1. Project Management Committee Meeting January 6, 2005 Building the Human Resources and Payroll Environment for the Next Generation of North Carolina State Government

2. 1 Welcome and Introductions Project Management Committee  Julie Batchelor, Chair  John Barfield  Rod Davis  Dan Domico  Amy Faulk  Bob Giannuzzi  Carl Goodwin  Wendy Griffin  Kathy Gruer  Ginny Klarman  Tracy Little  Jim Macaulay  Jim Newman  Kim Padfield  Tom Runkle  Gary Wiggins  Margaret Wiggins  Jonathan Womer  Pam Wortham OSC Management  Robert Powell  Gwen Canady Project Team  Linda Hudson  Shannon MacFarlane  Lowell Magee  Bradd Craver  Dorie Kehoe  James Stovall  Katie Beacham  Parham Gerami  Others TBD

3. 2 Agenda  Welcome, Introductions and Agenda  Committee Update  HR/Payroll Project Status  Process Owners  Change Management/Communications  JAD Sessions Review  Open Discussion  Action Items Review  Adjourn

4. Committee Update

5. 4 Need additional communication to JAD Participants from PMC members Banner Update – University Systems in Central Payroll will continue to participate PMC Review of JAD Output

6. HR/Payroll Project Status

7. 6 Status Report Activities Completed This Period 12/2/2004 – 1/5/2005 Completed Vision and Plan Phase deliverables and obtained signoff Finalized communications plan and stakeholder analysis Prepared for and conducted JAD Sessions on the following topics: Develop and Train Workforce Monitor Employee Safety & Health Manage Employee Relations Conducted requirements gathering interviews with Charles Chapman Completed and presented communications plan and stakeholder list Commenced monthly ITS reporting (November Report) Developed website strategy Conducted a chalk talk on HR/Payroll data warehousing Attended NCTIME task force meeting

8. 7 Status Report Plans for Next Period 1/6/2005 – 1/19/2005 Prepare for and conduct JAD Sessions on the following topics: Career and Succession Planning Manage Employee Separation Manage Recruiting, Hiring and Integration Onboard Deloitte change management lead Edit SBIP website Monthly ITS Reporting (December report) Hire intern

9. 8 Status Report Issues Requiring Management Attention: Agency representation in the JAD sessions

10. 9 High Level Project Timeline

11. Process Owners

12. 11 Proposed Process Owners Process Code & DescriptionOwnerAgency HR-020: Plan and Manage HR Programs and PlansGerry FisherOffice of State Personnel HR-030: Design and Maintain Organizational StructureJoe StroupDepartment of Environment and Natural Resources HR-040: Career and Succession PlanningPam FrazierInformation Technology Services HR-050: Manage Recruiting, Hiring and IntegrationHelen DickensDepartment of Transportation HR-060: Develop and Train WorkforceAnn CobbOffice of State Personnel HR-070: Manage Compensation and ClassificationDuane HinkleOffice of State Personnel HR-080: Maintain Benefits and EnrollmentPani TademetiOffice of State Personnel HR-090: Administer BenefitsPani TademetiOffice of State Personnel HR-100: Manage Payroll** HR-120: Monitor Employee Safety & HealthMike ChapmanOffice of State Personnel HR-130: Manage Employee RelationsDrake MaynardOffice of State Personnel HR-140: Manage Employee SeparationBetty SmithDepartment of Health and Human Services HR-150: Collect Time and AttendanceKathy ReitzelDepartment of Correction * - Payroll Sessions will be broken out and Process Owners will be assigned at a later date

13. Change Management /Communications

14. 13 Stakeholder Communications – Phase 1 SME PMC CFO’s NC University System NC TIME PSC CIO’s Council of State Governor’s Cabinet Agency Deputies HR Directors Payroll Manager Payroll User’s Forum General Assembly NC Citizens for Business & Industry SEANC State Personnel Commissions Central Payroll Users – Bus. & Tech. PMIS Users – Bus. & Tech. State Employees HR/Payroll Project Team

15. JAD Session Review

16. 15 Develop and Train Workforce – Dec 7 th & 8 th  Process Owner: Ann Cobb  Number of Participants: 14  Agencies represented: –Administrative Office of the Courts –Department of Correction –Department of Health and Human Services –Department of Justice –Department of Transportation –Information Technology Services –Office of State Personnel –Office of the State Controller –Wildlife Resources Commission

17. 16 Monitor Employee Safety & Health – Dec 15 th  Process Owner: Mike Chapman  Number of Participants: 11  Agencies represented: –Administrative Office of the Courts –Department of Correction –Department of Environment and Natural Resources –Department of Health and Human Services –Department of Justice –Department of Labor –Department of Transportation –Office of State Personnel –Office of the State Controller

18. 17 Manage Employee Relations – Dec 16 th  Process Owner: Drake Maynard  Number of Participants: 18  Agencies represented: –Administrative Office of the Courts –Department of Agriculture –Department of Correction –Department of Environmental and Natural Resources –Department of Health and Human Services –Department of Transportation –Employment Security Commission –Office of the State Controller –Office of State Personnel

19. 18 Common Threads  SME feedback –Enthusiastic about the possibilities of a new solution –Supportive of common processes and standardization –Sessions have provided a good networking forum –Appreciative of the opportunity to provide input  Business Benefits –Reduced clerical burden –Increased efficiencies –Better decision making with better consolidated data –Reduction of various side systems  Potential Barriers to Success –Computer availability and literacy –Fear that data will be misinterpreted –Acceptance of employee/manager self-service

20. 19 JAD Session Summaries  Due to you Jan 7 –HR120 - Monitor Employee Safety & Health –HR130 - Manage Employee Relations  Due to you Jan 14 –HR040 - Career and Succession Planning –HR140 - Manage Employee Separation  Due to you Jan 21 –HR050 - Manage Recruiting, Hiring and Integration

21. Open Discussion

22. Action Items Review

23. 22 PMC Action Items January 20, 2005 – Next PMC Meeting Identify SME’s for Payroll JAD sessions by January 14, 2005 Due by January 20, 2005: Feedback on: JAD HR120 (Monitor Employee Safety and Health) JAD HR130 (Manage Employee Relations) JAD HR040 (Career and Succession Planning) JAD HR140 (Manage Employee Separation) Due by January 25, 2005: JAD HR050 (Recruiting/Hiring/Integration)