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HRMS Project Presentation to the Customer Advisory Board

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Scoring Weights and Sample questions from the April Readiness ... Paycheck data (comparable to pay stub) Possibly others. Update recommendations. Home Address ... – PowerPoint PPT presentation

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Title: HRMS Project Presentation to the Customer Advisory Board


1
HRMS ProjectPresentation to the Customer
Advisory Board
  • May 24, 2004

2
Agenda
  • Project Status Update
  • Planning and Assessment Phase
  • Current Highlights
  • Agency Status
  • Challenges
  • Release Scope Overview
  • Business Architecture
  • Self Service Pilot
  • Interfaces and Reports
  • Technical Architecture and Access
  • Conversion and Data Clean-up
  • Testing Approach
  • The Next 3 Months

3
Project Status Update Planning and Assessment
Phase
  • Planning and Assessment Phase Successfully
    Completed On-time
  • 14 Conference Room Pilot sessions conducted
  • 11 interface requirements sessions conducted
  • 29 agencies participated
  • 400 State HR/payroll professionals attended 3
    separate 1 day Conference Room Pilot Review
    sessions
  • 350 State HR/payroll professionals attended 1 of
    6 Release 1 Scope Overview Sessions
  • Technical development environment established
  • Agency Deployment Strategy established providing
    15 agency readiness staff and over 65 agency
    change agents
  • Results
  • 0 software modifications required
  • Confirmation that software can handle Civil
    Service and Collective Bargaining changes
  • Reduced number of reporting requirements from
    over 900 to 132
  • 47 interfaces necessary to support Release 1 of
    HRMS implementation
  • 115 conversion modules necessary to support
    Release 1 of HRMS implementation

4
Status Update -Current Highlights
  • Release 1 configuration and test planning on
    schedule
  • 15 FTEs working on configuration
  • Payroll wage types, tax data, garnishments, 3rd
    party remittance, etc.
  • Time management work schedules, absence types,
    attendance types, etc.
  • HR enterprise structure, action types,
    organizational hierarchy, etc.
  • Financial chart of accounts structure
  • Another 3-4 FTEs working on test planning and
    preparation
  • Interface and data conversion 2.5 weeks behind
    schedule
  • 20 FTEs working on functional design (i.e.
    interface specs, mapping rules)
  • Current resource plan forecasts that well be
    caught up by mid-June
  • Developing training plans and materials on
    schedule
  • 3 on-site FTEs and off-site development center
    working on training logistics, materials and
    on-line help tools

(Continued on next slide)
5
Status Update -Current Highlights
  • Business Warehouse on schedule
  • 10 FTEs working on confirming Release 1
    requirements analysis and design
  • Design of business warehouse extracts in-process
  • Technical Architecture on schedule
  • 10 FTEs working on the production environment
    design and build-out
  • Continuing agency outreach efforts on schedule
  • 15 FTEs providing one-on-one meetings with
    agencies, helping
  • resolve agency issues, supporting workshops,
    etc.

6
Status Update - Agency Readiness Status
Agency Readiness Assessment Scores
Scoring Weights and Sample questions from the
April Readiness Assessment
  • Leadership (100 of overall score)
  • Your Change Agent or representative has
    communicated key Washington Works project
    initiatives information to appropriate people in
    the agency? 20
  • Your Change Agent attended the March Change Agent
    meeting and plans to attend the April CA
    meetings? 20
  • Your Director and/or Deputy Director attended the
    April Washington Works meeting? 20
  • Have you identified participants for the HRMS
    Scope Overview Presentation. 40

Score Definition Feb Mar Apr
90 31 77 73 Done 75
90 3 4 4 Need follow-up
Attention
7
Status Update Challenges
  • Challenges We Are Now Focused On
  • Closing the 2.5 week schedule variance
  • Providing ample turn-around time for agencies on
    interfaces and data clean-up
  • Providing access to historical data
  • Identifying the number of agency testers and
    trainers
  • Interfacing to DOPs mainframe applications (DRS,
    HCA, etc.)
  • Ensuring adequate knowledge transfer
  • Planning a self service pilot that tests the
    waters without increasing the projects risk
    profile
  • Challenges on the Horizon
  • Securing agency help on testing and training
  • Helping agencies identify the impact of Release 1
    on internal reporting
  • Supporting agency data clean-up efforts
  • Impact of Release 1 functionality on forms,
    procedures and workflow
  • Getting a jump start on Release 2 without
    sacrificing the success of Release 1 deployment

