1. PMIS Phase 1 Haiti Site Visit – Technical Discussion PMIS Change Management Team 28 Aug 2014

2. PMIS Phase 1 Haiti Site Visit – Administration Discussion PMIS Change Management Team 28 Aug 2014

3. 3 Topics  PMIS Scope and guiding principles  Workday functionality  Change impacts  Workday roles and high impact process examples  Training requirements by role  Discussion – benefits, issues, concerns for PMIS in Haiti

4. 4 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

5. 5 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

6. 6 Scope – systems that will be replaced Phase I (Jan 2015) Workday Phase II (Jan 2016) Workday + Tidemark Out of Scope PAS (HRM system)AMPES/OMISE-Recruitment HR ExpressFAMISTaxes HR Tracking SystemSOSPension Flexi-timeAMS/FMS (Budget)Staff Health Insurance Leave Tracking SystemADPICSAETNA/Pharmacare e-PPESTravel-On PayrollSharePoint/Document Management CTACs (correspondence) GBOTs and translation tracking systems

7. 7 Functionality – Employee Self Service  Absences – Manage absence / leave of absence requests  Time Off – Request, manage, and correct time off  Benefits – Enter dependent events, benefits changes  Worker Profile – Manage and maintain contact info, licenses, passports & visas, government IDs, preferred name, photo, professional profile  Payroll – View compensation and withholding deductions, print pay slips, select pay slip delivery options, add accounts to direct deposit, managing direct deposit  Performance – Complete self-evaluation for performance review, get additional reviewer input, manage goals  Talent – Manage career/job interests, relocation preferences, travel preferences, accomplishments, certifications, education, external job history, work experience

8. 8 Functionality – Manager Self Service  Manage personnel absences and leave of absences  Create / edit positions  Hire / terminate personnel  Change jobs  Manage contingent workers  Requisition jobs  Manage travel preferences  Complete manager evaluation for performance review, cascade goals, get feedback on personnel, give feedback  Assess personnel potential, give / manage awards

9. 9 Functionality – Human Capital Management  Create, edit, and close positions  Hire, terminate  Change jobs  Manage contingent workers  Requisition jobs  Manage compensation  Manage Worker Profile – IDs, service dates  Move workers

10. 10 Functionality – General  Task delegation  Inbox  Team pages, dashboards, account preferences  Directory / search  Reports

11. 11 Change impact for Workday Significant ChangesChange Implications All business process steps clearly visible Status of requests/ approval are tracked Bottlenecks easily identified and resolved All business processes are auditable Business processes simplified (max. 3 signatures) Improved efficiency through simplification People accountable for decisions Easy access to information in one place Improved mission support - communication, collaboration, and crisis response Greater personal effectiveness Standard (Workday) roles by business process (approx. 300 delivered BPs) Consistency in tasks assignment Clarity around jobs and processes Individual closest to data enters data Improved accountability Increased accuracy

12. 12 Software + Effective Management => Value Workday will:Workday will enable management to: Provide process transparency to identify bottlenecks Resolve bottlenecks Provide management analytics on process efficiencies Make decisions based on a rich set of actual data Empower COs and other entities to perform their routine transactions Speed up processes Improve consistency and efficiency of HRM’s involvement in processes Free up HRM resources to spend a greater portion of time on higher value added work Provide better tools to manage / track talent and put the right people in the right roles Make better staffing decisions

13. 13 “Personnel”  Staff Positions (PRFP, GSP, NOP, Detail)  Staff Temporary Positions (PRFN, GSN, NON)  CLT (NATP, NATN)  Non-Staff Ministry and Agency at country level (MINP, MING, AGNF)  Insurance Only (IPOP, IPOG) “Contingent Worker”  Non-Staff Agency at Headquarters (AGNH, OSP)  Non-Staff Consultants (NPC, IPC) and TAV  Non-Staff Interns (INT)  Non-Staff Volunteers (UNV and Non UNV)  Language Services (Translators, Revisers, Interpreters) “Personnel” and “Contingent Workers” People are categorized in Workday as either “Personnel” or “Contingent Workers”

