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Project Management Committee Kick-Off Meeting

State of North Carolina. Project Management Committee Kick-Off Meeting. HR/Payroll Planning. November 10, 2004. www.osc.state.nc.us. Agenda. Welcome & Introductions SBIP Overview Status To Date Governance Structure HR/Payroll Project Overview Purpose & Objectives Current Phase

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Project Management Committee Kick-Off Meeting

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  1. State of North Carolina Project Management Committee Kick-Off Meeting HR/Payroll Planning November 10, 2004 www.osc.state.nc.us

  2. Agenda • Welcome & Introductions • SBIP Overview • Status To Date • Governance Structure • HR/Payroll Project Overview • Purpose & Objectives • Current Phase • State Roles & Responsibilities • Deloitte Roles & Responsibilities • Project Timeline • Meeting Schedule • Open Discussion • Action Items Review • Adjourn

  3. Project Management Committee Julie Batchelor, Chair John Barfield Marshall Barnes Rod Davis Dan Domico Carl Goodwin Wendy Griffin Kathy Gruer Ginny Klarman Tracy Little Gary Wiggins Margaret Wiggins OSC Management Robert Powell Gwen Canady Project Team Linda Hudson Shannon MacFarlane Lowell Magee Bradd Craver Dorie Kehoe James Stovall Katie Beacham Others TBD Introductions

  4. State Business Infrastructure Project (SBIP) Overview • Session Law 2001-491 directed the Office of the State Controller (OSC) to consider the feasibility of a new business infrastructure for the State • Systems included in the State Business Infrastructure Study (SBIS) supported financial management, cash management, payroll, HR, budget management, procurement, treasury, retirement, and revenue accounting • The study concluded current business systems may adversely impact the fiscal integrity of the State, as well as efficiency and effectiveness of operations • The State chose a replacement strategy that weighs the risks of potential system failures with the current State budget condition and funding priorities • Ratified Senate Bill 991 appropriates funds to define requirements and develop an RFP to replace the Human Resources and Payroll Systems • Report information can be accessed on the OSC web site: http://www.osc.state.nc.us/ by selecting the “Business Systems Infrastructure Study” under the Business Initiatives section

  5. SBIP Status to Date Past Current Future – HR/Payroll Future - SBIP • Statewide Business Infrastructure Project – HR/Payroll Bid Preparation Project • Develop bidding document for implementation • Select Vendor for HR/Payroll Implementation Financial & HR Business Infrastructure Study Phase 1 - Inventoried present systems and provided assessment of technical and functional capabilities Statewide Business Infrastructure Project – Enterprise Data Warehouse • Statewide Business Infrastructure Project – HR/Payroll Planning Project • Refine and collect information • Identify process re-engineering opportunities and organizational structures) • Identify Change Management needs and strategy Statewide Business Infrastructure Project – Budget & Financials Financial & HR Business Infrastructure Study Phase 2 - Provided a blueprint for viable implementation options and a recommended course of action • Statewide Business Infrastructure Project – HR/Payroll Implementation Project • Implementation Statewide Business Infrastructure Project – Tax & Revenue Legend: Past Projects This Project Future Projects

  6. SBIP Governance Structure

  7. HR/Payroll Project Purpose & Objectives • To obtain a fully integrated solution with a single point of entry for both HR and Payroll. This solution should eliminate or reduce the number of agency systems required to process HR and Payroll today • To make use of information technology that takes advantage of economies of scale and reduces the cost of doing business for both payroll and human resources • To obtain an enterprise-wide Human Resources and Payroll system that serves as the system of record and provides a foundation for management flexibility • To develop an enterprise-wide system that requires minimal customization for individual agencies • To comply with the State’s IT strategy for hardware and software • To recognize that existing levels for HR and Payroll support cannot continue without a move to more current technology platforms

  8. HR\Payroll Project Phases

  9. Project Roles & Responsibilities • HR/Payroll Project Management Committee (PMC) • Represent the needs of a wide cross-section of stakeholder agencies • Provide guidance and coordination across the HR/Payroll project • Serve as liaison to agency leadership and provide information for decision making • Verify critical business requirements and to-be process documentation • Review and recommend approval of project deliverables • Identify and resolve issues • Identify risks and provide suggestions for mitigation • Review status updates and provide direction • Serve as change agents to build consensus and facilitate implementation and user acceptance of new system in agencies

  10. Project Roles & Responsibilities • HR/Payroll Project Team • Create work products for PMC review and approval • Establish uniform project management standards, procedures, tools, and reporting • Prepare and monitor integrated project management plan for milestone schedule, costs, and quality of work/deliverables • Perform risk assessment and quality management for each project • Prepare and execute the detailed project plan • Direct day-to-day work • Identify and resolve or escalate issues and problems • Anticipate and manage risks • Monitor and report status (budget, schedule, and deliverables) • Compile status reports for PMC and PSC

  11. Project Roles & Responsibilities • Subject Matter Experts(SMEs) • Represent functional areas during JAD sessions for each process • Provide insight to help mold future processes, considering NC requirements and external best practices  • Participate in one-on-one interviews when appropriate • Process Owners • Participate in JAD sessions when appropriate • Assist in review of initial drafts of requirements and future state processes  • Resolve differences of opinion between SMEs during development of requirements and processes

  12. Project Roles & Responsibilities • Deloitte Consulting • Provide expertise and external experience in HR/Payroll process re-engineering, requirements definition, change management, and project management • Review current NC documentation • Suggest industry leading practices from other state governments • Facilitate JAD sessions • Offer redesign opportunities for current processes • Document all requirements and future state processes • Offer alternative HR/Payroll Service delivery options • Offer change management support and strategies to prepare for a smooth implementation • Collaborate with PMC and State PMO to accomplish project objectives

  13. High Level Project Timeline

  14. HR/Payroll Project Planning Phase

  15. Meeting Schedule • November 18 - Program Steering Committee Meeting • November 23 – Statewide Kick-Off • December 2 – Next PMC Meeting (bi-weekly) • December 6 – JAD Sessions Begin • Standing bi-weekly meetings

  16. Open Discussion

  17. PMC Action Items • Confirm SMEs and process owners to participate in JAD sessions by Monday 11/16 • Provide feedback on vision statement (to be sent via email ASAP) by Monday 11/16

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