Internal Applications Request Form

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Status Needs review
Enhancement, Defect/Bug Enhancement Request
Created by Nate Adams
Created on Mar 22, 2023

RELATED REQUESTS

Fulfillment: Printing Request w/Ricoh Printing

As fulfillment specialist, there is not automative process to connect our printing details to our SalesForce accounts causing duplicate work for the fulfillment team to provide printing details. This allows payroll operations teams to circumvent the current process to access the data from the wiki creating duplicate work. If we were able to automatically populate the shipping details we could reduce the number of printing requests, create transparency across payroll optimization, and minimize the payroll operations systems utilized.


Impact - Which group does this impact? Payroll Operations
Background Information

There is the current google sheets, wiki page, and SF case request.


Current Process

  • Heartland prints checks and ships them to clients

  • Ricoh printers

  • We built some custom print load balancing in our Payroll software, but doesn’t work very well

  • Fulfillment team have a spreadsheet to track every shipment

  • Ricoh has a solution Ricoh Process Director (RPD)

  • The thought for the new process:

    • Payroll system sends information to Ricoh via API

    • Ricoh will load balance and send print jobs to the proper locations/printers

    • The print locations will hit a payroll system API to get labels for shipping

  • Needs Additional Development

    • SFDC to connect to RPD database and get the same info as the (Printed) spreadsheet, then have SFDC create the report/dashboards etc. (My Note: the options for retrieving the data will determine the solution in mind)

      • RPD will give access to the PostGreSQL reporting database for us to get the information

        • Nate Adams/Trent DeSpain will benefit from creating reports/dashboards off this data

      • SFDC could import the printing data and relate it to the Account by Client Code.

    • Payroll Specialist - Having the history of all the shipments in SFDC will be helpful - this will be addressed via the shipping integration

    • Our printing locations will scan the barcode label into RPD to confirm it’s been logged and shipped - 2024 or later


Link to google sheet used for tracking/metrics today:

https://docs.google.com/spreadsheets/d/1uigL8y_BJ2_in-klYiOgPUHg5GNlq731iq8pWQCfOKg/edit?usp=sharing


Tyler's notes: https://docs.google.com/document/d/1le-oi-XUyD6lWkLezoA03UmsTWpbzMBIZNU3GQcDsIY/edit


https://heartland-vsts.visualstudio.com/94aa52df-8841-47e2-a31d-6f1e8e8df095/_apis/wit/attachments/7b18880a-03b4-4e68-b4cb-6d05735131e0?fileName=image.png
Impact - Processes

  1. Training payroll ops to check Salesforce rather than the wiki.

Stakeholders - Accountable

Nate Adams
Stakeholders - Consulted

Cory Issac, Mike Sammon
Risk

  1. Creates duplicate work

  2. Requires manual intervention
Risk Frequency 4 Frequent: Once to several times a week
Opportunity

  1. Reduces efficiency

  2. Cross team transparency

  3. Payroll Operations empowerment
Opportunity Frequency 4 Frequent: Once to several times a week
Impact 3 Affects satisfaction to client / Serious risk avoided / Important opportunity achieved
Strategic Initiative HCM/Payroll Optimization
Delivery Date Oct 31, 2023
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