Office of Payroll Administration strategic plan implementation 2010-2012

Strategic Plan in an Organization:

This discussion entails an implementation for the Office of Payroll Administration's Strategic Plan for the three years, starting 2010 to 2012. The report covers issues of payment and compensations for employees and other programs in addition to processes of tax holding within the organization. With respect to these roles, the discussion aims to provide a clear picture of the implementation process of these strategies together with the aims the process is supposed to support (Madison & Potter, 2012). Information concerning functional tactics of the plan together with the action items required to successfully meet the objectives is also presented. Schedule of the implementation process as regarding the allocation of time and tasks together with the milestones to deadline are also addressed. In addition, the necessary change management strategies and the plan's success factors and the risk management plan are also mentioned in the report.

Implementation Plan

The strategic plan for the Office of Payroll Administration aims to fulfil and improve on the department's task for the stipulated time period. These tasks focus on the provision of superior standards payroll services to meet the needs of all workforce and departments within the organization. Of the needs and areas where the payroll and administration office ought to consider in implementing the plan include, the year 2011 and 2012 holiday/pay program, an enhanced commuter benefit scheme, catering for refund claims and managing the expenses of the organization for the three years among other things.

Employee compensation is expected to run all through for the period of twelve months per year and this will go hand in hand with the commuter benefit program. The latter will however increase subsequently with every month until the three years period elapses. Holiday packages for the two years period will be issued on the final week to all the employees according to the stipulated amounts and the time the holiday commences. Refund on claims will be issued to the concerned parties subsequent to their complaints and after thorough scrutiny of the claims are made. Presently, refund programs are underway for the entities that made their claims earlier and whose claims have been adequately investigated. As regarding the management of expenses within the different departments, the office will use the structures implemented by the top management and administrative office in achieving the goals.

Objectives

The objectives of this implementation plan include:

Facilitating the accomplishment of goals and objectives set out in the department's strategic plan for the three years period.

Ensuring that there exist viable capabilities for implementing the programs and meeting the needs that the department is required to meet for and on behalf of the organization.

To enhance service provision and work capabilities among all employees and other departments through the timely and accurate provision of payroll administration services for both.

To ensure that timely records of payment and compensation together with tax records are available and presented for verification on a timely basis

To improve on the provision of services to all levels of employees in the organization, for instance, through the expansion of commuter benefit programs to help meet the increasing transport needs for workers.

To ensure that all claims are dealt with appropriately and fairly and to the satisfaction of the payroll department and the entire organization and the entities submitting the claims.

To ensure that the organization and its department meet all the regulatory requirements with respect to the filing of tax returns and the compensation of its entire workforce.

To identify the problems that the department faces in meeting its goals and to prevent and mange any possibilities of interference with reference to the accomplishment of goals through the process like risk assessment.

Functional Tactics

The implementation of the stipulated goals will go hand in hand with the establishment of strategic controls. This will help with tracking the development of the plan and detecting t he problems and changes which may occur prior to or during the implementation process (Bradford, Duncan & Tarcy, 2002). As such, this process will guide the department and the involved parties on how to make adjustments where necessary. In addition, the control measures will be of essence in helping the department and the organization gauge the direction in which the implementation process is taking the organization besides verifying whether the presumptions made with reference to the trend in the sector were accurate in the first place.

In applying this functionality tactic, the department will take advantage of the four types of strategic control measures. The premise control component will be utilized in methodologically and constantly checking the validity of the basis of the plan while the special alert component will be applied for continuously reassessing the strategy. Implementation control on the other hand will be used to determine whether the programming is shaping up as intended and in identifying the milestones present. Strategic surveillance will then be necessary for bringing to light significant and yet unforeseen information concerning the project.

Key Success Factors

The success of these programs in the three-year period requires that appropriate measures are applied. These mechanisms come in the form of resources available, skill used and the commitment of all the players in the implementation of the program. Resource allocation in this project includes those associated with finance, workforce and time. To properly achieve success with the implementation of this plan, the office ought to have at their disposal enough personable, equipped with the variety of skills needed for accomplishing the tasks and committed enough to fulfilling the needs presented. In addition, adequate time is required for the fulfilment of each goal. For instance, the concerned parties ought to provide resources and information on a timely basis to ensure that the office gets ample time for preparing their programs. Without financial assistance, the organization cannot achieve its goal. To enable the operations within the office to be handles, the organizations administration ought to make available adequate funds on a timely basis for meeting the department's budgets.

