Would you like to have an updated quota overview readily available? Or a list that shows which absence and attendance codes are valid for your hourly wages as of today?
Most agree that system changes must be documented and that documentation is important. This is often an undisputed topic. But the usefulness of the documentation depends on how it is documented. Technical documentation is created in line with changes, but our experience is that only a few customers have parallel master documents that tell how the system should work.
Functional documentation should translate technical setup into appropriate practical descriptions. This can make it easier and faster to maintain a system, as well as to understand relationships and thus avoid both errors and improper use.
To name a few examples, a good quota overview can explain how quotas work and what the purpose of the various quotas is. In addition, such a document will contain information about the regulations and how this complies with or is taken care of by the system. Another example is the absence-attendance catalog with information on how these codes are processed both within time, payroll , reimbursement and reporting. An overview of expenditure types within travel may contain explanations of use, effect on payroll and posting and possibly VAT. A functional master document that explains how the time evaluation is set up, or describes the layout of the pay form is very valuable. This type of setup documentation makes it easier to understand the system, perform maintenance and find any errors.
Checklists of processes that repeat themselves are also something that more and more people have put in place, and the vast majority use a driving list in connection with the payroll and a checklist in connection with the annual report as a minimum. This means that the process is well documented and reduces the dependence on having individuals present at all times.
Sariba has assisted several customers in putting in place a correct level of documentation both in terms of who will use it and what it will be used for. At the same time, we ensure that these are maintained through updates and changes to the systems.
Please contact Marita Johansen for a non-binding chat if you have any questions about this.