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Subject Area Group Requirements Validation Kick-off Meeting May 15, 2014 Human Capital Management System Selection Project.

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Presentation on theme: "Subject Area Group Requirements Validation Kick-off Meeting May 15, 2014 Human Capital Management System Selection Project."— Presentation transcript:

1 Subject Area Group Requirements Validation Kick-off Meeting May 15, 2014 Human Capital Management System Selection Project

2 Agenda Part 1  Introductions  Project Overview  Software Selection Process Overview  Requirements Validation Process  Subject Area Groups  Project Schedule  Questions and Wrap-Up Part 2  Meeting Schedule  Subject Area Group Requirements Validation  Enterprise Stakeholder Validation  Key Dates  Questions and Wrap-Up  Demonstration of DecisionDirector 2

3 Introductions  Mark Schulz, TAMUS, IT Enterprise Architect  Carol Manthei, TAMUS, Project Manager  Mitt Salvaggio, Information Services Group  Diane Haubner, Information Services Group  Dan Miller, Advantiv Solutions 3

4 Case for Change  Enable significant improvements in business processes and adherence to best practices  Mitigate risks and costs associated with legacy administrative systems Built on dated technology Highly dependent on employees with unique, specialized knowledge, many of whom are nearing retirement age Built on mainframe infrastructure that, while stable and reliable, has a high cost to acquire, maintain and support Constrained by legacy programs which are difficult and risky to adapt to new business requirements Not very nimble and hard to modify to adapt to changes in the environment Some business processes are still manual, paper dependent, and forced to adapt to these software applications 4

5 Case for Change  Provide enhanced employee and manager self-service  Mobile access to routine business processes  Integration of the System’s various human resources and payroll business processes  Budget constraints have limited the amount of reinvestment in the BPP and FAMIS system  Vendor software offerings have matured considerably since Fall 2008, when the System last considered administrative systems alternatives to BPP and FAMIS  Deloitte’s IT assessment recommended a move away from legacy applications and the mainframe infrastructure 5

6 Expected Outcomes  Recommended award for Human Capital Management (HCM) software  High-level understanding of the critical gaps between the selected solution and required business needs  Budget estimate for acquisition of the solution, implementation, and ongoing support and operations  Funding plan and model to cover the costs of the next phases  Education of project stakeholders  Building of consensus and support for the selected solution  Identification of employees to participate in the implementation phase 6

7 What Are We Looking to Buy  HCM software only  RFP will most likely allow for two service delivery models: Software as a Service (SaaS) – software and hardware are centrally hosted in the cloud through a subscription model Hosted / Platform as a Service (PaaS) – hardware and software are maintained off-site by the software provider or a third party  Financial Management is not in scope for this procurement but preference is that software provider offers robust functionality in this area as well  Implementation and integration services will be acquired through a separate procurement effort once the project has been approved and funding has been identified 7

8 ISG Public Sector Service Offering  Assessment of legacy administrative systems  Acquisition of Enterprise Resource Planning (ERP) and other enterprise software, along with related implementation/integration services  Project oversight of large enterprise-wide software implementations  IT sourcing and cloud computing advisory services  Assessment of legacy administrative systems  Acquisition of Enterprise Resource Planning (ERP) and other enterprise software, along with related implementation/integration services  Project oversight of large enterprise-wide software implementations  IT sourcing and cloud computing advisory services Independence  We maintain our independence with regard to all software providers and integration services vendors Public Sector Focus  Our client base includes states, cities, counties, and institutions of higher education located throughout the United States Client Success  We use every client we have ever had as a reference

9 Overview of Software Selection Process 1.Subject Area Group Requirements Validation Kick-off Meeting 2.Validate System Requirements 3.Develop RFP for Acquisition of HCM Software 4.Conduct Evaluation of Proposals Received 5.Complete Contract Negotiations with Awarded Software Provider 9

10 Objectives of Requirements Validation System Requirements will be:  Included in Request for Proposal for HCM software and used as a checklist against which to evaluate vendor proposals  Leveraged to establish a shared understanding of enterprise needs and to set common expectations of system capabilities  Made part of the contract entered into with HCM integration services vendor  Monitored during implementation to ensure all requirements are met 10

11 Requirements Validation Process  Detailed system requirements will be developed for inclusion in the HCM software RFP  We develop two types of requirements: Functional Requirements General System and Technical Requirements  To assist in conducting the requirements validation activities, we use a Web-based stakeholder-collaboration tool, DecisionDirector ® from Advantiv Solutions Provides project stakeholders with an online functional assessment and requirements-gathering forum Facilitates participation from a broad group of SMEs without requiring lengthy time commitments to the requirements-gathering process Software is easy to use and available 24/7 11

12 Requirements Validation Process 12  Conduct Subject Area Group meetings to validate/update baseline requirements prior to loading into DecisionDirector ®  Obtain feedback from various stakeholders using DecisionDirector ®  Utilize final requirements in DecisionDirector ® to gather vendor response data during the software-selection process Requirements from Previous TAMUS Initiatives Requirements from ISG’s Knowledge Packs Baseline Requirements Draft Subject Area Group Requirements Final Requirements Subject Area Group Stakeholder Input & Validation

13 Proven Approach for Higher Education 13

14 Subject Area Groups  Applicant Tracking  Benefits Administration  Compensation  Employee Training  Faculty Administration  Human Resources Administration  On-boarding  Payroll  Position Control  Research Time and Effort/Labor Distribution  Talent Management/Performance Management  Leave  General System and Technical 14

