HRMS Project Presentation to the Customer Advisory Board

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HRMS ProjectPresentation to the Customer
Advisory Board

• May 24, 2004

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Agenda

• Project Status Update
• Planning and Assessment Phase
• Current Highlights
• Agency Status
• Challenges
• Release Scope Overview
• Business Architecture
• Self Service Pilot
• Interfaces and Reports
• Technical Architecture and Access
• Conversion and Data Clean-up
• Testing Approach
• The Next 3 Months

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Project Status Update Planning and Assessment
Phase

• Planning and Assessment Phase Successfully
  Completed On-time
• 14 Conference Room Pilot sessions conducted
• 11 interface requirements sessions conducted
• 29 agencies participated
• 400 State HR/payroll professionals attended 3
  separate 1 day Conference Room Pilot Review
  sessions
• 350 State HR/payroll professionals attended 1 of
  6 Release 1 Scope Overview Sessions
• Technical development environment established
• Agency Deployment Strategy established providing
  15 agency readiness staff and over 65 agency
  change agents
• Results
• 0 software modifications required
• Confirmation that software can handle Civil
  Service and Collective Bargaining changes
• Reduced number of reporting requirements from
  over 900 to 132
• 47 interfaces necessary to support Release 1 of
  HRMS implementation
• 115 conversion modules necessary to support
  Release 1 of HRMS implementation

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Status Update -Current Highlights

• Release 1 configuration and test planning on
  schedule
• 15 FTEs working on configuration
• Payroll wage types, tax data, garnishments, 3rd
  party remittance, etc.
• Time management work schedules, absence types,
  attendance types, etc.
• HR enterprise structure, action types,
  organizational hierarchy, etc.
• Financial chart of accounts structure
• Another 3-4 FTEs working on test planning and
  preparation
• Interface and data conversion 2.5 weeks behind
  schedule
• 20 FTEs working on functional design (i.e.
  interface specs, mapping rules)
• Current resource plan forecasts that well be
  caught up by mid-June
• Developing training plans and materials on
  schedule
• 3 on-site FTEs and off-site development center
  working on training logistics, materials and
  on-line help tools

(Continued on next slide)
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Status Update -Current Highlights

• Business Warehouse on schedule
• 10 FTEs working on confirming Release 1
  requirements analysis and design
• Design of business warehouse extracts in-process
• Technical Architecture on schedule
• 10 FTEs working on the production environment
  design and build-out
• Continuing agency outreach efforts on schedule
• 15 FTEs providing one-on-one meetings with
  agencies, helping
• resolve agency issues, supporting workshops,
  etc.

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Status Update - Agency Readiness Status
Agency Readiness Assessment Scores
Scoring Weights and Sample questions from the
April Readiness Assessment

• Leadership (100 of overall score)
• Your Change Agent or representative has
  communicated key Washington Works project
  initiatives information to appropriate people in
  the agency? 20
• Your Change Agent attended the March Change Agent
  meeting and plans to attend the April CA
  meetings? 20
• Your Director and/or Deputy Director attended the
  April Washington Works meeting? 20
• Have you identified participants for the HRMS
  Scope Overview Presentation. 40

Score Definition Feb Mar Apr
90 31 77 73 Done 75
90 3 4 4 Need follow-up
Attention
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Status Update Challenges

• Challenges We Are Now Focused On
• Closing the 2.5 week schedule variance
• Providing ample turn-around time for agencies on
  interfaces and data clean-up
• Providing access to historical data
• Identifying the number of agency testers and
  trainers
• Interfacing to DOPs mainframe applications (DRS,
  HCA, etc.)
• Ensuring adequate knowledge transfer
• Planning a self service pilot that tests the
  waters without increasing the projects risk
  profile

• Challenges on the Horizon
• Securing agency help on testing and training
• Helping agencies identify the impact of Release 1
  on internal reporting
• Supporting agency data clean-up efforts
• Impact of Release 1 functionality on forms,
  procedures and workflow
• Getting a jump start on Release 2 without
  sacrificing the success of Release 1 deployment

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Release 1 Business Architecture

