panama city branch general membership meeting...

Tropic: Implementing Human Resources Software Solutions: Structured Methodology and

ToolsPresenter:

Paul Despres

© 2005 Project Management Institute, Inc. All rights reserved. “PMI”, the PMI logo, "PMP", the PMP logos, "PMBOK", "Project Management Journal", "PM Network", and the PMI Today logo are registered marks of Project Management Institute, Inc. For a comprehensive list of PMI marks, contact the PMI Legal Department.

Panama City Branch

General Membership Meeting and Training SessionApril 28, 2011

Panama City Branch

Agenda

• Methodology – Overview

• Methodology – Components and Structure

• Methodology – The PM Workflow

• The HCM Project – Timeline

• The HCM Project – Highlights and Tools

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Methodology:Overview

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Methods Structure

Basic Components:• Phases and workflows • Deliverables and work packages• Activities and tools• Examples

Methodology:Components & Structure

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Phases and WorkflowsA project can be seen from a time aspect and a responsibility/knowledge aspect.

Phases define time: Each phase can be planned in terms of when it starts, its duration and what the closing criteria should be. A set of deliverables to be produced is connected to each phase. Delivered and approved before moving on to the next phase. StepWise consists of three phases: Define, Establish and Execute.

Workflows define and delineate responsibility & knowledge aspects• The deliverables require specific skills in different areas. • The work is the responsibility of the people with the required skills. • The repository includes four workflows: Project Management, Processes and

Structures, People, and IT Environment.

Methodology:Components & Structure‐

Phases & Workflows

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Deliverables support project objectives and are defined per phase and workflow.

Definitions and tools provided for each deliverable: • Overview & Purpose: An Excel workbook that describes in detail the activities

needed to be performed in order to deliver the specific deliverable• Success Criteria • RACI• Work Packages • Activities & tools• Tracking Tool: Status analysis functionality and scheduling and budgeting sheets

for the activities


Deliverables & Work Packages

Work packages compile to deliverables. Available for each are methodology description, planning and follow‐up tools.

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A work package consists of one or more activities. Each activity describes what should be done within the work package on a detailed level.

Tools are often available for the activities. The tools help you accomplish the activities. Tools are:

• Guidelines• Checklists• Templates• Links.

Examples The repository contains real examples of tools used. Global examples are in US English and could be of interest globally. Local examples are in their local languages and may be of interest for a specific region.


Activities & Tools

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The character of the project will decide what project organization is best suited for the specific project:

• The size of the project and customer• The number of end users• The complexity of the solution• The length of the project.

The Repository contains predefined project roles and guidelines for choosing resources:

• Customer’s and the supplier’s roles • Required skills and responsibilities of each assigned person• Guides for each team member so they gain a thorough understanding of their

role and responsibilities.

Note: more than one role can be held by the same person. Likewise, there may be several resources with the same role.


Activity – Project Organization

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The Project Management workflow contains support for initiating, managing, controlling and closing the project. Project Management is responsible for on‐time and on‐budget delivery of the right solution.

Project management reports to the steering committee, which is the highest decision‐making body in the project. The steering committee is able to monitor progress by accessing formalized reports and the results of risk analysis and quality audits.

Methodology:The PM Workflow

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Define ends with a signed contract and preliminary solution description and plan.

Methodology:The PM Workflow – Define Phase

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Establish ends with the accepted solution.

Methodology:The PM Workflow – Establish Phase

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Execute ends with the go‐live and project/contract closure.

Methodology:The PM Workflow – Execute Phase

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Optimize never ends!A solution roadmap developed during the Define and Establish phases gives the

organization a list of continued improvements that are grouped as future projects.

Methodology:The PM Workflow – Optimize Phase

Once the team has brought the project “live” to end the execute phase a key step in project closure is to transition the account responsibility to the sales & support organization to manage. Any new projects discovered are defined, established, executed, and optimized.

