Human Resource Management System (HRMS) Business Case Analysis

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Human Resource Management System (HRMS) Business
Case Analysis

• Presented by
• Government Finance Officers Association
• James Harris and Barry McMeekin

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Agenda

• GFOA Background
• City and County of San Francisco Project
• What is an Enterprise System?
• CCSF Visioning
• Questions and Answers

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Contact Information

• Anne Kinney Project Director
• 312/977-9700
• AKinney_at_gfoa.org
• Barry McMeekin - Project Manager
• 312/977-9700
• BMcmeekin_at_gfoa.org
• James Harris Project Business Analyst
• 312/977-9700
• jamesharris_at_gfoa.org

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GFOA Background

• The purpose of the Government Finance Officers
  Association is to enhance and promote the
  professional management of governments for the
  public benefit. The GFOA accomplishes this
  mission by identifying and developing financial
  policies and practices and promoting them through
  education, training and leadership.

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GFOA is the leading association promoting the
professional management of financial resources in
state and local governments in the United States
and Canada.

• GFOA FACTS
• Established in 1906 to promote sound financial
  management by encouraging the use of systematic
  budgeting and accounting methods
• Over 55 professionals in Chicago DC
• Major source of recommended practices in public
  finance and budgeting
• Celebrating our Centennial this year!!!
• Diverse programs activitiesannual conference,
  publications, training, and consulting

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National Programs

• Awards For Recognition
• Certificate of Achievement of Excellence in
  Financial Reporting (CAFR Program)
• Distinguished Budget Presentation Award (Budget
  Awards Program)
• National Training Areas (Examples)
• Accounting Budgeting Best Practices
• Financial Reporting Capital Finance Debt
  Admin.
• Pensions Benefits ERP Strategies
• Municipal Bond Sales Evaluating Internal
  Controls

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Research Publications

• Government Finance Review- GFOAs Monthly
  Periodical
• Focuses on the current issues that matter most in
  public finance
• Financial Best Practices
• HRMS. Payroll, Time and Labor
• Performance Measurement
• Enterprise Resource Planning
• Etc.

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Technology Publications
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Research and Consulting Center

• Management Consulting (performance measurement,
  financial planning, outsourcing, budget process
  reengineering)
• Technology Consulting (financial systems, ERP
  systems, utility billing, HRMS/Payroll, time and
  attendance, Enterprise Asset Management, CRM, and
  IT outsourcing)
• 18 Professionals focused on consultingbut are
  also authors of leading books and Publications
• Over 125 technology projects completed for a
  broad range of governments

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A Growing List of Clients
Des Moines WaterWorks, IA Marin Municipal Water
Authority, CA Clark County, NV Union Sanitary
District, CA Cook County, IL Administrative
Office of the Courts, CA Los Angeles County,
CA California Bar Association Milwaukee
Metropolitan Sewer District, WI Marin County,
CA SEPTA (PA)
San Luis Obispo County, CA Sonoma County, CA Wake
County, NC City of Portland, OR City of Burnaby,
BC Boston Water and Sewer Commission, MA Garland
Independent School District, TX Collin County,
TX Lake County, IL Wayne County, NY Rockland
County, NY
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The GFOA Advantage

• Independent Analysis
• Experience
• We have assisted over 125 governmental entities
  in system procurement.
• GFOA has negotiated approximately 700 million in
  software licenses and implementation services.
• Negotiation Leverage Through Our Membership
  Network

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The City and County of San Francisco Project

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GFOA Analysis Methodology

Detailed Business Requirements Developmen
t
Identify Critical Business Needs
Problem Definition
Evaluation of Criteria and Analysis of Solutions
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Identify Critical Business Issues and Key
Executive Vision Elements and Business
Requirements Development

• Key Activities
• Strategic Planning/ExecutiveVisioning
• Review of CCSF Documentation of Work to Date
• Identification of Critical Business Drivers
• Inventory of Current Systems
• Business Requirements Development
• Software Evaluation Plan with Criteria for
  Software Selection
• Software Fit-Gap Analysis

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Site Visit I Focus Groups

• What are major deficiencies of current system?
• Are problems due to obsolete technology,
  ineffective org structure, poor policies and
  procedures, or something else?
• Is staff properly trained to fully utilize
  features?
• Are there unmet needs that could be addressed by
  new technology?
• What are high-level business needs of the
  organization?

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A Good Team
CCSFs expertise
GFOAs experience
CCSFs policies and procedures
GFOAs HRMS market knowledge
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Deliverables

• Project Plan
• Synopsis of Critical HRMS Business Needs
• Draft Set of HRMS Business Requirements
• Validated Set of HRMS Business Requirements
• Software Evaluation Plan with Criteria for
  Selection of Software
• Business Requirements Analysis

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Project Scope

• Human Resources
• Position Control
• Recruitment and Applicant Tracking
• Personnel Administration
• Training
• Performance Measurement
• Benefits Administration

• Payroll
• Time and Attendance
• Payroll Processing
• Statutory Reporting
• E-Government
• Self Service
• E-Recruitment
• Web Reporting

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Project Timeline

• Key Dates
• Project Kick-Off / First Site Visit
• August 8 10, 2006
• Second Site Visit
• Synopsis of Critical Business Needs Delivered
• Validation Site Visit
• Draft Needs Assessment
• Needs Assessment Finalized

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What are Enterprise Systems?