• Key Things You Need to Know
• Minimal Process Change
• Create a flexible foundation for change but
  retain the fundamentals of personnel and payroll
  processing
• Increase data capture leading to more accurate
  data, more effective reporting and more training
  of end users
• Working with Civil Service Reform team to begin
  set-up of the first batch of envisioned job
  classification changes
• Agency Collaboration
• We are building agency collaboration into the
  detailed design and configuration of the system
• Our Agency Design Review Group will provide
  design review responsibilities during
  configuration
• While most of the Release 1 configuration is
  pulled from Pay/1, we have pulled agency specific
  data through surveys
• System test will represent agencies main
  opportunity to understand/verify how SAP is
  configured
• Areas of Significant Agency Impact
• Time Management some agencies may need to
  change their positive time reporting strategies
• Financial Reporting depending on the SAP
  chart-of-accounts structure, some agencies
  financial reporting and reconciliation procedures
  might change

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Business Architecture What You Get in Release 1

• Personnel Administration
• Each employee will get a single, unique Personnel
  Number that stays with them forever.
• Employee information is entered, tracked, and
  updated in a series of screens (Infotypes)
  supporting personnel management (hiring,
  separation, promotions, etc.).
• Payroll
• Includes all calculations needed to process
  payroll
• Identifies gross pay, gross to net, and deduction
  and benefit processing 
• Applies state/agency-specific rules to determine
  wages that can be garnished, pay subject to
  taxes, and wages subject to retirement deductions
• Supports warrant printing and direct deposit
  processing, vendor payments, and the transfer of
  funds to the financial system for AFRS
  reporting  
• Supports all requirements for federal payroll
  reporting and will be configured to be compliant
  with applicable state statutes, etc.

1st of 3 slides
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Business Architecture What You Get in Release 1

• Time Management
• Processes time reporting the same as PAY1
• Processes existing payroll and leave feeds
• Supports the recording of time events and
  transfer to the payroll module
• Allows hours to be loaded by activity or applied
  to a specific cost center
• CATS online timesheet available as electronic
  timesheet
• Benefits Administration
• Limited implementation to support benefit
  deduction interfaces
• Integration of payroll deductions to State
  benefit agencies (Health Care Authority,
  Department of Retirement Systems)
• Organizational Management
• This functionality was not available in PAY1.
• Provides a more flexible way to set-up reporting
  and information distribution structures within an
  organization to meet the needs of small or larger
  agencies.

2nd of 3 slides
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Business Architecture What You Get in Release 1

• Compensation Administration
• Allows agencies to plan and administer
  compensation adjustments and defines pay scales
  and salary structures for jobs and positions
• Allows HR staff to manage new and more innovative
  reward strategies, including performance and
  competency-based pay, variable pay plans, and
  long-term incentives
• Allows for easy comparative analysis of
  compensation packages using internal and external
  data
• Workforce Cost Planning
• Allows HR professionals to do all work-force
  cost-planning tasks online, instead of using
  manual processes as is done today
• Provides HR executives with improved planning
  accuracy, access to a broad foundation of data,
  flexible decision support, and continuous
  monitoring of actual performance relative to plans

3rd of 3 slides
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Self Service What to Expect in Releases 1-3

• Release 1 Start Small
• Limited pilot to introduce inquiry and limited
  transaction capabilities
• Controlled environment designated, manageable
  user base
• Minimize disruption to participating agency
  workflow
• Release 2 Scale Fast
• First major self service capabilities introduced
  with Release 2 (e.g. e-Recruitment) and
  integration with DOPs eLearning solution
• Roll-out of Release 1 employee self service
  capabilities statewide
• Introduction of Release 1 manager self service
  capabilities statewide
• Introduction of some limited automated workflow
  capabilities
• Release 3 Finish Strong
• Additional self service capabilities introduced
  improvements to CATS time sheet
• Expansion of Release 1 employee and manager self
  service capabilities

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Self Service The Release 1 Pilot

• Objectives
• Determine ease of implementation
• Identify any special requirements to implement
  and/or maintain
• Understand training support required
• Understand user acceptance/usage patterns
• Identify opportunities to add value
• What capabilities matter most to the end user
• What does agency demand look like
• Understand agency workflow implications
• What does self service do to agency work flow
• How does self service affect DOPs service
  delivery
• Timing - 1 month after Go Live
• Allow participating agencies to become familiar
  with HRMS before self service goes live

1st of 2 slides
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Self ServiceThe Release 1 Pilot

