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Project Management Committee Meeting January 6, 2005 Building the Human Resources and Payroll Environment for the Next Generation of North Carolina State Government 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 1 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 2 Committee Update Committee Update •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 4 HR/Payroll Project Status 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 6 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 7 Status Report • Issues Requiring Management Attention: • Agency representation in the JAD sessions 8 High Level Project Timeline Project Week Plan Vision 1 3 Month 2 4 Execute 5 Nov Date 25 1 Project Management 8 15 22 29 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 Dec 6 13 20 27 • • • • • • Close Jan 3 10 17 24 31 Feb 7 14 21 28 March 7 14 21 28 Apr 4 11 18 25 • • • • • • • • • • • • • • • • • Change Management Group I Human Resources Group II Payroll Technical • – Project Status Report – – Final Deliverables Offsite Working/Holiday HR – Group I • Personnel Administration • Recruitment • Applicant Tracking • Disciplinary Action and Complaint Management • Incident and Accident Tracking • Exit Interviews • Competency Based HR Management • Performance Management • Training Administration HR – Group II • Compensation Management • Job and Salary Surveys • Position Evaluation Analysis • Benefit Administration • Workforce Analytics • Organizational Management • Employee Self Service • Leave Tracking Payroll • Payroll Administration • Payroll Processing • Labor Cost Distribution • Time Collection & Management • Budget Support Technical • High level technical requirements • Security • Infrastructure • Integration 9 Process Owners Proposed Process Owners Process Code & Description Owner Agency Gerry Fisher Office of State Personnel HR-030: Design and Maintain Organizational Structure Joe Stroup Department of Environment and Natural Resources HR-040: Career and Succession Planning Pam Frazier Information Technology Services Helen Dickens Department of Transportation Ann Cobb Office of State Personnel HR-070: Manage Compensation and Classification Duane Hinkle Office of State Personnel HR-080: Maintain Benefits and Enrollment Pani Tademeti Office of State Personnel HR-090: Administer Benefits Pani Tademeti Office of State Personnel * * HR-120: Monitor Employee Safety & Health Mike Chapman Office of State Personnel HR-130: Manage Employee Relations Drake Maynard Office of State Personnel Betty Smith Department of Health and Human Services Kathy Reitzel Department of Correction HR-020: Plan and Manage HR Programs and Plans HR-050: Manage Recruiting, Hiring and Integration HR-060: Develop and Train Workforce HR-100: Manage Payroll HR-140: Manage Employee Separation HR-150: Collect Time and Attendance 11 * - Payroll Sessions will be broken out and Process Owners will be assigned at a later date Change Management /Communications Stakeholder Communications – Phase 1 High Low High HR Directors PSC Payroll Manager PMC CFO’s CIO’s HR/Payroll Project Team Address Concerns Involve Extensively Agency Deputies Council of State Governor’s Cabinet NC University System General Assembly NC TIME SME PMIS Users – Bus. & Tech. Central Payroll Users – Bus. & Tech. Low Impact of the project on the stakeholder Impact of the stakeholder on the project Keep Informed SEANC Enlist As Needed Payroll User’s Forum NC Citizens for Business & Industry State Personnel Commissions State Employees 13 JAD Session Review Develop and Train Workforce – Dec 7th & 8th 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 15 Monitor Employee Safety & Health – Dec 15th 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 16 Manage Employee Relations – Dec 16th 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 17 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 18 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 19 Open Discussion Action Items Review 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) 22