In the following report, the business process modeling of the payroll process has been shown in PEGA. The business process model has been demonstrated in the report. Then, the instruction for data model and the development of the data model has been provided. Furthermore, the workflow of the case has been build, so that the expense claim can be approved or rejected according to the scenario. Finally, the case developed has been run, so that the functionality of the process can be shown. In the workflow, different functionality has been added for the ease of the users and different departments.
The above business process model showcases the business model of the salary dispersion in an organisation. The process flow starts from the employee to the accounts departments. Employees submit their monthly report to the supervisor. The supervisor verifies the accuracy of the report and then approves it. If the report is accurate, then the report is submitted to HR. However, if the report is not accurate, then the supervisor sends it to the employee back for the correction and then the employee has to re-submit it. Furthermore, when the report is submitted to the HR, the HR forwards it to the assistant HR, who accounts for PTO and then enters the payroll data in the payroll process. Furthermore, the data is forwarded to the accounts department and the department prints the cheques and then distributes it among the employees.
Figure 1: Data model
In the above figure, it is evident that the data model for the business case has been created. The data model is the data collection source of the business model, where the information regarding the monthly report has been collected from the employees. The fields of the collection are the employee ID, employee name, designation, department, salary, investment made, if any, investment amount, date of joining and present days. The type of every field is different. The type of employee ID is integer, employee name is text, designation, department, investments made have been created in the form of pickup list (as shown in figure 2).
Figure 2: Pickup list example
Furthermore, the other data types are date, currency, integer for other fields developed for the data collection related to employee monthly reports.
The workflow of the business model has been developed. The workflow was divided in different stages, according to the departments in the organisation. In the first stage, the monthly report has been made by the employee after filling the form developed in the data model.
Figure 3: Stage 1 and 2
In the employee department, after finalizing the report, they submit it to their supervisor, as evident in figure 3. After the supervisor submission, the supervisor checks the accuracy of the report. The supervisor stage is divided in three parts, verification of the report, approval or rejection of the report and submission of the report to HR department. If the employee report is rejected, then a message and notification has been sent to the employee about the rejection and the employee has been provided the chance to re-submit. However, if the application is approved and the expense is valid then the next step is the submission of the application to the HR department (figure 3).
Figure 4: Stage HR to HR assistant
In the figure 3, it can also be shown that after the submission of the report from the supervisor, the process proceeds to stage 3 and the form is sent to the HR department. The administration department receives the approved employee report and the head HR forwards the report to the HR assistant. The HR assistant stage also has 2 parts, first, account for payroll accrued and the last step is to enter the payroll information in the payroll system (figure 4). After the recording of the data by the HR assistant, the report is sent to the Accounts department. The accounts department stage is also divided into four sections. First is the printing of the cheques and next is to distribute the cheques to employees. The third stage is the notification to employees about the cheque received (figure 5) where the employees are notified about the payment of the salary and the fourth stage is closure of case. The figure 6 shows the workflow or business process of the employee payroll system.
Figure 5: Notification
Figure 6: Workflow
Figure 7: Data model run
When the developed data model has been run, a page has emerged where there are fields such as employee ID, employee name, designation, department and others appear. After filling this form, the next step is supervisor stage as evident in figure 8.
Figure 8: Employee to supervisor stage
Figure 9: Supervisor stage
In the developed workflow, the deadline for the tasks is also provided. The commands such as “if escalated, report to:” has also been developed. Also, the goal to complete the task is in one day and the deadline is in 3 days. Then the actions tab is selected and the process is forwarded to next step. In this, we have two options, either to accept or reject (figure 10). The accepted application is shown in figure 10. If the claim is rejected, then the automatic mail is sent to the employee ID about the rejection and they are provided the option to re-submit, however, if the application is accepted, then the process proceeds and the next stage is HR department.
Figure 10: Acceptance or rejection
Figure 11: HR department
In the above figure, the click on “no, advance the case” shows that the application has been received by the department and then the HR assistant receives the information and enters the information in their log.
Figure 12: HR assistant
In this stage, the HR assistant receives the information, enters it in the log and payroll system and then forwards it to the accounts department for the payment (figure 12).
Figure 13: Accounts
In the stage 5, the application is received by the accounts department and the payment has been made by the department after printing the cheque and distributing them among the employees. After the payment, the auto-generated mail has been sent to employees and the case is marked as resolved (figure 14). The figure 14 shows that the case has been resolved. The tab “resolved-complete” shows that the case has been resolved (figure 14). The next case will automatically appear after clicking “get next” tab (figure 15).
Figure 14: Resolved case
Figure 15: Case closed
If the case is rejected by the supervisor (figure 16) than the business process shifts to the alternate stage “approval rejection”, where the option is sent to employees to re-submit the report. In figure 17, the case shows the approval of the supervisor to send it again to the employee. In figure 18, it is shown that the case is rejected, the option to re-submit has been sent to the employee and the case has been closed. The employee has to login in new case, for the submission of monthly report and payroll process.
Figure 16: Rejected
Figure 17: Revert to employee
Figure 18: Case closed after rejection
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