14. 14 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

15. 15 Key Roles in Workday Compensation Finance Partner Absence Partner Benefits Partner Contingent Workers Compensation Administrator PBU Comp. Finance Partner Personnel HR Administrator HR Partner Manager Recruiter Succession Partner Talent Manager HRM Partner-HR HRM Comp. Partner Cost Center Manager (“allottee”) HRM By Country Office/Center By Country Office/Center General Population PBU

16. 16 Workday Role: Personnel as selves ItemDetail Description  Staff Positions (PRFP, GSP, NOP, Detail)  Staff Temporary Positions (PRFN, GSN, NON)  CLT (NATP, NATN)  Non-Staff Ministry and Agency at country level (MINP, MING, AGNF)  Insurance Only (IPOP, IPOG) ExamplesEnter, view, update their personal information via Employee Self-Service, search directory, request leave, initiate benefit changes, initiate performance evaluations TasksEmployee Self-service information entry / update. Initiation of various processes, e.g. Leave requests, benefits changes Data AccessTheir own personal information and directory information for others Issues / ConsiderationsNone PAHO Job TitlesAll staff posts All non-staff posts - Agency, Ministry

17. 17 Workday Role: Contingent Workers as selves ItemDetail Description  Non-Staff Agency at Headquarters (AGNH, OSP)  Non-Staff Consultants (NPC, IPC) and TAV  Non-Staff Interns (INT)  Non-Staff Volunteers (UNV and Non UNV)  Language Services (Translators, Revisers, Interpreters) ExamplesEnter, view, update their personal information via ESS, search directory TasksEmployee Self-service information entry / update. Data AccessTheir own personal information and directory information for others Issues / ConsiderationsNone PAHO Job TitlesAll contingent workers

18. 18 Workday Role: Manager, aka Supervisor ItemDetail DescriptionDefined as anyone who supervises other workers and every manager will have a supervisory organization that houses their direct reports. Role performs limited HR management functions for assigned organizations (Note: Does not need to be the head of an entity.) ExamplesInitiate job requisitions and position requests. Initiate hire of non-staff posts and contract contingent workers. TasksManager Self Service Approvals, e.g. performance, leave requests Data AccessAccess to “My Team” data which includes data concerning their team members (everyone below), excluding benefits, dependents info, bank account information Issues / ConsiderationsWorkday uses the terms Manager and Supervisor interchangeably. PAHO Job TitlesDirector, Unit Chief, PWR, Center Director, Manager, Supervisor, Specialist, etc. Anyone who supervises.

19. 19 Role: Cost Center Manager ItemDetail DescriptionManages the finances of a budget entity / cost center. Has Delegation of Authority for financial transactions. Usually the head of the entity. ExamplesFinal approver for staff posts & non-staff post requisitions Notified of staff posts & non-staff post worker hires TasksApprove financial events impacting their budget entity / cost center Data AccessFor Phase 1 financial access will be through legacy systems Issues / ConsiderationsKnowledge of and access to legacy financial systems Ability to determine availability of funding Must be a staff member No sensitive information access PAHO Job TitlesEntity Manager (Allottee)

20. 20 Terminology – Business Processes & Roles New languageMeaningOld language Business process (BP) Work to be done, the order in which that work is done, and who needs to do what in order to complete work Procedures or Guidelines linked to from the E- Manual or in GIBs Sample BP: “Create job requisition” “Create job requisition” starts the hiring process A to-do step of the PAHO562 Sample BP: “Create hire” “Create hire” hires a person as PAHO personnel after selection A to-do step of the PAHO562 Workday Roles PAHO personnel assignments in Workday with specific BP responsibilities and associated security permissions Roles exist in PAHO, but are not standardized

21. 21 Workday Role: HR Partner ItemRole Detail DescriptionPerform HR management functions for the entity Examples Initiates job requisitions for staff posts & non-staff posts Initiates hire for non-staff posts Initiates new positions (those that are not in the HR plan Manages Job Requisitions, Positions, Worker Data, Terminations and Reports Tasks Initiates Human Capital Management (HCM) business processes within his/her entity Data Access Access to assigned organization(s)’ HR data, excluding performance, benefit, dependent data, and bank account information Issues / ConsiderationsNeeds to undertake enough transactions to retain skills