• Scope - Employee Self Service Only
• View only recommendations
• Leave Balances
• Paycheck data (comparable to pay stub)
• Possibly others
• Update recommendations
• Home Address
• Work Phone
• Who Will Participate
• Limited number of agencies that demonstrate
• Strong desire to participate
• Technical infrastructure in-place
• History of using self service in other
  applications
• Ability to provide the resources to help support
  roll-out and training
• A controllable environment
• 8 agencies have expressed interest

2nd of 2 slides
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Interfaces
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Interfaces

• Key Things You Need to Know
• Agency Turn-around Time
• Our goal to get your teams the functional
  specifications by mid-June
• Your IT deployment team members should begin
  design of internal system modifications before
  the end of June
• Agencies need to be in a position to begin
  end-to-end interface system testing in late
  August/September
• Agency Collaboration
• We are building agency collaboration into the
  functional design
• However, we will likely need to prioritize the
  agencies we need to engage for each interface
• We expect a volume of questions and concerns to
  come through the change agents
• Strategies You May Want to Consider
• 1 Insulate internal systems from the interface
  by mapping the new interface to the old file
  layout
• 2 Plug the new interface into your internal
  systems but focus only on the data you need
• 3 Reassess how the new interface could enhance
  internal systems through new data capture
• Issues
• The impact of Group 1 and Group 2 on statewide
  interfaces
• The role of the Pay/1, current data warehouse and
  FOCUS in supporting interfaces
• The cross walk between new system and legacy
  system values (org code, position numbers, etc.)

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InterfacesDevelopment Process
Approve work to begin
Agency Reviews (meet with representative agencies
to confirm requirements.)
Draft Functional Design
HRMS Team Reviews
Agency Follow-ups (as needed)
HRMS Lead Signs Off Functional Design
Document Technical Design
Build Unit Test
HRMS Lead Sign-off on Unit Test
System Testing
Analyze Design for Agency IT impacts
Build Implement IT modifications
Prepare for System Testing
System Testing
Publish Functional Design to Agencies
Go Live
Project Activities Agency Involvement
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InterfacesFunctional Design Timetable
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Reports

• Key Things You Need to Know
• Scoping Approach
• Primary sources analyzed existing Pay/1
  reports, agency unique requirements survey,
  existing SAP reports, business process designs,
  and current data warehouse requirements
• 132 existing personnel and payroll requirements
  identified
• Primary focus was to not recreate the wheel,
  leveraging existing SAP reports wherever possible
• Push as much reporting through the business
  warehouse as possible
• All reports prioritized based on importance and
  usage
• Decentralize report distribution/delivery to the
  agency
• Tools
• Business warehouse predefined reports and SAPs
  ad-hoc report designer
• Core SAP - Some preexisting reports will also be
  delivered within the core SAP system
• Other tools - Currently looking at how agencies
  can use other tools to access BW data (such as
  Crystal and Brio)

1st of 2 slides
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Reports
2nd of 2 slides

• Delivery Mechanisms
• Online
• Printer (centralized or decentralized)
• Downloadable to other applications (excel,
  access, etc.)
• Email
• Implications
• End-user ability to customize reports (sort,
  filter, change layout, add fields, etc.)
• Instantaneous delivery of reports
• Replacement of ad-hoc queries built by agencies
  off the current data warehouse
• Need to find new SAP reports to meet current
  reporting needs (team will provide a x-ref)
• Expanded set of SAP pre-defined reports available
• Analytical reporting tools available

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Summary of Reports in Release 1
In addition to the 132 release 1 reporting
requirements, SAP provides the State of
Washington with 100s of additional HRMS
delivered reports
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Timeframes for Reports Development
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Technical Architecture Access

• Key Things You Need to Know
• Design Principles
• Scalable, highly redundant environment
• Stringent performance standards/thorough
  performance testing before go-live
• Flexibility for different agency computing
  environments
• Integration with statewide assets
• Flexible Foundation for Varied Agency Computing
  Environments
• HRMS can provide end users the same functionality
  through SAP GUI or web browser, except for ad-hoc
  query design
• The selection of what access method will be based
  on network capability/performance, power users
  usage patterns (i.e. multiple sessions) and
  ad-hoc report development usage.
• Agency Collaboration
• Agencies will be responsible for addressing
  infrastructure gaps, software installation on the
  desktop (SAP GUI only), and ensuring connectivity
  for HRMS end users
• The project will provide detailed installation
  and testing instructions, as well as support
  agencies troubleshooting of infrastructure
  issues
• The project has outlined a timetable on preparing
  agencies infrastructure for HRMS. The key dates
  to have all activities and testing concluded are
  Nov 2004 (Group 1) and February 2005 (Group 2)
• Issues
• Currently troubleshooting SAPs integration with
  Fortress

