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Project Management Committee Kick-Off Meeting

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Presentation on theme: "Project Management Committee Kick-Off Meeting"— Presentation transcript:

1 Project Management Committee Kick-Off Meeting
State of North Carolina HR/Payroll Planning Project Management Committee Kick-Off Meeting November 10, 2004

2 Welcome & Introductions SBIP Overview
Agenda Welcome & Introductions SBIP Overview Status To Date Governance Structure HR/Payroll Project Overview Purpose & Objectives Current Phase State Roles & Responsibilities Deloitte Roles & Responsibilities Project Timeline Meeting Schedule Open Discussion Action Items Review Adjourn

3 Project Management Committee OSC Management
Introductions Project Management Committee Julie Batchelor, Chair John Barfield Marshall Barnes Rod Davis Dan Domico Carl Goodwin Wendy Griffin Kathy Gruer Ginny Klarman Tracy Little Gary Wiggins Margaret Wiggins OSC Management Robert Powell Gwen Canady Project Team Linda Hudson Shannon MacFarlane Lowell Magee Bradd Craver Dorie Kehoe James Stovall Katie Beacham Others TBD

4 State Business Infrastructure Project (SBIP) Overview
Session Law directed the Office of the State Controller (OSC) to consider the feasibility of a new business infrastructure for the State Systems included in the State Business Infrastructure Study (SBIS) supported financial management, cash management, payroll, HR, budget management, procurement, treasury, retirement, and revenue accounting The study concluded current business systems may adversely impact the fiscal integrity of the State, as well as efficiency and effectiveness of operations The State chose a replacement strategy that weighs the risks of potential system failures with the current State budget condition and funding priorities Ratified Senate Bill 991 appropriates funds to define requirements and develop an RFP to replace the Human Resources and Payroll Systems Report information can be accessed on the OSC web site: by selecting the “Business Systems Infrastructure Study” under the Business Initiatives section

5 SBIP Status to Date Past Current Future – HR/Payroll Future - SBIP
Statewide Business Infrastructure Project – HR/Payroll Bid Preparation Project Develop bidding document for implementation Select Vendor for HR/Payroll Implementation Financial & HR Business Infrastructure Study Phase 1 - Inventoried present systems and provided assessment of technical and functional capabilities Statewide Business Infrastructure Project – Enterprise Data Warehouse Statewide Business Infrastructure Project – HR/Payroll Planning Project Refine and collect information Identify process re-engineering opportunities and organizational structures) Identify Change Management needs and strategy Statewide Business Infrastructure Project – Budget & Financials Financial & HR Business Infrastructure Study Phase 2 - Provided a blueprint for viable implementation options and a recommended course of action Statewide Business Infrastructure Project – HR/Payroll Implementation Project Implementation Statewide Business Infrastructure Project – Tax & Revenue Legend: Past Projects This Project Future Projects

6 SBIP Governance Structure

7 HR/Payroll Project Purpose & Objectives
To obtain a fully integrated solution with a single point of entry for both HR and Payroll. This solution should eliminate or reduce the number of agency systems required to process HR and Payroll today To make use of information technology that takes advantage of economies of scale and reduces the cost of doing business for both payroll and human resources To obtain an enterprise-wide Human Resources and Payroll system that serves as the system of record and provides a foundation for management flexibility To develop an enterprise-wide system that requires minimal customization for individual agencies To comply with the State’s IT strategy for hardware and software To recognize that existing levels for HR and Payroll support cannot continue without a move to more current technology platforms

8 HR\Payroll Project Phases
Project Objective Funding Planning (Current Project) Phase 1 will identify Human Resource and Payroll business and functional requirements. These requirements will be subsequently used as input to a formal bidding process for implementing a new, fully automated human resources and payroll system to accommodate statewide business needs. Ratified Senate Bill 991 RFP Development Phase 2 will execute a formal bidding process. A Human Resource/Payroll strategy for implementation will be confirmed and a Request for Proposal will be developed during Phase 2. Implementation Phase 3 will perform the implementation objectives for a new financial and human resources business infrastructure for the State of North Carolina detailed through Phases 1 and 2. The three phases combined will complete the full SBIP HR/Payroll Project. Phase 3 is contingent upon funding.

9 Project Roles & Responsibilities
HR/Payroll Project Management Committee (PMC) Represent the needs of a wide cross-section of stakeholder agencies Provide guidance and coordination across the HR/Payroll project Serve as liaison to agency leadership and provide information for decision making Verify critical business requirements and to-be process documentation Review and recommend approval of project deliverables Identify and resolve issues Identify risks and provide suggestions for mitigation Review status updates and provide direction Serve as change agents to build consensus and facilitate implementation and user acceptance of new system in agencies

10 Project Roles & Responsibilities
HR/Payroll Project Team Create work products for PMC review and approval Establish uniform project management standards, procedures, tools, and reporting Prepare and monitor integrated project management plan for milestone schedule, costs, and quality of work/deliverables Perform risk assessment and quality management for each project Prepare and execute the detailed project plan Direct day-to-day work Identify and resolve or escalate issues and problems Anticipate and manage risks Monitor and report status (budget, schedule, and deliverables) Compile status reports for PMC and PSC

11 Project Roles & Responsibilities
Subject Matter Experts (SMEs) Represent functional areas during JAD sessions for each process Provide insight to help mold future processes, considering NC requirements and external best practices  Participate in one-on-one interviews when appropriate Process Owners Participate in JAD sessions when appropriate Assist in review of initial drafts of requirements and future state processes  Resolve differences of opinion between SMEs during development of requirements and processes

12 Project Roles & Responsibilities
Deloitte Consulting Provide expertise and external experience in HR/Payroll process re-engineering, requirements definition, change management, and project management Review current NC documentation Suggest industry leading practices from other state governments Facilitate JAD sessions Offer redesign opportunities for current processes Document all requirements and future state processes Offer alternative HR/Payroll Service delivery options Offer change management support and strategies to prepare for a smooth implementation Collaborate with PMC and State PMO to accomplish project objectives

13 High Level Project Timeline

14 HR/Payroll Project Planning Phase

15 Meeting Schedule November 18 - Program Steering Committee Meeting November 23 – Statewide Kick-Off December 2 – Next PMC Meeting (bi-weekly) December 6 – JAD Sessions Begin Standing bi-weekly meetings

16 Open Discussion

17 PMC Action Items Confirm SMEs and process owners to participate in JAD sessions by Monday 11/16 Provide feedback on vision statement (to be sent via ASAP) by Monday 11/16

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