commissioned employees? Process
111 Do you do split week processing? What is the calculation? Process
112 Is there a need for holiday pay to be automatically generated? Process
113 Is there special processing required for holiday/PTO, etc. Process

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114 Are there different groups of employees that receive different holidays? Process
115 Do you do tip processing? Process
116 Do you pay 3rd party sick pay? Process
117 What kinds of deferred comp plans do you have? Process
118 What kind of taxable perq’s do you process (for example, company car, company plane,
awards, contest, prizes, merchandise, employee discount, or relocation)? Process
119 What kind of balances are kept? Process
120 Do you need to pay annuities, profit sharing distributions, and so on? Process
121 How much historical data do you currently have? Performance
122 What types of data require history? Performance
123 What is your purge criteria? Performance
124 What is your check format like? Is it the same for all employees? Process
125 What type of auditing do you require? Process
126 What other systems do you interface to? (General ledger, personnel, benefits, and so
on) Process
127 In what medium does the interface occur? Process
128 Are the other systems Oracle systems? Process
129 What outside vendors do you interface to? Process
130 Do you process an ACH tape for direct deposits? Process
131 Do you receive one back for reconciliation? Process
132 Do you have other non-ACH deposits? Process
133 Do you currently use a labor distribution system? Process
134 Is it part of the payroll system you currently use? Process
135 Describe its structure. Process
136 What other systems does labor distribution interface with? Process
137 What types of reports do you currently have? Process
138 Volume? Performance
139 Frequency? Performance
140 Get 1 page sample of all reports. (Include sort & breaks) Process
141 Who is responsible for submitting on-demand report requests? Process
142 Who is responsible for creating or modifying reports? Process
143 What tool does this person(s) use for creating or modifying reports? Process
144 How long does it take to create or modify reports? Metric, Performance

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