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Overview: HR module of the IFMS 4 th KZN Public Sector HR Convention

Overview: HR module of the IFMS 4 th KZN Public Sector HR Convention . 6 October 2009. Presentation overview. What is IFMS Strategic objectives of HR domain Current project Objectives Progress Key phases High level project plan Functional areas to be supported by HR module

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Overview: HR module of the IFMS 4 th KZN Public Sector HR Convention

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  1. Overview: HR module of the IFMS 4th KZN Public Sector HR Convention 6 October 2009

  2. Presentation overview • What is IFMS • Strategic objectives of HR domain • Current project • Objectives • Progress • Key phases • High level project plan • Functional areas to be supported by HR module • Key stakeholders involved in current project • Roll-out approach • Challenges • Critical success factors for future implementations

  3. What is IFMS? The IFMS programme is a joint initiative between DPSA, National Treasury and SITA to modernize and integrate the Public Service’s transverse information technology (IT) systems. Transverse systems include: Human resource management Financial management (including payroll) Supply chain management (including asset and procurement management) Business intelligence The objective is to enhance the integrity and effectiveness of financialmanagement, human resource management, supply chain management, performance reporting, etc in the Public Service in order to support effective service delivery.

  4. Strategic objectives of the HR domain The HR domain aims to achieve the following key strategic objectives: Improving the strategic capacity of the Public Service to manage its human capital Support implementation of HR management policies and processes Improving HR service delivery by automating and standardising processes Improving planning and decision-making Improving the quality of, and access to, HR management information Improving HR reporting Support e-Government objectives of interoperability, I.T security, economies of scale and elimination of duplicated systems

  5. Objectives of the current IFMS HR project • Successfully develop and implement the new HR module of IFMS (excluding payroll) • Project divided into three sub-projects: • Development of HR Generic Template • DPSA lead site implementation • Department of Education: Free State lead site implementation • Ensure ability to integrate with other modules of IFMS, especially the IFMS payroll solution • Create and sustain SITA and DPSA capacity to roll-out, maintain and support the HR module

  6. Current project: Progress to date (1) HR user requirements statement (URS) developed in consultation with departments Cabinet decision (Sept 2005) Fast track HR and Procurement – COTS solutions Moratorium on development/procurement of systems by departments Request for bids (RFB) published May 2007 Selection process by bid evaluation committee (BEC) - including conference room demonstrations – key stakeholders were involved Simunye Consortium, headed by SAP, identified as preferred service provider early in 2008 Contract negotiations culminated in signed agreements in February 2009 Software license and maintenance agreement Services agreement (implementation)

  7. Current project: Progress to date (2) • Development of HR Generic Template commenced April 2009: • Currently finalizing business blueprinting phase • Engagement with lead sites: • Training of members of project team • Representatives (future users) involved in blueprinting process • Change management engagements • Interviews with key stakeholders • Communication • Infrastructure assessments

  8. Key deliverables per stage 1 2 3 4 5 • Create Project Charter • Develop Scope Definition • Define Implementation Strategy and Approach • Training of Project Team • Determine HR/payroll Integration Points • Develop Business Process Designs • Develop Customization and Configuration Specifications • Develop Interface Specifications • Data Migration Specifications • Develop and Configure HR Solution • Develop Interfaces • Unit Testing • Integration Testing • Conduct User Acceptance Testing • Migration to Production System • Data Conversion • Go Live • Conduct Review • Provide Post Implementation Support and Problem Resolution

  9. High Level Project Plan

  10. Functional areas to be supported by HR module Termination of Service Health & Safety Remuneration Management Education,Training & Development Organisation & Post Management Labour Relations HR Planning HR Administration Employee Movement Career Management Performance Management Recruitment Management

  11. Key stakeholders in current project DPSA – custodian of HR module/Generic Template, lead site SITA National Treasury – Persal and custodian of IFMS programme Education: National – policy owner for educator sector & Free State as lead site SAPS – policy owner DoD – policy owner DCS – policy owner GSSC – previous exposure to SAP HR

  12. Roll-out approach (1) HR Generic Template used as base system for continued rollout “Vanilla” solution configured/ customised with generic parameters, applicable to all departments (Public Service look and feel) HR COTS Tender Awarded Pre-configured HR COTS received HR Generic Template personalised for each site if required “Vanilla”, pre-configured HR COTS received from Vendor Configure Generic Template Base-line system DPSA Personalisation DoE: FS Personalisation HR Generic Template configured/ customised for specific departments (Personalisation) Full Roll-out (Personalisation)

  13. Roll-out approach (2) HR Generic Template and lead site implementations to be finalized by early 2011 After lead sites, commence with full roll-out across the Public Service – phased approach over ± 5 years Implementation approach for full roll-out still to be confirmed. Potential options: Own implementation partners SITA as implementation partner Panel of accredited implementation partners

  14. Challenges • Sufficient participation by key stakeholders • Architectural complexity • Payroll integration • SEMP requirements • Tight project schedule and time-frames • Volume of work • Process to review and sign-off documentation

  15. Critical success factors for future implementations • Executive commitment • Project to be positioned as strategic business initiative – not an IT project • Strong project management • Senior level project manager – preferably full-time • Quick decision-making, rapid removal of blockages • Adequate involvement of business “process owners” • Intensive investment in change management and communication • Ensure organisational readiness • Overcome resistance to change • Realistic implementation project plan • Sufficient quality checks • IT infrastructure to support the solution

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