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Technical Architecture Infrastructure Deployment
Schedule
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HRMS Access Methods
Two methods will be used to access HRMS
Presentations to demonstrate and discuss the two
access methods took place on May 19 and 20.
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HRMS Access Methods

• This table shows how different types of users can
  access HRMS.
• SGN refers to users that are connected to the
  State Government Network.

Agency policy will determine whether
Self-Service and End Users have off-site access.
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Functionality Matrix for Access Methods
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HRMS Agency Desktop Requirements

• Desktop requirements vary depending on the HRMS
  access method.

In addition, any users who use report
downloading functionality will require Microsoft
Excel 97/2000/XP.
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HRMS Agency Network Requirements
See Technology Requirements document for
details http//hrms.dop.wa.gov/hrmsdocs/Technolog
y Requirements.doc
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Data Conversion and Data Clean-up

• Key Things You Need to Know
• Data Mapping and Data Conversion Design Expected
  by early June 2004
• Pay/1 is the primary source (except for personnel
  number which will come from the current data
  warehouse)
• No conversion of historical data (Pay/1, Focus
  and the current data warehouse will still be
  available)
• While most of the conversion will be automated,
  the conversion design will identify manual
  conversion tasks
• The implications of smart coding will be
  addressed in the data mapping rules
• Goal is to start system test (July 2004) with
  converted data
• Mock Conversions Generate Data Clean-up Work
• Our Mock Conversions will trigger data clean-up
  effort
• We will produce data clean-up reports by agency
• The first mock conversion reports are expected in
  early July
• We will conduct five mock conversions between now
  and Release 1 deployment

1st of 2 slides
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Data Conversion and Data Clean-up

• Tracking progress will be essential
• Youll need a detailed tracking mechanism (i.e.
  excel) to track progress against the clean-up
  reports
• We will monitor overall agency progress on data
  clean-up through the readiness assessments
• Order of Magnitude is currently unknown
• Well know the order of magnitude by agency in
  late June, 1-2 weeks before the first agency
  reports will be distributed
• We will structure our teams support based on
  this order of magnitude
• Data Clean-up Approaches You May Want to Consider
• 1 Conduct Your Own Internal Data Audit Now
• 2 Build a Separate, Dedicated Data Clean-up
  Team or
• 3 - Leverage the Work Out Across Your User Base

2nd of 2 slides
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Data Conversion and Data Clean-up Mock
Conversion Schedule

• Five mock conversions are planned. The earlier
  mock conversions will be more technical in
  nature, whereas the later mock conversions will
  be as real as possible to simulate the actual
  conversion week(s).

Mock Conversion Date Planned Purpose
Mock 1 July 2004 Technical Mock 2 August
2004 Functional, Performance Mock 3 September
2004 Data for Parallel Test Mock 4 October
2004 Full Employee PopulationGroup 1 Mock
5 January 2005 Full Employee PopulationGroup 2
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HRMS Test Approach
Key Features

• Balance of project team and end user testing
• Early and repeated use of mock conversion data
• End-to-end interface testing
• Separate testing environments
• Stage containment not taking modules until
  they are ready
• Parallel test of strategic data
• Acceptable performance test prior to Go-Live
• System Investigation Request (SIR) tracking
  defects and issues found during each stage of
  testing

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Release 1 Testing Approach
Prepare and Perform Operational Readiness Test
Define Manage Business Case
Perform Deployment Test Perform Parallel
Test Prepare and Execute System Test
Gather User and Usability Reqmts. Analyze System
Reqmts. Analyze System Quality Reqmts.
Design Application Architecture
Prepare and Execute Assembly Test
Validation Flow of Work Verification
Testing ( test that product meets
specifications)
Design Automated Processes
Prepare and Execute Unit Test
Generate and Code Work Units
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Application System Test

