add on project initiation notification template

8/12/2019 Add on Project Initiation Notification Template

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Template for Initiation Notification Completioninstructions at end

Add On ORChange Request Initiation Notification

For Information only ORRequest for Approval of Non-

Equivalent FTE Offset

A project to add work to the in

has been started using the Add On OR

Change Management methodology.

Business / Function and LegalEntity

Finance Operations

BusinessUnit

Process

Region orCoB

Subprocess

Country ReceivingCentre

BillingEntity

Sending

Centre

Inter-centre

migrations

Process Scope

Additional scope will be added to existing processes in live

operations performing . This

additional scope will include the following activities:

- Controls Scope

The controls scope has been reviewed by the GRA Migration Lead,

and as part of this project NO controls will be implemented OR

RDS Controls and Key Controls

will be implemented. OR The control scope is under review.

Staffing

FO Addition TotalFTE

Assigned

to

existing

team

Assigned

to

new

positions

TotalNew

Positions

Steady StateFTE

Temporary FTE

OU Offset Shell FN


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Positions

OU Positionsreduced

Comments:

- New positions will be sourced internally OR throughexternal recruitment

- If overhires/temporary staff:include brief explanation forthis requirement


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Non-Equivalent Offset

Complete only if Permanent new FTEs in FO is bigger than Offset

in Shell FN Positions

Non Equivalent Offset FTE Comments

Total Permanent new FTE in FO minus OffsetShell FN Positions

Offset Shell Non-FNOffset Non-Shell /

Contractors

No offset - New

Activity

No offset - Business

Growth

No offset Other

The reason for the lack of equivalent offset in the OU is:

Provide a brief explanation of the reasons for no equivalent

offset referring to standard categories

Non Equivalent Offsets have been approved by: OR Approval for Non

Equivalent offset is hereby requested from:

- FO: Insert Name (FO VP or, in absence of sender approval,FO EVP)

- OU: Insert Name (EVP-1, or higher)Project Management

Project Launch Staff

Onboarding

Go Live

Milestone Dates

Project oversight will be provided by:- OU Implementation Lead: - FO Implementation Lead: - FO Process Manager - Migration Manager: (for Add Ons

only)

- Change request Lead (for ChangeRequests only)

- Controls Migration Lead: (only ifRDS/Key Controls)

Migration deliverables are retained in Livelink ORSharepoint at:

< provide link to folder/library >

Project ID: (FOM/FOD identifier, if known).


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Completion Instructions for Notification by E-Mail

Timing:

Before sending, ensure that the Migration Program Manager has

decided which migration methodology applies (Full, Add On, Change

Request).

Send notification at least one week before any commitments aremade to add staff, allowing for a review and any potential

challenge by Executive Sponsors.

Distribution List:To:

OU Executive Sponsor (FLT-1, EVP-1 or above) FO Executive Sponsor (VP)

Cc:

FO Centre Finance Lead FO Operations Manager FO Process ManagerFO Migration Program Managers (always include both Tomasz

Pajak; Alan Brooks)

FOM Functional Mailbox SI FO-Migration-Notifications-Approvals (Mailbox alias is GBQ367);

FO Centre GRA (if controls are in scope or to be assessed), FO Centre Finance Billing Team:

Chennai SSSCMLA SBSC-CHENNAIPre-Billing team SSSCMLA-PHMVIR(PHH228)

Glasgow SSSCMLA SBSC-GLASGOWPre-Billing team SSSCMLA-PHMVIR(PHH231)

Krakow SSSCMLA SBSC-KRAKOWPre-Billing team SSSCMLA-PHMVIR

(PHH230)KL SSSCMLA SBSC-KUALA LUMPURPre-Billing teamSSSCMLA-PHMVIR(PHH229)

Manila SSSCMLA SBSC-MANILAPre-Billing team SSSCMLA-PHMVIR(PHH232)

Subject:Include Add On OR Change Management Initiation and receiving

centre in subject title. If work is migrating between centres,

include Inter-centre.

