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HRMS Project Update

HRMS Project Update. May 26, 2004. 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

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HRMS Project Update

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  1. HRMS ProjectUpdate May 26, 2004 HRMS Implementation Project

  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 we’ll 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 <75% 2 3 7 Requires Attention

  7. 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 DOP’s mainframe applications (DRS, HCA, etc.) Ensuring adequate knowledge transfer Planning a self service pilot that ‘tests the waters’ without increasing the project’s 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 Status Update – Challenges

  8. Release 1 Business Architecture • Key Observations • 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 anddefines 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 DOP’s 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. 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 DOP’s service delivery Timing - 1 month after ‘Go Live’ Allow participating agencies to become familiar with HRMS before self service goes live Self Service The Release 1 Pilot 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. DRS & HCA Agency Internal Agency Internal HRISD Legacy Systems Systems Systems Benefits Enrollment Vendors DeductionsIn-bound HRMS – Release 1 Compensation Management HR Administration Benefits Generic In-bound Time Feed Time Management Organization Management Payroll Generic Payroll Feed,Leave Feed Pre—defined Reports Agency Time/Leave Feed Agency Management Reporting Systems Ad-hoc Reports & Extracts Business Warehouse Interfaces

  16. Interfaces • Key Observations • 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 GoLive Project Activities Agency Involvement

  18. InterfacesFunctional Design Timetable

  19. Reports 1st of 2 slides • Key Observations • 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 SAP’s 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)

  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 100’s of additional HRMS delivered reports

  22. Timeframes for Reports Development

  23. Technical Architecture & Access • Key Observations • 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 SAP’s 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/Technology Requirements.doc

  30. Data Conversion and Data Clean-up 1st of 2 slides • Key Observations • 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 July • We will conduct five mock conversions between now and Release 1 deployment

  31. Data Conversion and Data Clean-up 2nd of 2 slides • Tracking progress will be essential • You’ll 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 • We’ll know the order of magnitude by agency in early July, just before the first agency reports will be distributed • We will structure our team’s 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

  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 Population–Group 1 Mock 5 January 2005 Full Employee Population–Group 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. 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 The Next Three Months May • 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. 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 Plan and Prepare Testing Schedule Prepare System Test Model Develop Training Modules Design System Security Review & Compile Readiness Report The Next Three Months June • 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. Project Activities Run Mock Data Conversion #1 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 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 The Next Three Months July Key Business Outcomes: Project Team launches system test for Release 1. Agencies internally test system modifications for interfaces

  41. Questions? • ??? • ??? Keep up-to-date on HRMS activities, technical requirements, and agency information releases. http://hrms.dop.wa.gov

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