• Definition Application System Testing verifies
  the system as a whole and ensures the entire
  application meets specified functional and
  technical requirements.
• Objective Verify system meets functional and
  technical requirements.
• Scope Scenario-driven scripts focusing on
  configuration, interfaces (end-to-end testing),
  reports, conversion and user-entered data
• Testers HRMS project staff and representative
  agency staff.
• Schedule Planning - April
  2004 Preparation June July 2004 Execution
  July November 2004

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Parallel Test

• Definition Ensures that a representative subset
  of data is processed similarly by both the new
  and old applications for multiple business
  cycles. A population of 2000 employees has been
  will be used as the subset.
• Objective Ensure that the new system produces
  results that are consistent with the old system.
  Variances will be reconciled to ensure the
  difference is due to a planned change in
  processing rather than processing logic.
• Scope Gross pay, total deductions, total taxes,
  net pay and tax type will be validated for a
  selected subset of employees.
• Testers HRMS Project Staff and representative
  agency staff who have understanding of both
  systems.
• Schedule Planning - July 2004 Preparation
  September 2004 Execution October November
  2004

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Deployment Test

• Definition Deployment test will provide an
  opportunity to execute all conversion programs
  against the full production database the
  conversion environment will be sized
  appropriately. This stage allows for complete
  testing of the conversion process in a safe
  environment prior to the actual system
  conversion.
• Objective Functional product test cycles and
  conditions are executed against converted data to
  identify any conversion related processing
  issues. All discrepancies discovered would then
  be resolved and the programs will be re-tested
  until the results are accurate and the programs
  are ready for the final conversion stage.
• Scope Mock conversions will be performed to
  practice the tasks executed during the actual
  conversion and to verify that the tasks can be
  performed within a reasonable time frame.
• Testers HRMS Technical Team and Agency End
  Users.
• Schedule June 2004 December 2004

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The Next Three Months
May

• Project Activities
• Configure SAP for Release 1
• Conduct Interfaces Workshops
• Conduct Data Purification 2 Workshops
• Distribute Configuration Surveys
• Support Agency Data Cleansing Activities
• Develop Interfaces and Conversion Routines
• Complete Technical Architecture Design
• Develop Training Modules
• Assess Communications Effectiveness
• Review Compile Readiness Report

• Agency Activities
• Complete Configuration Surveys
• Attend Organizational Structure Workshop
• Attend Interfaces Workshops
• Attend Data Purification 2 Workshops
• Conduct Data Purification Activities
• Plan Interface Modifications
• What systems are affected
• What interfaces will be used
• Complete Communication Survey
• Complete Readiness Self-Assessment

Key Business Outcomes Project continues to
build interfaces, reports, training, conversion
pre. Agencies launch internal systems projects
for HRMS interfaces.
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The Next Three Months
June

• Project Activities
• Configure SAP for Release 1
• Conduct Shadow Systems Strategies Workshops
• Conduct Interfaces 2 Workshops
• Conduct Role Mapping Security Workshops
• Conduct Business Warehouse Intro Workshops
• Run Mock Data Conversion 1
• Plan and Prepare Testing Schedule
• Prepare System Test Model
• Develop Training Modules
• Design System Security
• Review Compile Readiness Report

• Agency Activities
• Attend Shadow Systems Strategies Workshops
• Attend Interfaces 2 Workshops
• Attend Role Mapping Security Workshops
• Attend Business Warehouse Intro Workshops
• Conduct Data Cleansing Activities
• Design HRMS Interfaces and Shadow System
  Modifications
• Assign Security Access to Agency Users
• Complete Readiness Self-Assessment

Key Business Outcomes Project develops detailed
testing plan. Agencies launch internal systems
projects for HRMS interfaces.
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The Next Three Months
July

• Agency Activities
• Participate in system test (selected agency
  personnel)
• Attend Data Purification Workshop 3
• Continue data cleansing activities
• Map end-users to roles
• Complete HRMS security assignments
• Attend Testing Approach Presentation
• End User Educations Forums
• Attend Change Agent Meeting
• Complete Readiness Self-Assessment

• Project Activities
• Launch system test
• Analyze and address results of Mock Conversion 1
• Conduct Data Cleansing Workshop 3
• Provide Testing Approach Presentation
• Conduct End User Educations Forums
• Complete Readiness Self-Assessment
• Review and Compile Readiness Report
• Design Business Warehouse reports

Key Business Outcomes Project Team launches
system test for Release 1. Agencies internally
test system modifications for interfaces
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Questions?

• ???

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