Attachments:

For Non-Equivalent Migrations only: approval e-mails from

executive sponsors if already available


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Body:

OU FO

BusinessUnit

Process

Region or

CoB

Subprocess

Country ReceivingCentre

BillingEntity

SendingCentre

Business Unit: DS for Downstream; UI for Upstream International;

UA for Upstream Americas; PT for Projects & Technology; CF for

Central Functions

Region or CoB: reflectingOU organization at VP level, i.e.

Upstream Regions, Downstream Classes of Businesses

Country: Geographical country that the added activities relate

to. Can be regional area, multiple countries, or GlobalBilling Entity: Name of the Legal Entity that will be billed for

the additional activities

Process:Revenue, Expenditure, Record to Report, MHI & TS, MIPA

or DataSubprocess: within the process area, e.g. Credit Management,

MITor Customer Data

Receiving Centre:GL for Glasgow; KR for Krakow; CH for Chennai;

KL for Kuala Lumpur; MA for Manila

Sending Centre:as above, only used for inter-centre migrations

Staffing

FO Addition TotalFTE

Assigned

to

existing

team

Assigned

to

new

positions

TotalNew

Positions

Steady StateFTE

A = a + b a b

Temporary FTE

T = aa +

bb

aa bb

OU Offset Shell FNPositions

OU positionsreduced

B

Non-Equivalent OffsetComplete this section only ifNOE =A B > 0

Non Equivalent Offset FTE Comments


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Total NOE Permanent new FTE in FO minus OffsetShell FN Positions

Offset Shell Non-FN Break down the total non-equivalentoffset into these lines. Non-FN

Offset + Non Shell Offset + New

Activity + Business Growth + Other =

NOE

Offset Non-Shell /

Contractors

No offset - New

ActivityNo offset - Business

Growth

No offset - Other


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The reason for the lack of equivalent offset in the OU is:

New Activity Business Growth Other

-New systemimplementation

-New businessrequirement:

specify

-Compliancerequirement:

specify

-Other reasons:describe in detail

Only applies for

additions directly

resulting fromincreased

sales/revenues for

Shell:

-Integration ofacquired assets

-New ventures orplants

-Organic growth (egnew retail sites,

customers or

products)

-OU staff did thiswork in Overtime

-Work was fragmentedin the OU before

migration

-Other reasons:describe in detail

Non Equivalent Offsets have been approved by: OR Approval for Non

Equivalent offset is hereby requested from:

- FO: Insert Name (FO VP or, in absence of sender approval,FO EVP)

- OU: Insert Name (EVP-2, or higher)Note: For Inter-Centre Migrations, leave the OU Offset and Non-

Equivalent tables blank.

The retention of staff on the same activity, bringing the

occurrence of a non-equivalent offset position would be very

exceptional, needing guidance from the relevant MPM.

Project Management Insert best estimate / planned datesProject Launch StaffOnboarding

Go Live

Milestone Dates dd-mm-yyyy dd-mm-yyyy dd-mm-yyyy

Project oversight will be provided by:

Change Requests:

- Change Management Lead usually the receiving teammanager

- OU Implementation Lead: usually the team manager inthe OU

- FO Process Manager - Controls Migration Lead: from FO GRA Migration team

Add Ons:

- FO Implementation Lead: usually the receiving teammgr

- OU Implementation Lead: usually the team manager inthe OU

- FO Process Manager - Migration Manager: from FO Migrations Team- Controls Migration Lead: from FO GRA Migration team


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Travel Budget

If any travel budget would be required, this must be noted under

a separate heading. Approval for migration related

intercontinental travel requires approval from the VP FO Strategy

& Migrations. Business case supporting the need for travel is to

be submitted separately for approval.

Migration deliverables are retained in Livelink ORSharepoint at:

< provide link to folder/library >

Project ID: (FOM/FOD identifier, if known)

add on project initiation notification template

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