Project Management Committee MeetingJanuary 6, 2005
Building the Human Resources and Payroll Environment for the Next Generation of North Carolina State Government
2
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
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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
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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
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Status Report
Activities Completed This Period12/2/2004 – 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
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Status Report
Plans for Next Period1/6/2005 – 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
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High Level Project Timeline
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
Plan ExecuteVision Close
• – Project Status Report– Final Deliverables– Offsite Working/Holiday
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
25 1 8 15 22 29 6 13 20 27 3 10 17 24 31 7 14 21 28 7 14 21 28 4 11 18 25
• • • • • • • • • • • • • • • • • • • • • • •
Group I
Group II
Payroll
Change Management
Technical
Date
Project Management
Month Dec
Project Week
Human Resources
Nov Jan Feb March Apr
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Proposed Process Owners
Process Code & Description Owner AgencyHR-020: Plan and Manage HR Programs and Plans
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
HR-050: Manage Recruiting, Hiring and Integration
Helen Dickens Department of Transportation
HR-060: Develop and Train Workforce 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-100: Manage Payroll * *
HR-120: Monitor Employee Safety & Health Mike Chapman
Office of State Personnel
HR-130: Manage Employee Relations Drake Maynard
Office of State Personnel
HR-140: Manage Employee Separation Betty Smith Department of Health and Human Services
HR-150: Collect Time and Attendance Kathy Reitzel Department of Correction
* - Payroll Sessions will be broken out and Process Owners will be assigned at a later date
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Stakeholder Communications – Phase 1
Involve ExtensivelyAddress Concerns
Enlist As NeededKeep Informed
Low High
Impact of the stakeholder on the projectL
ow
Hig
hIm
pact
of t
he p
roje
ct o
n th
e st
akeh
olde
r
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
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Develop and Train Workforce – Dec 7th & 8th
Process Owner: Ann CobbNumber of Participants: 14Agencies 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
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
18
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
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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
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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
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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)