WilcoConstructionCompanyProposal

September24,2012
byEDQL


MainIssue:
WilcoConstructionCompany(Wilco)hasamultitudeofproblems,howevertheirpayrollcrisisjumpstothe
topofthelist.AnexorbitantamountoftimeisspentbytheofficemanagerMaryWilson,constantly
collecting,inputting,andrevisingpayrolldata.Furthermoretheirpayrollprocessingmethod,asitstandshas
thesitesupervisorskeepinganaccountoftheemployeetimeallocationsbasedonjobclassification.This
trackingsystemisatimeconsumingprocessthatleadstoerrors,whichMarylaterhastofix.Theexample
belowshowsasnapshotforanemployeewitha40hours/weekworkingthreejobsiteswithfourdifferentjob
classifications(includingovertime).Itisevidentthatkeepingtrackofonedayforoneemployeeisconfusing
anddauntingtask.Forasitesupervisortokeeptrackoftenormoreemployeeswillbeanightmare.
Insightintheissue:
Due to legislation in Ohio, companies doing businesswitha percentages of visible minorities andwomen
must report statistical data about employees to the Ohio Equal Employment Opportunity Commission
(EEOC). Acompany mustprovide the jobskill classification andthenumberofhours women of thevisible
minoritieshaveworkedevery twoweeks tothe EEOCinordertostaycompliant.Thisisaprevalentproblem
for Wilco since 90% of their revenue is derived from bids made to the State of Ohio, Highway Division
(DOT)DOT requires any contractortobe EEOC compliant.Duetotheoverwhelmingamount ofworkMary
has to do with payroll, mistakes tend to happen and improper paychecks are issued to employees. This
inconsistency prevents Wilco from accurately accounting which employees can be counted towards their
EEOCbimonthlyreportingandhowmanyhourstheyworked.
Example
Dayofweek

Monday

MichelleSmith40hourworkweek(MT)|EEOCQualified
SiteLocation

Classification/PayRate

Hours

Site

Class

113.00/hr

Site

Class

113.00/hr

Site

Class

315.00/hr

Site

OvertimeC320.00/hr


SCOPE
Deliverables

SoftwareprogramdesignedtoconsolidateandtrackcompanyOhioEqualEmployment
OpportunityCommission(EEOC)datatoautomatereportgenerationandsubmission.

Modularpayrollsystemthatrecords,views,distributes,andprintspayrolldatatoaccountfor
employeehoursworked.

Boundaries

ThisprojectwillaffectWilcoConstructionCompany'sofficeadministrationoperations
departmentonly.Allotherdepartmentsareoutofscope.

Allsoftwaresolutionswillbeevaluatedonacostbasistodetermineinhouseoroutsourced
systemdevelopment.

BusinessRequirements(Product,andProcess)
Product
Thesoftwareproductacquiredmustincludetheabilitytocreatereportsstatinghoursworked(ateachjob
sitewitheachindividualjobcode)aswellasgender,andraceofeachindividualassigned.Datawillbe
consolidatedintoadatabasestructurethatwillallowforrealtimereportgenerationofEEOCcompliance
data,andwillhavetheabilitytostoresuchinformationforaperiodofatleastthreeyears.Possible
solutionsmayincludecompaniesthatfocusinpayrollservicessuchas:ADP,PayChex,andCeridian.
Process
Theofficeadministrationstaffwillneedtointeractwillthesystemacquiredtorecordpayrolldatafrom
companymachinesattheheadquartersoffice.Payrolltransactionswillberecordedintotheemployee
payrolldatabase,andwillbethesamedatasetusedtoreportbiweeklyEEOCcompliance.
PrioritiesofProjects
TheEEOCcompliancehiringmandateistoponthelistofissuesforWilcoconstruction.MSaccess
databasethatwillkeeprecordsofallemployeesandcreateanautomaticreportthatcanbereviewedto
ensurethatthecompanyhiresstaffthatcomplieswithEEOCcanbecreated.

