iPayroll: Enterprise-level Solution for Automated Time Tracking and Payroll

  • Convenient interface for employee worktime reporting and tracking
  • Automated payroll calculations based on predefined rules and algorithms
  • Smooth integration with external enterprise systems (eTicket and Viewpoint) 
Expertise
Business Process Automation
Verticals
Construction

Iflexion provides a full-service contractor with a robust enterprise-grade web tool designed to optimize worktime tracking and payroll calculation, making the data on resource usage transparent and available for analysis by upper management. 

Context

Our customer, Sturgeon Services International (SSI), is a full-service company, providing construction and maintenance services throughout California and the Western United States. Founded as a small oilfield contractor in 1927, the company has expanded its focus beyond the oil industry and now also serves commercial, industrial and government sectors.

In response to rapid business growth, SSI management launched a core transformation initiative focused on automating the key business processes. With gaps in employee information handling and payroll management, the customer was in urgent need of a consolidated enterprise software suite that would help dealing with invoice generation, workflow management and payroll calculation more effectively. Given our impressive service record and in-depth expertise in enterprise-level web application development, Iflexion was entrusted with the full-cycle solution delivery.

In the course of the given project, Iflexion team was responsible for the development of a comprehensive web module that would allow for streamlined payroll calculation. The future solution was to attain the following business goals:

  1. Accelerate the processing of employee timecards.
  2. Reduce errors in payroll data caused by human factor.
  3. Make workflow of payroll calculations automated, transparent and corresponding to both US laws and internal business rules. 

Solution

The delivered solution, named iPayroll, is a robust web-based tool that eliminates the need of inputting and handling data on work time and payroll manually through a convenient, well-thoughtout functionality stack. The solution provides for automation of the following business processes:

  • Employee timesheetsfilling – instead of paper cardsfilled in manually, electronic timesheets are now used;
  • Calculating payroll sheets;
  • Exporting payroll sheets data to a third-party party internal system (Viewpoint) for further calculation of wages for company’s employees.

According to specified rules, the system imports data on employee work time (with parameters like labor code, job number etc.) from tickets created in eTicket – a data collection tool also developed by Iflexion team. Supervisors can review, edit and approve timesheets of employees working in their crew. In case a supervisor doesn’t approve timesheets for a current week in time, automated notifications are sent to him at a configured time. 

Calculating of payroll sheets (number of hours of straight time, overtime, double time, travel time etc.) is carried out based on customer’s business rules and the US legislation. In these calculations the system also considers different time zones employees may work in.

After the payroll sheets are calculated, users have the ability to review them, make required modifications (e.g. add earning codes with hours worked, add overhead jobs like vacations and holiday) and attach necessary files before approving them. The data from approved payroll sheets is then converted into CSV-files and exported to Viewpoint for further processing.

The application supports multiple validations, checking timesheets in accordance with predefined business rules, and notifies users in case of errors. For instance, it validates that on an 8-hour working day lunch time should be included in a timesheet and be of a duration of minimum 30 minutes. The history of changes is available on both timesheets and payroll sheets and contains information on date, time and author, and change description. 

Development process

Iflexion was tasked with the full-cycle solution delivery, being responsible for the following project phases:

  • Requirements analysis & development;
  • System design;
  • System development;
  • System integration;
  • System testing;
  • System maintenance & support;

When it comes to payroll accounting, one of the very first aspects to consider is ensuring its full compliance with state labor regulations. Implementing payroll schedule calculations Iflexion team, including qualified business analyst and tech lead, spent several weeks onsite to discuss and define the exact requirements that would meet both USA labor legislation and customer business needs. As a result of meticulous work together with the customer representatives and a third-party lawyer hired by SSI, the final system requirements were successfully composed. 

Having designed and developed the required solution, we went ahead with the system’s testing. Four independent QA-engineers were engaged into the project and carried out a number of tests, including smoke test, new features test, regression test, and defect validation. It allowed us to ensure the system meets all the functional and performance requirements and operates just like it’s supposed to.

Throughout the project implementation our team maintained active communication with the customer and his representatives via email and GoToMeeting sessions to keep them updated on the project’s course and resolve any emerging issues promptly. Apart from that, we arranged a number of onsite business trips for our business analyst and project manager, so that to explore all the peculiarities of Customer’s domain, determine his requirements better and so propose the most appropriate solution. 

Technology overview

Iflexion professionals developed a robust system with all the components built from scratch to ensure it fully addresses out customer’s business needs and objectives.

The system is built on ASP.NET MVC 4 framework that implements the model-view-controller pattern, bringing better support for test-driven development.

To supply the application with an intuitive and simple interface, our specialists leveraged a set of proven JavaScript frameworks, including Knockoutjs, Bootstrap, jQuery, jQuery UI and Moment.js.

MS SQL 2008 and MS SQL 2012 were used as relational database management systems for the given solution.

Quartz framework was utilized for runtime configuration, whilst employment of Entity framework provided an automated mechanism for accessing and storing database data.

The solution is also integrated with two of the customer’s external systems, including:

  • eTicket — a web-based data collection tool implemented by Iflexion earlier, that is used to capture data on enterprise resources (labor, materials, tools, equipment).
  • Viewpoint — an internal customer’s database, where iPayroll data is exported for further processing.

 

Results

Iflexion accomplished all the objectives set by Sturgeon Services International for the given project, having delivered a robust enterprise-grade system within the timeframes and budget. With its convenient functionality and a user-friendly interface, iPayroll provides for completely automated worktime tracking and payroll calculation, releasing SSI’s employees from the necessity of dealing with this type of data manually. Through the delivered solution, SSI can optimize the core business workflows, reduce human-factor errors and make the whole process of employee data handling more effective and transparent.

The feedback received from the Customer during the project implementation was nothing but favorable, and both SSI and Iflexion are looking forward to continue collaborating on the further solution enhancement and support.

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