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PMIS Phase 1 Haiti Site Visit – All Hands Meeting

PMIS Phase 1 Haiti Site Visit – All Hands Meeting. PMIS Change Management Team 28 Aug 2014. Objectives of visit. Understand critical needs of Haiti in context of PMIS Solicit input on how PMIS will help Haiti and other COs Support Haiti’s PWR in the role of PMIS sponsor

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PMIS Phase 1 Haiti Site Visit – All Hands Meeting

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  1. PMIS Phase 1Haiti Site Visit – All Hands Meeting • PMIS Change Management Team • 28 Aug 2014

  2. Objectives of visit • Understand critical needs of Haiti in context of PMIS • Solicit input on how PMIS will help Haiti and other COs • Support Haiti’s PWR in the role of PMIS sponsor • Support Haiti’s Administrator and Program Officer in the role of CO Focal Point • Engage with the Technical and Administrative staff to provide education, gain insights, and understand concerns regarding PMIS

  3. Present State (No PMIS) Transition State Desired State (PMIS Implemented) Process of Change Adapted from concepts developed by Kurt Lewin and Richard Beckhard

  4. Champion Roles in change Sponsor Authorize and lead change Agent Inspire and motivate targets Plan and implement change Target Change behaviors, emotions, knowledge

  5. Why PMIS? • Simplify and streamline business processes • Reduce manual data entry and manipulation • Improve quality and timeliness of information • Interconnect administrative systems • Human Resources, Payroll, Finance, Procurement, Budget • Strengthen disaster recovery/business continuity

  6. Guiding Principles • Configurable, not customizable • Updates twice a year means continuous change management • Same rules, new tools • Procedures and forms will change • Policies are not changing • Same system for regional office and country offices/centers • Business processes do not vary between Departments or Country Offices

  7. Linking Work-streams(HR & Payroll) Plan Architect Configure and Prototype Test Train Deploy Go Live! Plan Engage PAHO Stakeholders Determine Change Impacts Mobilize Entity Change Teams Implement Entity Change Plans Reinforce Changes Communicate Vision and Timeline Showcase Executive Support Q & A Publish Role & Process Changes Provide Info on Training and Support Share Success Stories Jan May July Sept Nov Jan 2015 Mar Systems Implementation PAHO-wide Change Management Country Office and Department Change Management Staff engagement, including communications

  8. Scope – systems that will be replaced

  9. Change impact for Workday

  10. Software + Effective Management => Value

  11. “Personnel” and “Contingent Workers” People are categorized in Workday as either “Personnel” or “Contingent Workers”

  12. Roles in Workday: Job Titles versus Roles • Every individual plays one or more roles in Workday • All PAHO personnel and contingent workers will be assigned at least one role – either “Personnel” or “Contingent Worker”. • Additional roles will be assigned depending on the individual’s job function • Workday interacts with personnel and contingent workers based on roles, not titles • Roles do not determine pay grade, as titles do • Workday roles allow personnel and contingent workers to, depending on the role: • Access to specific areas of functionality within the system • Participate in business process execution • Access processes or reports • Edit / update specific types of data

  13. Key Roles in Workday GeneralPopulation Personnel Contingent Workers Manager HR Partner Compensation Finance Partner By Country Office/Center Cost Center Manager(“allottee”) Absence Partner Compensation Administrator HR Administrator HRM Partner-HR HRM Talent Manager Recruiter HRM Comp. Partner Benefits Partner Succession Partner PBU PBU Comp. Finance Partner

  14. Training Overview • A comprehensive training strategy and plan has been elaborated that includes training for the various target audiences and end users • A variety of methodologies will be used to deliver the training, including online reference materials, classroom and virtual training • Training materials such as videos, job aids, and Power Point presentations will be available via the PMIS Learning Portal • On-going support and briefings will be offered

  15. Training Overview • Training will vary according to the roles and may be spread over different days, taking on average: • The total amount of training that you will need is based on the role(s) that you hold PMIS Trainer HR Partner Personnel / Contingent Workers Manager 32 hours 12-20 hours 8-10 hours 4-6 hours

  16. Discussion / Questions

  17. Directory ‘Swirl’

  18. Profile

  19. Available Actions

  20. Benefits Actions

  21. Personal Data Actions

  22. Talent Actions

  23. Worker History Actions

  24. PAHO Contract Types

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