In addition to resources for meeting the needs, there needs to be a number of skills for ensuring that the use of the resources produces results. These capabilities include, monitoring skills, interaction skills, organizing skills and allocating skills. These skills are important in that, they will enable project leaders to bargain with members in ensuring that the implementation of the strategy is done at it best. Additionally, these skills are vital in facilitating the provision of resources for the programs, checking and preventing the occurrence of unnecessary interference and finding means of handling anticipated problems (Bradford et al., 2002).

Risk Management Plan

Risk Type

Risk

Odds

Cost

Response Strategy

Project Management

Resignation

Unlikely

High

Putting in place procedures to avoid irrational violation of contract by project managers. In cases deserving resignation, the assistant to the project manager will take over and serve until perfect replacement is made.

Schedule

Time

Likely

High

Covering for lost time by working overtime.

Resources

Equipment

Unlikely

High

Momentarily halt the program and acquire the required resources before continuing with the program.

Personnel

Unlikely

High

Sparing additional workforce to serve where the personnel fail to deliver

Operating Environment: SWOT Analysis

Strengths

Local customer base

Adequate resources

Use of Technology

Sufficient and supportive workforce

The program support proper management of expenses and refund claims

Appropriate structures implemented by administrative office and top management

Personal services to the clients

Understanding the surrounding environment

Available and practical strategic measures

Strategic surveillance

Weaknesses

Inadequate funds

Possible risks such as alterations of time sheets

Restriction from corporate policies

Management and storage of time sheets is hard

Difficulties in searching payroll and time sheet hence, time wastage

Opportunities

Reduced local competition

Centralization of some processes will rise value from capital assets

Maintenance of computerized system

Possible expansion to other regional offices

Threats

Centralizing core function will lower the regional office size

Possible reduction of customer base due to migration of employees from regional offices to other offices

Inadequate information for payroll updating

Possible delays in filling of taxation process

Inaccuracies in filling taxation process

Delays in provision of funds and other resources

Compliance to legal requirement

Industry Environment: Porter's Five Forces Analysis

Buyer Power

The current business strategy employed by Office of Payroll Administration ensures provision of accurate and timely retiree and employee payroll services as well as receptive payee services. More so, the company upholds and enforces equal payroll procedures and polices. OPA consumers therefore would offer a high package for quality services they get from the company. Nevertheless, the introduction of major competitors offering speedy and quality services at reduced prices reduces the sales volume and market share of the company. The company therefore should to maintain affordable prices in order to match up with its major competitors.

Suppliers Power

Office of Payroll Administration gets it supplies locally and upholds a few suppliers who promote suppliers' power.

Competitive Rivalry

Apparently, the company is faced with rivalry from other payroll service providers such as GTM payroll services, Advantage Payroll service, Inc. among others. This therefore requires the company to change its promotional strategies and pricing strategy in order to gain a competitive advantage.

Substitute Threat

Due to technological advancement, other companies are providing substitute services such one does not require the services of payroll service providers. This substitute services which blocks sales of original services from Office of Payroll Administration. From this prospect, the company should uphold high quality and improved services at affordable prices

New Entry threat

Threat from new Payroll service providers such as Cloud Payroll, which is an internet Payroll service is a threat to OPA.

Remote Environment: PEST Analysis

Political Factors

The company has to put up with stipulated rules put in place by the government. This is realized through legal obligations and remittance of tax. Moreover, the company has to comply with city taxing authorities. This aspect significantly affects the functionality of OPA since it has to ensure that all legal procedures and requirements are followed and customers' increased demand is met.

Economic Factors

Economic factors such tax remmitance influences buying power and the firm's capital cost. Economic development and rates of exchanges also influences the performance of the business.

Social Factor

The factors involve demographic and cultural aspects. They include health, preferences, attitudes, population growth and health. Most employees and retirees from part of the OPA customer base

Technological Factors

As a payroll service provide, OPA employs a strategy that promotes business performance. The company uses the greatest possible benefit in supporting payroll operations.

Environmental assessment provided herein entails examination of the company's external circumstance. It includes operating, remote and competitive environment. The remote environment comprises of components beyond the capacity of the company such as political, economic, social and social factors. On the other hand, the operating environment includes the business environment, employees, and investors. This is encompassed in SWOT Analysis.