ThisisbiggestandmostpressingissueforWilcobecauseiftheyarenotincompliancewiththeEEOCthey
standtoloseopportunitieswiththeStateofOhioandbusinesswiththeStateProvides90%ofthe
companysrevenue.Amoreeffectivewaywillbetohaveamoresophisticatedsoftwaresolutionwill
incorporatedperiodicchecksforEEOCrequirementsandalsohandletheHumanresourcesandthepayroll
calculationissuesthatthecompanyfaces.
PayrollCalculationComplexity
Thecomplicatedpayscalecalculationshasbecometoodifficulttohandlemanuallyandthismightbe
causingerrors.Lackofdetailviewonhowemployeeswagesweredeterminediscausingemployeesto
thinkthattheyarebeingunderpaidfortheirservices.Someemployeesarefeelingliketheyarenotgetting
compensatedonworksdoneinspecificdepartmentthatoughttohavepaidthemmore.IfWilcocan
implementasimplecalculationmethodsinanexcelspreadsheetthatwillbemaintainedcentrallyand
employeecanenterinhoursondifferenttabsofthesheetsincorrespondencewiththeareatheyworkedin
andthentheyaswellaspay(Mary)canseethecalculationthentherewillbelessworriesabout
discrepancies.WhileWilcoemployeesareloyalandarenotintheunion,itisalwaysabestpracticeto
ensureemployeesatisfactionandfairnessisinplacetocreateagoodworkenvironmentandincrease
productivity.Thiscanjustbeformulasinexcelthatwillcomputegenerallabor,carpenterlabor,andheavy
dutylaborforeachworkerandthenkeeparunningtotalhoursperdepartmenteachweek.
EquipmentMaintenance
Lastbutequallyasimportantareinventoryaccountabilityissuesinvolvingmissingequipmentonthejobsite.
ThiscanbesolvedwithaMicrosoftAccessdatabasethatwillrecordallcompanypropertyandkeep
accuratetimestampedrecordsofeachinventoryitemspurchaseandmaintenanceduedates.Automatic
emailremindersformaintenanceduedateorevenemailalertsfromtheDatabasecanbepresetsothat
machinesmeetstandards.ThiswillhelpWilcoavoidfinesandpenaltiesthatcanarisefrommachine
negligence.
Allsuggestionsareoptionsthatcanbeeasilyimplementedwithveryminimalcost.Basicallyusingtoolsat
thecompanyalreadyhasinhousetomeetrequirements.Butinthelongrunasthecompanycontinuesto
expandandgrowamoreviablesolutionwillbetoeitherbuyahumanresourcessolutionthatcanbe

customizedwithWilcosneedsortoevencontractoutthehumanresourcemanagementouttoacompany
likeADP,Mariner,orCeridian.Thesecompaniesthathavegreatknowledgeandexpertiseinhuman
resourceneedsandwouldbeasimplerwaytodealwithalltheissuesthecompanyfaceswithoutthecostof
hiringasystemsdevelopertobuildtheirownsystemthatwillrequireconstantmaintenance.
Futureapplication
Afterimplementingthepayrollsystem,EDQLITSolutionswilldevelopanapplicationthatwillallowWilco
ConstructionCompanytokeeptrackoftheirtools,vehicles,andequipment.Thisapplicationwillalsohave
theabilitytonotifyWilcoonwhentools,vehicles,orequipmentneedsmaintenanceworkdone.Theprocess
issimple.TheemployeethatneedstoborrowatoolforajobwillphysicallygointoWilcosequipment
storageareaandretrievethetool.Eachitemwillhaveanidentificationnumber.TheywilllogintotheirWilco
accountandinputtheidentificationnumberoftheequipmenttheyborrowed.Thisapplicationwillalsohavea
tablethatlistallthetools,machinesandequipmentWilcoownsandwhentheywerepurchase.Astimegoes
by,whenmaintenancedateisnear,theapplicationwillalertMarythataparticularequipmentneedstobe
maintenance.Furthermore,Wilconowhastheabilitytotracktheirequipmentsoifanemployeeloses
equipmenttheyborrowed,theywillbeliableit.Also,bybeingabletokeeptrackofequipment,tool,and
vehiclemaintenance,thereshouldbenofuturefinesfromOccupationalSafetyandHealthAdministration
(OSHA).
MobileApp
EDQLITSolutionswillthendevelopamobileapplicationtorelievetheemployeesfromhavingtofillout
paperworkorcheckinatWilcobeforeheadingouttothejobsite.Theappwillbemadeonlyavailableto
employeesbydownloadthroughthecompanyswebsite.Theappwillbelinktothenewlyimplemented
payrollsystemandallowtheemployee(s),supervisor,ormanagerstoinputthetime,site,andwhatkindof
tasktheywillbedoing.ThemobileappwillalsoallowWilcotokeeptrackofwhattheemployeehas
borrowedsotheycanmonitorwhatadditionalequipmentisneededatthejobsite.Thisdigitizedpayroll
systemwillgreatlysimplifyWilcosprocesses.