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The HCM Project:Timeline Overview

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HCM Project Highlight:Kickoff

The Kickoff reviews objectives, scope, plans, roles, responsibilities, etc

• Introductions (All)• Session 1: Project Orientation (All)

– Project Background (Executive Sponsors)– Software Company Update (Paul)– Project Objectives (<Name of Customer Project Manager>)– Project Scope & Approach (<Name of Customer Project

Manager>)– Project Team & Responsibilities (<Name of Customer Project

Manager>)– The SHCM Product Suite and the StepWise Methodology (Paul)– Project Schedule (Paul)– Project Plan (Paul)– Project Communication Plan (<Name of Customer Project

Manager>)• Break!!!• Session 2: Methodology Orientation (Core Team)• Session 3: Customer Support Orientation (Core Team)

Today’s meeting, like all of our future project meetings will follow an agenda.

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HCM Project Highlight:Main Activity Flow

Out

put

Inpu

tSo

lutio

n D

evel

opm

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Initial Prototype

Final Prototype

LTM Actions

ProcessDoc

BPQ

Process

Interface

Process

BPSAcceptance

Testing

•Test Plan,•Test Cases

Solution Acceptance

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HCM Project Highlight:BPS

BPR Tool reviews all HCM processes in terms of built‐in best practices

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HCM Project Highlight:BPS

Out

put

Inpu

t

Initial Prototype

Final Prototype

Prototype Plan•BPQ, •Process Docs,•Action Requests Walkthru

LTM Actions

ProcessDoc

BPQ

•Implementation Considerations,•CustomizationRequirements•Prototype Plan

•ConfigurationDocumentation,•Test Cases,•Job Procedures

Process

Interface

Process

BPSAcceptance

Testing


Solution Acceptance

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BPS Tool:The BPQ

To drive efficiency during BPS, the Business Process Questionnaire (BPQ) pre‐collects key data about your processes and data structures

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To drive effectiveness of the BPS, each process is discussed in the context of LTM delivered processes

BPS Tool:Delivered Processes

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BPS Tool:Implementation Considerations

The Implementation Considerations tool is output from the BPS and documents business decisions in the context of system configuration

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• Automate Status Changes – Delivered Action Requests automate Resource changes

and route through approval process before updating Resource record with change

• Automate Terminations – Initiate COBRA process– Delivered Action Requests automate s termination of

Resource and inactivation Work Assignment record s– System creates records/file to interface to Payroll and/or

Benefits for COBRA record creation and processing• Gap = a required field or data not available in LTM to pass to other system

The BPS process compares desired business processes with package capabilities and documents decisions and gaps.

BPS:Approach & Flow

BPS Output:Customization Requirements

A key output of the BPS is the capture of any required changes to processes and/or system functionality.

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Prototype Plan tool tracks all aspects of prototype development and testing

HCM Project Highlight:Prototyping

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Prototyping:Deep Dive

Out

put

Inpu

tSo

lutio

n D

evel

opm

ent

Initial Prototype

Final Prototype

•Prototype Plan,•Configuration Guide

•BPQ, •Process Docs,•Action Requests Walkthru

LTM Actions

ProcessDoc

BPQ

•Implementation Considerations,•CustomizationRequirements•Prototype Plan

•ConfigurationGuide,•Prototype Plan•Test Cases,•Job Procedures

Process

Interface

Process

BPSAcceptance

Testing


Solution Acceptance

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Prototyping Tool:Prototype Plan

The Prototype Plan organizes and guides the team through training, prototyping, testing, and the creation of documentation.

Prototyping Tool:Configuration Guide

A key input and output of the prototyping process is the Configuration Guide, which provides a record of all setup values.

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Prototyping is an iterative process that starts quickly and continually fills in gaps.

Prototyping:Approach & Flow

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BPS Tool:Configuration Guide

A key input and output of the prototyping process is the Configuration Guide, which provides a record of all setup values.

Tropic: Implementing Human Resources Software Solutions: Structured Methodology and

ToolsPresenter:

Paul Despres

© 2005 Project Management Institute, Inc. All rights reserved. “PMI”, the PMI logo, "PMP", the PMP logos, "PMBOK", "Project Management Journal", "PM Network", and the PMI Today logo are registered marks of Project Management Institute, Inc. For a comprehensive list of PMI marks, contact the PMI Legal Department.

Panama City Branch

General Membership Meeting and Training SessionApril 28, 2011

panama city branch general membership meeting...

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