8
Release 1 Business Architecture
  • Key Things You Need to Know
  • Minimal Process Change
  • Create a flexible foundation for change but
    retain the fundamentals of personnel and payroll
    processing
  • Increase data capture leading to more accurate
    data, more effective reporting and more training
    of end users
  • Working with Civil Service Reform team to begin
    set-up of the first batch of envisioned job
    classification changes
  • Agency Collaboration
  • We are building agency collaboration into the
    detailed design and configuration of the system
  • Our Agency Design Review Group will provide
    design review responsibilities during
    configuration
  • While most of the Release 1 configuration is
    pulled from Pay/1, we have pulled agency specific
    data through surveys
  • System test will represent agencies main
    opportunity to understand/verify how SAP is
    configured
  • Areas of Significant Agency Impact
  • Time Management some agencies may need to
    change their positive time reporting strategies
  • Financial Reporting depending on the SAP
    chart-of-accounts structure, some agencies
    financial reporting and reconciliation procedures
    might change

9
Business Architecture What You Get in Release 1
  • Personnel Administration
  • Each employee will get a single, unique Personnel
    Number that stays with them forever.
  • Employee information is entered, tracked, and
    updated in a series of screens (Infotypes)
    supporting personnel management (hiring,
    separation, promotions, etc.).
  • Payroll
  • Includes all calculations needed to process
    payroll
  • Identifies gross pay, gross to net, and deduction
    and benefit processing 
  • Applies state/agency-specific rules to determine
    wages that can be garnished, pay subject to
    taxes, and wages subject to retirement deductions
  • Supports warrant printing and direct deposit
    processing, vendor payments, and the transfer of
    funds to the financial system for AFRS
    reporting  
  • Supports all requirements for federal payroll
    reporting and will be configured to be compliant
    with applicable state statutes, etc.

1st of 3 slides
10
Business Architecture What You Get in Release 1
  • Time Management
  • Processes time reporting the same as PAY1
  • Processes existing payroll and leave feeds
  • Supports the recording of time events and
    transfer to the payroll module
  • Allows hours to be loaded by activity or applied
    to a specific cost center
  • CATS online timesheet available as electronic
    timesheet
  • Benefits Administration
  • Limited implementation to support benefit
    deduction interfaces
  • Integration of payroll deductions to State
    benefit agencies (Health Care Authority,
    Department of Retirement Systems)
  • Organizational Management
  • This functionality was not available in PAY1.
  • Provides a more flexible way to set-up reporting
    and information distribution structures within an
    organization to meet the needs of small or larger
    agencies.

2nd of 3 slides
11
Business Architecture What You Get in Release 1
  • Compensation Administration
  • Allows agencies to plan and administer
    compensation adjustments and defines pay scales
    and salary structures for jobs and positions
  • Allows HR staff to manage new and more innovative
    reward strategies, including performance and
    competency-based pay, variable pay plans, and
    long-term incentives
  • Allows for easy comparative analysis of
    compensation packages using internal and external
    data
  • Workforce Cost Planning
  • Allows HR professionals to do all work-force
    cost-planning tasks online, instead of using
    manual processes as is done today
  • Provides HR executives with improved planning
    accuracy, access to a broad foundation of data,
    flexible decision support, and continuous
    monitoring of actual performance relative to plans

3rd of 3 slides
12
Self Service What to Expect in Releases 1-3
  • Release 1 Start Small
  • Limited pilot to introduce inquiry and limited
    transaction capabilities
  • Controlled environment designated, manageable
    user base
  • Minimize disruption to participating agency
    workflow
  • Release 2 Scale Fast
  • First major self service capabilities introduced
    with Release 2 (e.g. e-Recruitment) and
    integration with DOPs eLearning solution
  • Roll-out of Release 1 employee self service
    capabilities statewide
  • Introduction of Release 1 manager self service
    capabilities statewide
  • Introduction of some limited automated workflow
    capabilities
  • Release 3 Finish Strong
  • Additional self service capabilities introduced
    improvements to CATS time sheet
  • Expansion of Release 1 employee and manager self
    service capabilities

13
Self Service The Release 1 Pilot
  • Objectives
  • Determine ease of implementation
  • Identify any special requirements to implement
    and/or maintain
  • Understand training support required
  • Understand user acceptance/usage patterns
  • Identify opportunities to add value
  • What capabilities matter most to the end user
  • What does agency demand look like
  • Understand agency workflow implications
  • What does self service do to agency work flow
  • How does self service affect DOPs service
    delivery
  • Timing - 1 month after Go Live
  • Allow participating agencies to become familiar
    with HRMS before self service goes live