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Enterprise HRMS A Backbone of Digital Government
An integrated business model, enabled by
technology, that improves operational efficiency
and enterprise-wide decision support through
information integration and process improvement.
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Enterprise Systems and Processes

• Enterprise systems have an important impact on
  back-office business processes
• Automation
• Re-engineering/Re-design
• Provide access to better information for managing
  processes
• Integration

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Enterprise Systems and People

• Enterprise Systems have important implications
  for people
• The CCSFs best staff must participate heavily in
  implementation
• HRMS distributes information and access widely,
  so staff throughout the organization must be
  trained to use the system.
• HRMS automates many routine tasks, so many CCSF
  staff may need to work in re-defined roles (e.g.,
  from data entry to exception analysis).

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HRMS and Technology

• HRMS most tangible aspect is the software.
  Fundamental points are
• Enterprise packages that include HRMS are bought
  from a wide-ranging number of vendors.
• Substantial consulting assistance may be required
  to implement the software.
• The relationship between the CCSF and the vendor
  is on-going
• The software and service solution procured must
  enable the CCSF to meet both its technology and
  business process goals.

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Goals of an Enterprise HRMS System

• Breakdown department information silos and
  promote shared processes
• Eliminate redundant departmental systems
• Foster one version of the truth across the
  organization
• Take advantage of commercially available software
  and proven best-practices

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Benefits of Implementing HRMS

• Improves the CCSFs processes by using best
  business practices
• Eliminates duplicate data entry and processing
• Automates manual tasks

Improved efficiency and effectiveness
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Decision Processing Trends

Traditional Focus
New Focus
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Role Transformation
Decision Support
Reporting
50
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Decision Support
Control
Process Reengineering
Reporting
30
60
Transaction Processing
Control
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Transaction Processing
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Comparison of HRMS to Legacy Systems

• Legacy Systems
• Less able to keep up with advancing technology
• Information fragmentation due to number of
  subsystems
• Difficulty in accessing data
• IT infrastructure limitations
• Difficult to use as backbone for e-Government
  strategy
• Ability to support on an on-going basis is
  questionable

• HRMS Systems
• Modular/Process integration
• Best Business Practices
• Workflow Capabilities
• Drilldown to Support Data
• Audit Trail Capabilities
• More Advanced and Accessible Reporting
• Web Enablement and Self-Service

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What is the Payoff for CCSF?

• Legacy Systems
• Delayed reporting
• Lack of confidence in data
• Legions of Shadow Systems to maintain
• Limited Ability to Improve Business and Service
  Activities
• System Limitations Encourage Inefficiency

• HRMS Systems
• Immediate access to real-time management
  information
• Data Integrity
• Stronger analysis capabilities to make better
  decisions
• Enabled to improve service activities
• No further need for shadow systems

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Development of Business DriversVisioning Session
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1) Organizational Initiatives/Challenges

• What are the major organizational
  initiatives/challenges facing the CCSF?
• How are these related to the Enterprise HRMS
  System initiative?

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2) Current System Strengths

• -What are the main strengths of the current
  system?
• -Is the system stable from a transaction
  processing standpoint?
• -Is information and transaction history easily
  accessible?
• -Are there executive information needs that are
  being met that you would want to see continued in
  a new system?
• -Do the current systems meet the management
  information needs of the following?
• Board of Supervisors
• IT
• Directors/Management
• Program/Operations Staff
• External Parties (e.g., media, customers,
  vendors)

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3) Current System Weaknesses

What are the main weaknesses of the current
system?
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4) Key Questions

• What management information do you need to run
  your organization?
• What management tasks are you given that are
  difficult to perform today due to your current
  system?
• Is CCSF ready for the requisite process changes
  of possible alternatives?
• Will CCSF leadership sponsor changes if deemed
  necessary?

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5) System Scope and Function

• What should the new system be able to do?
• Who should the new system serve?
• How long should the new system last (useful
  life)?
• What existing functions must the system be
  tightly linked/interfaced to?

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6) Project Vision Statement

• Sample Vision Statement (to generate discussion)
• By 2008, the CCSF will be sustaining an
  integrated Human Resource Management System that
  supports staff in the efficient delivery of
  services.

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7) Project Goals

• How do we measure efficient delivery of
  services?

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8) High Level Business Process Management

• What are the major business processes of each
  area in the project scope?

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Next Steps

• Written Summary of Session
• Follow-Up Session during Future Site Visit

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Questions or Comments