Change Readiness October 27, 2003

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Change ReadinessOctober 27, 2003
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Objectives

• Review Guiding Principles
• Discuss Change Readiness Approach
• The Role of the Change Agent and HRMS Statewide
  Change Management Team
• Threads of Change Readiness Activities
• The Role of the Change Readiness Assessment
  Process
• Review Timeline
• Highlight Key HRMS Project Deliverables
• Discuss Agency Deployment Planning Milestones

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Components of Washington Works
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HRMS Guiding Principles

• Take ownership, be proactive, and make the new
  rules and system yours
• Ensure data integrity and completeness
• Standardize HR rules and practices at
  enterprise level
• Eliminate redundant systems
• No modifications to existing SAP software
• Drive timely decisions to meet legally mandated
  implementation schedule
• Implement core functionality first
• Foster collaboration between project and other
  Washington Works projects
• Enable agencies to operationalize deployment
  details

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Change Readiness Deployment Planning,
Preparation and Execution
HRMS Project Team
Agencies
People
Training deployment
Change readiness
Change Management
Job roles
Communications
Application / Functional
Process
Technical
Implement new workflow
HRMS Statewide Change Management Team
Data cleansing
Change Agent
Infrastructure readiness
Adapt agency operations to enterprise wide common
procedures
Technology
Interface readiness
Shadow systemidentification
Analytics
Analyze report content
Cultural Management Readiness
Key ingredients to success single point of
contact, a full picture of work to be done,
collaboration, and regular monitoring
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Overall Washington Works Timeline
2003
2004
2005
Q1
Q2
Q4
Q1
Q2
Q3
Q4
Q1
Q2
Q3
Q4
Q3
System Feasibility for Collective Bargaining
Latest Start Date for Coll. Bargaining
Legislative Mandate
Draft Civil Service Rules
Begin to Implement New Class System
Class System
Feasibility Study Approved by ISB
Release 2, Extended functions
Planning and Assessment
Planning and Assessment
Release 1, Core Functions
HRMS Implemen-tation
Detailed Design
Delivery/Assimilation (agency rollouts)
Select ASV HRMS/Integrator
Operations Phase
Release 0 Business Warehouse
PRB Adopts Rules
Director Adopts Rules
Finalize concepts
Civil Service Reform
New HR Rules Effective
Design, Review, Finalize Classification and
Compensation Structure Rules
Stakeholder input
GA Adopts CC Rules
Training
Competitive Contracting
Competitive Contracting Available
Draft, Review Finalize Contracting Rules
Guidance Docs
Submit CB budget request to OFM
Agency data coding
Agency data coding
Collective Bargaining Agreements Effective
Collective Bargaining
Input for CB functionality
Collective Bargaining
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Key Upcoming HRMS Deliverables

• Business Process Model (10/31/03)
• Defines future business processes to be supported
  by HRMS
• Provides a cross-walk from current WA business
  practices to the new business process model
• Technical Architecture Blueprint (11/28/03)
• Defines the technical architecture for Release 0
• Change Readiness Strategy (11/30/03)
• Defines how agency deployment planning efforts
  will be structured and tracked by the HRMS
  project
• Conference Room Pilot (12/31/03)
• A series of demonstrations and presentations of
  how HRMS will enable the new business process
  model
• Identifies gaps between the HRMS application
  software capabilities and WA requirements
• Builds an awareness among power users on the
  breadth and depth of the HRMS application
  software
• System Strategy Recommendation (12/31/03)
• Confirms the implementation and roll-out approach
  and schedule for HRMS
• Defines the agency profile for each deployment
  group
• Requirements core functionality, interfaces,
  conversion, extensions, reports, etc.
  (2/29/04)
• A series of documents to confirm the scope of
  Release 1 - everything that needs to be built and
  tested

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Agency Deployment Planning Key Milestones

• 1 - Preliminary Agency Deployment Plan
  12/31/2003
• Develop initial plan for HRMS Deployment based on
  preliminary assessment of agency impact
• Identify resource requirements and risks
• 2 - Agency Feasibility Decision 03/1/2004
• Identify impact on agency of final decisions on
  HRMS scope and business process designs
• Develop strategies for design of new agency
  Process, People, and Technology elements
• 3 - Complete Agency Design 07/31/2004
• Complete design of agency-specific Process,
  People, and Technology elements
• 4 - Prepare for Deployment 11/30/2004
• Complete development of agency Process, People,
  and Technology elements
• Achieve full readiness for final Delivery and
  Assimilation activities

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1 - Agency Deployment Work Plan (12/31/03)

• Goal preliminary work plan and level of effort
• Management To Dos
• Assess high-level impact on WW initiatives
• Develop deployment infrastructure and plans
• Assess agency change readiness and develop
  strategies to close gaps
• Process
• Inventory existing agency business practices
• Assess impact of CSR, CB, CC rule changes on
  business practices
• Assess impact of HRMS on business practices
• People
• Inventory organization design, culture, and
  competencies
• Assess impact of WW on organizational design
• Technology
• Inventory technology elements
• Conduct preliminary data cleansing analysis and
  activities
• Tools
• Agency Deployment Planning To Dos, Agency
  Deployment Work Plan Template
• Preliminary Readiness Considerations, Readiness
  Indicators, Readiness Scorecard