1st of 2 slides
14
Self ServiceThe Release 1 Pilot
  • Scope - Employee Self Service Only
  • View only recommendations
  • Leave Balances
  • Paycheck data (comparable to pay stub)
  • Possibly others
  • Update recommendations
  • Home Address
  • Work Phone
  • Who Will Participate
  • Limited number of agencies that demonstrate
  • Strong desire to participate
  • Technical infrastructure in-place
  • History of using self service in other
    applications
  • Ability to provide the resources to help support
    roll-out and training
  • A controllable environment
  • 8 agencies have expressed interest

2nd of 2 slides
15
Interfaces
16
Interfaces
  • Key Things You Need to Know
  • Agency Turn-around Time
  • Our goal to get your teams the functional
    specifications by mid-June
  • Your IT deployment team members should begin
    design of internal system modifications before
    the end of June
  • Agencies need to be in a position to begin
    end-to-end interface system testing in late
    August/September
  • Agency Collaboration
  • We are building agency collaboration into the
    functional design
  • However, we will likely need to prioritize the
    agencies we need to engage for each interface
  • We expect a volume of questions and concerns to
    come through the change agents
  • Strategies You May Want to Consider
  • 1 Insulate internal systems from the interface
    by mapping the new interface to the old file
    layout
  • 2 Plug the new interface into your internal
    systems but focus only on the data you need
  • 3 Reassess how the new interface could enhance
    internal systems through new data capture
  • Issues
  • The impact of Group 1 and Group 2 on statewide
    interfaces
  • The role of the Pay/1, current data warehouse and
    FOCUS in supporting interfaces
  • The cross walk between new system and legacy
    system values (org code, position numbers, etc.)

17
InterfacesDevelopment Process
Approve work to begin
Agency Reviews (meet with representative agencies
to confirm requirements.)
Draft Functional Design
HRMS Team Reviews
Agency Follow-ups (as needed)
HRMS Lead Signs Off Functional Design
Document Technical Design
Build Unit Test
HRMS Lead Sign-off on Unit Test
System Testing
Analyze Design for Agency IT impacts
Build Implement IT modifications
Prepare for System Testing
System Testing
Publish Functional Design to Agencies
Go Live
Project Activities Agency Involvement
18
InterfacesFunctional Design Timetable
19
Reports
  • Key Things You Need to Know
  • Scoping Approach
  • Primary sources analyzed existing Pay/1
    reports, agency unique requirements survey,
    existing SAP reports, business process designs,
    and current data warehouse requirements
  • 132 existing personnel and payroll requirements
    identified
  • Primary focus was to not recreate the wheel,
    leveraging existing SAP reports wherever possible
  • Push as much reporting through the business
    warehouse as possible
  • All reports prioritized based on importance and
    usage
  • Decentralize report distribution/delivery to the
    agency
  • Tools
  • Business warehouse predefined reports and SAPs
    ad-hoc report designer
  • Core SAP - Some preexisting reports will also be
    delivered within the core SAP system
  • Other tools - Currently looking at how agencies
    can use other tools to access BW data (such as
    Crystal and Brio)

1st of 2 slides
20
Reports
2nd of 2 slides
  • Delivery Mechanisms
  • Online
  • Printer (centralized or decentralized)
  • Downloadable to other applications (excel,
    access, etc.)
  • Email
  • Implications
  • End-user ability to customize reports (sort,
    filter, change layout, add fields, etc.)
  • Instantaneous delivery of reports
  • Replacement of ad-hoc queries built by agencies
    off the current data warehouse
  • Need to find new SAP reports to meet current
    reporting needs (team will provide a x-ref)
  • Expanded set of SAP pre-defined reports available
  • Analytical reporting tools available

21
Summary of Reports in Release 1
In addition to the 132 release 1 reporting
requirements, SAP provides the State of
Washington with 100s of additional HRMS
delivered reports
22
Timeframes for Reports Development
23
Technical Architecture Access
  • Key Things You Need to Know
  • Design Principles
  • Scalable, highly redundant environment
  • Stringent performance standards/thorough
    performance testing before go-live
  • Flexibility for different agency computing
    environments
  • Integration with statewide assets
  • Flexible Foundation for Varied Agency Computing
    Environments
  • HRMS can provide end users the same functionality
    through SAP GUI or web browser, except for ad-hoc
    query design
  • The selection of what access method will be based
    on network capability/performance, power users
    usage patterns (i.e. multiple sessions) and
    ad-hoc report development usage.
  • Agency Collaboration
  • Agencies will be responsible for addressing
    infrastructure gaps, software installation on the
    desktop (SAP GUI only), and ensuring connectivity
    for HRMS end users
  • The project will provide detailed installation
    and testing instructions, as well as support
    agencies troubleshooting of infrastructure
    issues
  • The project has outlined a timetable on preparing
    agencies infrastructure for HRMS. The key dates
    to have all activities and testing concluded are
    Nov 2004 (Group 1) and February 2005 (Group 2)
  • Issues
  • Currently troubleshooting SAPs integration with
    Fortress