15 Subject Area Group Leaders 15 Subject AreaNameTitleSystem Member Applicant TrackingJeanette PhillipsHuman Resource Manager AgriLife, TFS, and TVMDL Benefits AdministrationEllen Gerescher System Employee Benefits ManagerSystem Offices CompensationElizabeth SchwartzDirectorTAMU Employee TrainingPat HseihTraining Support ManagerTAMU Faculty Administration Michael J. Benedik, Ph.D. Dean of Faculties and Associate ProvostTAMU General System and TechnicalMark SchulzIT Enterprise ArchitectSystem Offices Human Resource AdministrationJennifer Humphries Chief Human Resources Officer AgriLife, TFS, and TVMDL LeaveNinette Portales Human Resources Services Administrator IITEES On-boardingJessica PalaciosAssociate Director of HRTAMU PayrollJoseph Corn Director of Payroll And Benefits AgriLife, TFS, and TVMDL Position ControlLinda Edge Director of Human Resources, TTITTI Research Time and Effort/Labor Dist.Karan WatkinsDirectorTAMU Talent Mgmt./Performance Mgmt.Anne MayerDirectorTAMU

16 Project Schedule 16

17 Questions 17

18 Short Break 18

19 Subject Area Group Meeting Schedule 19 DateTimeSubject AreaLeader 5/19/20149:00amBenefits Administration - 1Ellen Gerescher 5/19/20141:00pmGeneral System and TechnicalMark Schulz 5/20/20148:30amPayroll - 1Joe Corn 5/20/20141:30pmApplicant TrackingJeanette Phillips 5/21/20141:30pmEmployee TrainingPat Hseih 5/22/20148:30amBenefits Administration - 2Ellen Gerescher 5/22/20141:30pmPayroll - 2Joe Corn 5/27/20148:30amOn-boardingJessica Palacios 5/28/20149:00amResearch Time and Effort/Labor Dist.Karan Watkins/Mark Schulz 5/29/20148:30amTalent Mgmt./Performance Mgmt.Anne Mayer 5/29/20141:30pmFaculty Administration - 1Michael J. Benedik, Ph.D. 6/2/20148:30amPayroll - 3Joe Corn 6/2/20141:30pmCompensationElizabeth Schwartz 6/3/20148:30amHuman Resource AdministrationJennifer Humphries 6/3/20141:30pmPosition ControlLinda Edge 6/4/20148:30amFaculty Administration - 2 (if needed)Michael J. Benedik, Ph.D. 6/4/20141:30pmLeaveNinette Portales

20 Subject Area Group Meeting Approach 20 Requirements from Previous TAMUS Initiatives Requirements from ISG’s Knowledge Packs Baseline Requirements Draft Subject Area Group Requirements Final Requirements Subject Area Group Stakeholder Input & Validation

21 Subject Area Group Meeting Approach  Use “baseline” requirements as a foundation  Use an iterative review process to: Confirm baseline requirements Keep/edit/delete requirements as appropriate to address business needs and ensure proper coverage of all functional areas Add new requirements, as necessary  Meeting facilitators may make recommendations for addressing specific requirements language and to encourage requirements development based on best practices 21

22 Sample Subject Area Requirements in Spreadsheet Format 22

23 Subject Area Group Time Commitments  Three hours have been scheduled for each work session (though the full three hours are not always needed)  One to three work sessions per business function. For example: Payroll commonly requires three sessions Applicant Tracking is typically completed in one session  Most beneficial for same group members to attend all sessions associated with a single business function 23

24 Subject Area Group Meeting Guidelines  Focus on what the system must do – not how; the system design will be completed after product selection  Emphasize process change in lieu of software modifications to protect software warranties and facilitate future system upgrades  Develop system requirements at a level of detail required to differentiate among available products  Provide one requirement – not multiple requirements – per line item  Document each requirement in such a way as to allow for clear validation during implementation  Provide proper level of specificity  Ambiguous requirements have little value 24

25 Meeting Ground Rules  Be “enterprise-minded” and consider multiple perspectives  Be engaged in the discussion  Be respectful of the comments of others  Think in terms of best practices – not what the system does today  Avoid prolonged “wordsmithing” 25

26 Enterprise Stakeholder Validation Approach 26 Requirements from Previous TAMUS Initiatives Requirements from ISG’s Knowledge Packs Baseline Requirements Draft Subject Area Group Requirements Final Requirements Subject Area Group Stakeholder Input & Validation

27 Enterprise Stakeholder Validation Approach  Use draft requirements prepared by Subject Area Groups as foundation  Reviewers access DecisionDirector directly to complete review effort  SMEs should focus on their specific areas of expertise but may comment on any requirements of interest  Use an iterative review process to: Review and comment on requirements as appropriate Identify need for requirement (e.g., critical, desired, no need) Identify whether the requirement is met by the current system (yes, no, unknown) Identify source system if requirement is currently met by legacy system (list of systems will be provided in drop-down list) 27

28 Sample Subject Area Group Screen Used for Enterprise Stakeholder Validation 28

29 Key Project Dates Kick-off Meeting Subject Area Group Requirements Work Sessions Enterprise Stakeholder Validation via DecisionDirector Subject Area Groups Review Feedback from ESV and Finalize Requirements Final Requirements Ready for Inclusion in HCM RFP Today May 19 – June 5 June 9 – 22 June 23 – July 7 July 7 29

30 DecisionDirector Vendor Response Forum 30  DecisionDirector ® will be used to gather RFP responses from the ERP vendor community  Vendors indicate whether each requirement is provided as standard functionality, future release, through third party software, customization, etc.  Vendors also indicate which application or module within their solution supports each requirement

31 DecisionDirector Vendor Response Forum 31

32 Demonstration of DecisionDirector 32

33 Contacts 33 Carol Manthei Texas A&M University System Project Manager Diane Haubner Information Services Group Project Manager

34 Questions and Wrap-Up 34


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