22. 22 Workday Role: Comp. Finance Partner ItemRole Detail DescriptionPerforms commitment accounting functions for entities Examples Approves requisitions for non-staff posts Receives notification of non-staff post hires TasksApproves entity budget Data AccessFinancial information (During Phase 1: from AMPES/OMIS) Issues / Considerations Person ensures funding availability for non-staff posts by entity During Phase 1: knowledge of AMPES/OMIS is required

23. 23 PMIS Role: PMIS Trainer ItemDetail – this is NOT a Workday Role Description Offers 1 st level PMIS Support Introduce new-hires to PMIS Examples First person to contact if anyone in your entity has a problem with using Workday – going forward the first point of contact is the PMIS Trainer for business process support, not ITS Tasks 1 st level support on business processes and reporting Collects issues and logs them for action with PMIS Support Data AccessSame access as HR Partner. Issues / ConsiderationsAble to view personnel information.

24. 24 Specific Business Processes to illustrate*  Roles and Workday terminology  Process simplification and transparency  Reduced number of approvals BP for hiring staff posts in the approved HR Plan BP for hiring non-staff posts in the approved HR Plan *Other BPs key to Country Offices/Centers, e.g. Transfers and new position not illustrated today

25. 25 Hiring BP – Staff Posts (in the approved HR Plan) HRM Partner Cost Center Manager PBU Comp. Finance Partner Supervisor (aka Manager) or HR Partner Job Requisition BP Recruitment (outside Workday) Create Hire BP Create Job Requisition Approve Requisition Approve Requisition - Final Select Candidate via E-Recruit & Selection Process (Centrally administered) Create Hire Notified Workday Role EXM Member and /or CSC PAHO Director Notified Initiate Approve Notified

26. 26 Hiring BP – Non-Staff Posts (in the approved HR Plan) Comp. Finance Partner Job Requisition BP Recruitment (outside Workday) Create Hire BP or Contract Contingent Worker BP Create Job Requisition Approve Requisition - Final Approve Requisition - Final Select Candidate via Selection Process (Locally administered) Create Hire / Contract Contingent Worker Create Hire / Contract Contingent Worker Notified To create obligation – Phase 1 only Notified To create obligation – Phase 1 only Notified Cost Center Manager Workday Role PAHO Director, EXM Member and /or CSC Notified Supervisor (aka Manager) or HR Partner Initiate Approve Notified

27. 27 Staff  Staff Positions (PRFP, GSP, NOP, Detail)  Staff Temporary Positions (PRFN, GSN, NON)  CLT (NATP, NATN) Services  Language (Translators, Revisers, Interpreters) Non-Staff  Non-Staff Ministry and Agency (MINP, MING, AGNH, AGNF, OSP)  Non-Staff Consultants (NPC, IPC) and TAV  Non-Staff Interns (INT)  Non-Staff Volunteers (UNV and Non UNV)  Insurance Only (IPOP, IPOG) PAHO Contract Types

28. 28 PMIS Role Assignments – Haiti Phase 1 Country Offices and Centers role assignment model Entity/ Role PrimaryAlternate HR Partner Lea Oriol Edithe Pascale (1) Jean Louis (2) Comp. Finance Partner Jean Claude Paraison Jean Ronel Bien-Aimé (1) Marie-Mica Alexis (2) PMIS Trainer Rustam ErgashevLea Oriol

29. 29  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 Training Overview

30. 30 Training Overview 8-10 hours 4-6 hours 12-20 hours 32 hours HR Partner PMIS Trainer Personnel / Contingent Workers Manager  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

31. 31 Questions so far

32. Discussion  What benefits do you expect / hope to see out of PMIS?  What are the issues and concerns that you see here in Haiti related to PMIS?  Do the people assigned as PMIS Trainers, HR Partners, Compensation Finance Partners have a reasonable understanding of the roles / commitment?  Are you getting what you need to help you understand and prepare for the changes to come?  How can we help you further?