24
Technical Architecture Infrastructure Deployment
Schedule
25
HRMS Access Methods
Two methods will be used to access HRMS
Presentations to demonstrate and discuss the two
access methods took place on May 19 and 20.
26
HRMS Access Methods
  • This table shows how different types of users can
    access HRMS.
  • SGN refers to users that are connected to the
    State Government Network.

Agency policy will determine whether
Self-Service and End Users have off-site access.
27
Functionality Matrix for Access Methods
28
HRMS Agency Desktop Requirements
  • Desktop requirements vary depending on the HRMS
    access method.

In addition, any users who use report
downloading functionality will require Microsoft
Excel 97/2000/XP.
29
HRMS Agency Network Requirements
See Technology Requirements document for
details http//hrms.dop.wa.gov/hrmsdocs/Technolog
y Requirements.doc
30
Data Conversion and Data Clean-up
  • Key Things You Need to Know
  • Data Mapping and Data Conversion Design Expected
    by early June 2004
  • Pay/1 is the primary source (except for personnel
    number which will come from the current data
    warehouse)
  • No conversion of historical data (Pay/1, Focus
    and the current data warehouse will still be
    available)
  • While most of the conversion will be automated,
    the conversion design will identify manual
    conversion tasks
  • The implications of smart coding will be
    addressed in the data mapping rules
  • Goal is to start system test (July 2004) with
    converted data
  • Mock Conversions Generate Data Clean-up Work
  • Our Mock Conversions will trigger data clean-up
    effort
  • We will produce data clean-up reports by agency
  • The first mock conversion reports are expected in
    early July
  • We will conduct five mock conversions between now
    and Release 1 deployment

1st of 2 slides
31
Data Conversion and Data Clean-up
  • Tracking progress will be essential
  • Youll need a detailed tracking mechanism (i.e.
    excel) to track progress against the clean-up
    reports
  • We will monitor overall agency progress on data
    clean-up through the readiness assessments
  • Order of Magnitude is currently unknown
  • Well know the order of magnitude by agency in
    late June, 1-2 weeks before the first agency
    reports will be distributed
  • We will structure our teams support based on
    this order of magnitude
  • Data Clean-up Approaches You May Want to Consider
  • 1 Conduct Your Own Internal Data Audit Now
  • 2 Build a Separate, Dedicated Data Clean-up
    Team or
  • 3 - Leverage the Work Out Across Your User Base

2nd of 2 slides
32
Data Conversion and Data Clean-up Mock
Conversion Schedule
  • Five mock conversions are planned. The earlier
    mock conversions will be more technical in
    nature, whereas the later mock conversions will
    be as real as possible to simulate the actual
    conversion week(s).

Mock Conversion Date Planned Purpose
Mock 1 July 2004 Technical Mock 2 August
2004 Functional, Performance Mock 3 September
2004 Data for Parallel Test Mock 4 October
2004 Full Employee PopulationGroup 1 Mock
5 January 2005 Full Employee PopulationGroup 2
33
HRMS Test Approach
Key Features
  • Balance of project team and end user testing
  • Early and repeated use of mock conversion data
  • End-to-end interface testing
  • Separate testing environments
  • Stage containment not taking modules until
    they are ready
  • Parallel test of strategic data
  • Acceptable performance test prior to Go-Live
  • System Investigation Request (SIR) tracking
    defects and issues found during each stage of
    testing

34
Release 1 Testing Approach
Prepare and Perform Operational Readiness Test
Define Manage Business Case
Perform Deployment Test Perform Parallel
Test Prepare and Execute System Test
Gather User and Usability Reqmts. Analyze System
Reqmts. Analyze System Quality Reqmts.
Design Application Architecture
Prepare and Execute Assembly Test
Validation Flow of Work Verification
Testing ( test that product meets
specifications)
Design Automated Processes
Prepare and Execute Unit Test
Generate and Code Work Units
35
Application System Test
  • Definition Application System Testing verifies
    the system as a whole and ensures the entire
    application meets specified functional and
    technical requirements.
  • Objective Verify system meets functional and
    technical requirements.
  • Scope Scenario-driven scripts focusing on
    configuration, interfaces (end-to-end testing),
    reports, conversion and user-entered data
  • Testers HRMS project staff and representative
    agency staff.
  • Schedule Planning - April
    2004 Preparation June July 2004 Execution
    July November 2004

