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Human Resource Management System (HRMS)

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Grievance Tracking (custom) Qualifications Catalog. Total Cost: $69 million ... 60 custom 1500 work schedules in legacy system. 56 implemented ... – PowerPoint PPT presentation

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Title: Human Resource Management System (HRMS)


1
Human Resource Management System (HRMS)
Pacific NW Government Digital Summit June 20,
2006
  • Steve Young
  • Chief Information Officer
  • Department of Personnel

2
Human Resource Management System (HRMS)
Mission Replace a 30 year old non-integrated
legacy payroll/personnel system with a
distributed off-the-shelf product with minimal
customization to support 112 state agencies and
65,000 state employees
3
Human Resource Management System (HRMS)
  • Bundled package approach select both software
    and integrator at the same time.
  • Number of bidders
  • PeopleSoft and IBM (implementation services,
    hardware, and database)
  • SAP, Accenture, Hewlett Packard (hardware) and
    Microsoft (operating system and database)
  • Selection complete June 30, 2003
  • Project began mid-September 2003
  • Software SAP version 4.7 enterprise
  • System Integrator Accenture

4
Human Resource Management System (HRMS)
  • Release 1
  • Payroll
  • Personnel
  • Business Warehouse
  • Release 2
  • E-Recruit (custom)
  • Employee Self-Service
  • Grievance Tracking (custom)
  • Qualifications Catalog
  • Total Cost 69 million

5
Human Resource Management System (HRMS)
Deployment
  • Release 1
  • Group 0 February 2006, Department of Personnel
    (214 employees)
  • Group 1 April 2006, 23 Additional Agencies
  • (10,000 employees)
  • Group 2 July 2006, Remaining 88 Agencies
  • (55,000 employees)
  • Release 2
  • September 29, 2006

6
Human Resource Management System (HRMS)
Success Factors
  • Taken from Standish Group Study and used by the
    Washington State Department of Information
    Services to evaluate IT projects
  • Executive Support
  • User Involvement
  • Experienced Project Manager
  • Clear Business Objectives
  • Minimized Scope
  • Agile Business Requirement Process
  • Standard Infrastructure
  • Formal Methodology
  • Reliable Estimates
  • Skilled Staff
  • Contract Negotiations and Management
  • Implementation

7
Human Resource Management System (HRMS)
Success Factors
  • Executive Support
  • Leadership Governor Christine Gregoire
  • Co-Sponsors Eva Santos, Director, Dept. of
    Personnel
  • Gary Robinson, Director, Dept. of Info.
    Services
  • Project Director Steve Young, CIO, Dept. of
    Personnel
  • Project Managers Brian Turner, State
  • Judd Nielsen, Accenture
  • Very active Involvement, committed to project
    completion
  • Org Chart
  • Steering Committee Directors from Central
    Service Agencies

Gov. Gregoire
DOP Director
DOP CIO
8
Human Resource Management System (HRMS)
Success Factors
  • User Involvement
  • Change Agent Methodology
  • Monthly Meetings
  • Frequent Communication
  • Project Readiness Coaches as single point of
    entry
  • Agency self-monitored and reported readiness
    based on project questionnaires
  • Business Needs Drove Requirements
  • End User Training
  • Continuous improvement
  • Trainers from agencies
  • 2000 end users
  • Production Support Lab
  • Recorded Training Sessions

9
Human Resource Management System (HRMS)
Success Factors
  • Experienced Project Managers
  • Brian Turner Point B
  • 14 years of Government implementation experience
  • 7 projects delivered
  • Results driven
  • Judd Nielsen Accenture
  • 9 years of Government implementation experience
  • 5 projects delivered
  • Results driven
  • Cannot overemphasize importance of Team chemistry
  • Technology and Business skills
  • Negotiation and organization skills
  • Ability to say No

10
Human Resource Management System (HRMS)
Success Factors
  • Clear Business Objectives
  • Replace 30 year old non-integrated legacy
    payroll/personnel system with equivalent
    functionality
  • Rule and Edit based
  • Standardized business processes
  • Standardized payroll processes

11
Human Resource Management System (HRMS)
Success Factors
  • Minimized Scope
  • Enterprise Compromise No One Completely Happy
  • Standardized processes
  • 944 custom reports in legacy system
  • 20 system delivered
  • 60 custom
  • gt1500 work schedules in legacy system
  • 56 implemented
  • Minimal agency unique functions unless mandated
    by collective bargaining agreements
  • Weekly review of scope to minimize score card
  • Ultimately, only 12-13 core modifications
  • Approximately 50 external interfaces (not
    recommended)

12
Human Resource Management System (HRMS)
Success Factors
  • Agile Business Requirements Process
  • Requirement gathering process went too long
  • Parallel development with changing requirements
  • Requirements and design issues finally frozen in
    April 2005
  • As new requirements emerged, Project Team
    evaluated feasibility along with cost, impact,
    risk and made recommendation to Steering
    Committee
  • Steering Committee prioritized
  • Not all done
  • Status delivered weekly

13
Human Resource Management System (HRMS)
Success Factors
  • Standard Infrastructure
  • Identified minimum technology standard
  • Clearly communicated what was not supported
  • Agency Directors certified compliance
  • Agency readiness self-reported technology
    implementation
  • SAP GUI installation and test
  • Test performance via sample script
  • Test ability to print

14
Human Resource Management System (HRMS)
Success Factors
  • Formal Methodology
  • In general, formal methodology for Project
    Management followed
  • Departures from formal methodology based on risk
    and impact
  • Sometimes at odds with external QA vendor

15
Human Resource Management System (HRMS)
Success Factors
  • Reliable Estimates
  • Fixed price
  • Legislatively directed change order
  • Project slated to be delivered at budget

16
Human Resource Management System (HRMS)
Success Factors
  • Skilled Staff
  • Contracted staff to develop
  • State agency volunteers for testers and
    trainers
  • Generally understaffed to properly implement
    project
  • Limited state staff available for knowledge
    transfer
  • Only 1 deep in many SAP skilled positions
  • Will have to contract for tier 3 support for near
    term

17
Human Resource Management System (HRMS)
Success Factors
  • Contract Negotiations and Management
  • Procurement managed by Deloitte-Touche
  • Initial contract negotiations by Davis Wright
    Tremaine
  • Follow on renegotiation on contract by DOP
    Director
  • Project Management Office (PMO) established to
    oversee contracts and budget

18
Human Resource Management System (HRMS)
Success Factors
  • Implementation
  • Proceeding as planned with last group on July
    1st. Do not expect major problems at this point.
  • Business process change is agency major anxiety
  • User training was delivered using just-in-time
    methodology
  • Statewide, enterprise in nature minimal agency
    specifics
  • Practice site available and usage monitored
  • Agency volunteers as trainers may not have had
    in-depth knowledge
  • Revised training materials after each
    implementation phase
  • Group study sessions based on lessons most
    recently learned
  • Can always use more

19
Human Resource Management System (HRMS)
  • Whew!
  • Thank You!
  • Questions?
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