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A New Day for VCCS

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A New Day for VCCS

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    2. Agenda

    6. We Are Implementing…

    7. Overview - HRMS Project Objectives

    8. Overview - What Are the Benefits for VCCS?

    9. For Faculty and Staff… Anytime access to review and update personal information Online access to time reporting for Wage and Non-exempt employees Online access to leave balances and request One Employee ID across all colleges, including students who are also employees or faculty

    10. For Managers… Electronic access to employees’ leave balance and requests Automated time reporting approval process Improved managerial decision-making, with better reporting A flexible system able to respond to changing HR/Payroll needs Automated, workflow-driven approvals and denials, with delegation and proxy capabilities

    11. For Colleges… A single repository with a common set of data elements Shared information and resources, allowing Colleges to better manage their business and collaborate Real-time access to transaction activity for all employee classifications Platform for “single-employer” strategy Ability to segregate College-specific activities and confidential information

    12. For HR Employees… Increased productivity, enabling the College to be more effective through automated processing Streamlined business processes to drive efficiency Improved reporting capabilities using instantaneous query tools to view data across all modules Improved service delivery to VCCS students, facility and staff Spend more time on strategic activities Automated, workflow-driven manager approval requests for personnel actions

    14. Strategy: Yesterday….Preparing for Success Initiate staffing VCCS Deloitte Establish project management office (PMO) Plan project team training Conduct kickoff events Captured feedback from events

    15. Yesterday – What We Have Accomplished

    16. Yesterday – Planning Phase

    17. Design: Laying the Foundation Conduct design workshops Conduct Fit Gap Analysis Determine technical infrastructure Create future state design Communicate/feedback

    18. Yesterday – Functional Progress

    20. Today – Our Current Focus

    24. 23

    29. Fit / Gap Analysis Results

    31. Tomorrow

    33. Data Conversion Guiding Principles Converted data is extremely sensitive. Handling, storage, transfer and manipulation of the data will be performed in a secure manner. Data load processes will be designed to ensure operational and referential integrity. Component Interfaces will be used when possible. When Component Interfaces are not available, constraints will be documented and instantiated. Data conversion will be repeatable; conversions can be rerun without restoring from a backup. This will ensure that SIS data is not affected by the HR Data Conversion. Data conversion will be designed so College and System Office data can be phased in without affecting existing data. Now lets talk about the opportunities system will provide for employees Now lets talk about the opportunities system will provide for employees

    34. Data Conversion Process Overview Step 1 (Colleges / SO) – Original data from PMIS, SIS, CIPPS, Absence Data, Wages / Tax / Other, and BES will be reviewed. SSN and EMPLID will be matched for each individual. Coding differences between PMIS and VCCS systems will be addressed, and the data will be merged with the appropriate EMPLID from SIS. Step 2 (Colleges / SO) – The data will be cleaned. For each employee, the data will be validated as accurate. Additional data that could not be pre-populated will be added by college representatives. Step 3 (Colleges / SO to HRMS) – The data will be transferred from the colleges to a secure location. HR project technical team will load the data into the project databases. Step 4 (HRMS) – For each employee, the system will determine whether an EMPLID exists. Since some employees already have EMPLIDs in SIS, those individuals’ data load process will be updates to extant PERSON-related records rather than adding new records. Data for Personal, Job/Hire, Payroll, Absence, Time & Labor Setup, and Benefits will be loaded into the designated HRMS project databases. Step 5 (HRMS) – Any Errors will be noted and corrections identified for inclusion in the next conversion test cycle. Cycles will be run until the team is satisfied that the information is accurate.

    35. Build: Constructing the System Attend “to-be” process briefings Configure system Conference room pilot Cleanse historical data Determine reporting Testing Unit Parallel System Integration Stress

    37. Our Partners – DOA, DHRM/VITA

    38. Our Partners – DOA, DHRM/VITA

    39. Our Partners – DOA, DHRM/VITA

    45. College Functional/ Technical Coordinator

    46. College Functional/ Technical Coordinator

    47. How Are We Going To Work Together ?

    48. How Can You Help?

    50. Build Your Project Team

    51. Build Your Project Team Appoint your Project Team NOW

    53. Build Your Project Team Establish a Meeting Schedule

    54. Build Your Project Team Identify Team Work Space

    55. Build Your Project Team Share Project Materials

    56. Build Your Project Team It’s ALL About Communication

    57. Build Your Project Team Questions?

    59. Organization Change Management

    60. So, … What’s “THE PLAN” ?

    61. Each College Must Have A Plan Too! Tasks may relate to: Project Communications Risk and Impact Assessments Shadow System Identification Reports Identification Data collection Workforce Transition and Readiness Policies and Procedures Updates Infrastructure and Operational Readiness System Testing and Acceptance Network Connectivity (includes printer connections) End User Registration and Training Desktop Validation Application System Log-in Cutover Acceptance Help Desk and Ongoing End User Support

    62. Sample Deployment Activity Checklist Layout

    63. HRMS Deployment Project Management Overview SC – I deleted the previous slide 10…I don’t think we need it. It really talked about the execution phases, and we cover that later on.SC – I deleted the previous slide 10…I don’t think we need it. It really talked about the execution phases, and we cover that later on.

    65. Training Objective

    66. Training Components

    67. Recommended Approach: Blended Learning

    68. Training Approach Just-in-Time Training –Materials are developed according to the priorities and time frame of the overall project. Each phase will be trained just-in-time. Need-to-Know Approach – Training is designed to present manageable pieces of learning, focused on clear objectives related to task completion. User Involvement - Project team members and process team members are actively engaged in the design and implementation of training. Train-the-Trainer – An important element in our End user Training Plan is to employ the “train-the-trainer” approach.

    69. Training Materials and Tools The following training material may be developed depending upon course and end user needs

    70. Training Audience

    71. Training Audience

    72. Training Timeline

    76. Look for the First Newsletter Issue

    77. Change Management & Training Activities

    79. Our Pledge Keep You Informed Listen To Your Feedback Provide You With Training Deliver An Efficient System

    80. Get Involved Recognize how important HRMS is to VCCS Be open to learning about the project Tell us your ideas and concerns Continue to participate

    81. Questions and Answers

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