36
Parallel Test
  • Definition Ensures that a representative subset
    of data is processed similarly by both the new
    and old applications for multiple business
    cycles. A population of 2000 employees has been
    will be used as the subset.
  • Objective Ensure that the new system produces
    results that are consistent with the old system.
    Variances will be reconciled to ensure the
    difference is due to a planned change in
    processing rather than processing logic.
  • Scope Gross pay, total deductions, total taxes,
    net pay and tax type will be validated for a
    selected subset of employees.
  • Testers HRMS Project Staff and representative
    agency staff who have understanding of both
    systems.
  • Schedule Planning - July 2004 Preparation
    September 2004 Execution October November
    2004

37
Deployment Test
  • Definition Deployment test will provide an
    opportunity to execute all conversion programs
    against the full production database the
    conversion environment will be sized
    appropriately. This stage allows for complete
    testing of the conversion process in a safe
    environment prior to the actual system
    conversion.
  • Objective Functional product test cycles and
    conditions are executed against converted data to
    identify any conversion related processing
    issues. All discrepancies discovered would then
    be resolved and the programs will be re-tested
    until the results are accurate and the programs
    are ready for the final conversion stage.
  • Scope Mock conversions will be performed to
    practice the tasks executed during the actual
    conversion and to verify that the tasks can be
    performed within a reasonable time frame.
  • Testers HRMS Technical Team and Agency End
    Users.
  • Schedule June 2004 December 2004

38
The Next Three Months
May
  • Project Activities
  • Configure SAP for Release 1
  • Conduct Interfaces Workshops
  • Conduct Data Purification 2 Workshops
  • Distribute Configuration Surveys
  • Support Agency Data Cleansing Activities
  • Develop Interfaces and Conversion Routines
  • Complete Technical Architecture Design
  • Develop Training Modules
  • Assess Communications Effectiveness
  • Review Compile Readiness Report
  • Agency Activities
  • Complete Configuration Surveys
  • Attend Organizational Structure Workshop
  • Attend Interfaces Workshops
  • Attend Data Purification 2 Workshops
  • Conduct Data Purification Activities
  • Plan Interface Modifications
  • What systems are affected
  • What interfaces will be used
  • Complete Communication Survey
  • Complete Readiness Self-Assessment

Key Business Outcomes Project continues to
build interfaces, reports, training, conversion
pre. Agencies launch internal systems projects
for HRMS interfaces.
39
The Next Three Months
June
  • Project Activities
  • Configure SAP for Release 1
  • Conduct Shadow Systems Strategies Workshops
  • Conduct Interfaces 2 Workshops
  • Conduct Role Mapping Security Workshops
  • Conduct Business Warehouse Intro Workshops
  • Run Mock Data Conversion 1
  • Plan and Prepare Testing Schedule
  • Prepare System Test Model
  • Develop Training Modules
  • Design System Security
  • Review Compile Readiness Report
  • Agency Activities
  • Attend Shadow Systems Strategies Workshops
  • Attend Interfaces 2 Workshops
  • Attend Role Mapping Security Workshops
  • Attend Business Warehouse Intro Workshops
  • Conduct Data Cleansing Activities
  • Design HRMS Interfaces and Shadow System
    Modifications
  • Assign Security Access to Agency Users
  • Complete Readiness Self-Assessment

Key Business Outcomes Project develops detailed
testing plan. Agencies launch internal systems
projects for HRMS interfaces.
40
The Next Three Months
July
  • Agency Activities
  • Participate in system test (selected agency
    personnel)
  • Attend Data Purification Workshop 3
  • Continue data cleansing activities
  • Map end-users to roles
  • Complete HRMS security assignments
  • Attend Testing Approach Presentation
  • End User Educations Forums
  • Attend Change Agent Meeting
  • Complete Readiness Self-Assessment
  • Project Activities
  • Launch system test
  • Analyze and address results of Mock Conversion 1
  • Conduct Data Cleansing Workshop 3
  • Provide Testing Approach Presentation
  • Conduct End User Educations Forums
  • Complete Readiness Self-Assessment
  • Review and Compile Readiness Report
  • Design Business Warehouse reports

Key Business Outcomes Project Team launches
system test for Release 1. Agencies internally
test system modifications for interfaces
41
Questions?
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