Enterprise Payroll - · PDF fileEnterprise Payroll & Time and Attendance System We’re...

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Enterprise Technology Services

Enterprise Payroll & Time and

Attendance SystemWe’re moving now!

November 18, 2016State of Hawaii Internal Use Only – Not for Public Distribution

Welcome and Opening Remarks

• Executive Sponsor, State of Hawaii: Audrey Hidano

• Executive Sponsor, CherryRoad:Greg Catanzano

• Project Team Introductions

AGENDA

• Welcome From Project Sponsors• Why Do We Need the HIPay Project?• Who is Involved?• How Are We Transforming?• Coming Soon


Enterprise Technology Services Why?

The Existing System is…

• 44 Years OLD• Increasingly Fragile• Inflexible• Many Manual Processes• Very Paper Intensive

The Existing System is VERY Complicated

Benefits to State Employees

• True Electronic Deposit• Support for more financial institutions

• Self Service from any Modern Web Browser:• Pay Stubs• W2 View and Print• View your leave balance• G1 requests

Benefits to Payroll Staff

• Web Based System• Streamlined & Optimized Processes• On Demand Reports - Less Paper• Online Employee Data• Online Change Schedules• Increased Reliability • Stronger Security

HIPay Statewide Impact & Benefit

Jurisdiction EmployeeCount Where HGEA HSTA HFFA UHPA UPW

Executive Branch 15,000 All Major Islands16 Departments a a a

Judicial Branch 2,200 All Major Islands a a

Legislative Branch 800 Oahu

Department of Education (DOE) 44,000 All Islands

256 Schools a a a

Hawaii Health Systems Corporation (HHSC) 4,100 All Major Islands

12 Hospitals & Affiliates a a

Office of Hawaiian Affairs (OHA) 175 Oahu

University of Hawaii (UH) 9,000 All Major Islands10 Campuses a a a


Enterprise Technology Services Who?



HIPay PartnerCherryRoad

Technologies, Inc.

Best of Breed Solution§ 14 Statewide PeopleSoft Projects§ Knowledge Transfer§ Recent K-12 PeopleSoft Implementation for ~72,000 Employees§ North Dakota State and University System Implementation§ Partnership Driven

§ 20+ US States Using PeopleSoft§ 10 On Island Customers§ In-house Knowledge of PeopleSoft§ 1,500+ Public Sector Customers§ 10M+ Employees Paid with PeopleSoft

§ Honolulu-based Full Service IT Solution Firm§ Oracle Platinum Partner § End-to-end solutions to many of Hawaii’s top 250 businesses,

government agencies, small and medium businesses, and non-profit agencies

§ Pacxa, owned by Island Holdings, Inc., has been operating in Hawaii for over 70 years

Oracle Platinum Partner§ 20+ years implementing PeopleSoft§ Oracle ERP is all we do

– Maximus Acquisition– Towers Watson Acquisition

§ Go-to partner for PeopleSoft public sector implementations§ PeopleSoft represents ~95% of our business§ Public Sector represents ~90% of our business

Strength and Depth§ 200+ senior consultants§ Average consultant experience in the public sector – 12+ years§ Average consultant tenure with CherryRoad – 10+ years§ 500+ PeopleSoft/Hyperion implementation/upgrade engagements

Relevant Experience – State Implementations§ 14 PeopleSoft statewide projects§ Education institutions are a part of many statewide implementations § San Diego County Office of Education ~72,000 W2 Employees

CherryRoad is one of the 12 original PeopleSoft partners and a Platinum level partner with Oracle. `

CherryRoad in the Public Sector:• 14 States• 23 K-12s• 28 Universities • 24 Counties• 35 Cities• 10 Transit Authorities

Successful History

In the past ten years, CherryRoad as the prime system integrator, has successfully implemented/ upgraded more PeopleSoft projects in the public sector than any other Oracle partner.

CherryRoad Overview

Cross Section of CherryRoadPublic Sector Clients

§ City of Akron§ City of Albuquerque, NM§ City of Anchorage§ City of Cambridge§ City of Cleveland§ City of Costa Mesa§ City of Denver§ City of Des Moines§ City of El Paso§ City of Escondido§ City of Eugene§ City of Fresno§ City of Glendale, AZ§ City of Glendale, CA§ City of Glendale, CA

Water & Power§ City of Hope§ City of Kansas City§ City o f Los Angeles

Cities

§ State of California§ State of Connecticut§ State of Delaware§ State of Georgia§ State of Indiana§ State of Minnesota§ State of Montana§ State of New Mexico§ State of New York§ State of North Dakota§ State of Ohio§ State of Oklahoma§ Commonwealth of

Pennsylvania§ State of Tennessee§ State of Vermont

State Governments

§ San Diego County Office of Education

§ Newark Public Schools§ Chicago Public Schools§ Horry County Schools§ Jefferson County School

System§ Kansas City MSD§ Pittsburgh Public Schools§ Rochester City School

District§ Detroit Public Schools§ Portland Public Schools§ Toledo Public Schools

K-12 Schools

§ San Diego County Office of Education

§ Cornell University§ New York University§ Santa Clara University§ University of Delaware§ New Jersey City

University§ California State

University§ DePaul University§ Harvard University§ State of North Dakota

University System§ Lone Star College

System

Higher Education

§ City of Milwaukee§ City of Norfolk§ City of Ontario§ City of Pasadena§ City of Peoria§ City of Phoenix§ City of Raleigh§ City of Sacramento§ City of San Diego§ City/County of San

Francisco§ City of San Jose§ City of Santa Monica§ City of Seattle§ City of Tempe§ City of Torrance§ City of Victorville

Cities (cont’d)

§ Broward Sheriff’s Office§ Chester County§ Contra Costa County§ Denver County§ Frederick County§ Hennepin County§ King County§ Lancaster County§ Lucas County§ Miami-Dade County§ Napa County§ Niagara County§ Ramsey County§ Riverside County§ Rockland County§ Solano County§ Wayne County

Counties



Team Staffing

Plan

Infrastructure

BusinessProcess

FunctionalTechnical

OCM

HIPay Team Structure

PMO

HIPay Team Chart

Staffing Plan

PMO Functional Business Process

• Program Manager• Project Manager• Payroll Functional

Manager• Payroll Testing/QA/Risk

Manager• Technical Manager• Organizational Change

Manager• Communications Lead

• Business Analyst• Business Payroll SME• System Interface SME• Audit• Leave Management• Training• Testing• Communications• Reporting/Queries• IT Manager (HRIS)

• Business Analyst• Business Payroll SME• System Interface SME• Audit• Leave Management• Training• Testing• Communications• Reporting/Queries

Staffing Plan

Infrastructure Technical

• Technical Manager• Technical Analyst• Data & Integration Lead• System Interface Analyst• Quality Assurance Lead• Reporting Lead• Leave Management Lead• Testing Lead• Application Security

Lead• Payroll Distribution Lead• Reporting Lead• TA Lead (FY 18)• TA Analysts (FY 18)

Resource Identification

Project Team Resources• Identify where existing State Staff Can Fill a Role in

the Project Team• Identify Extended Team SMEs for all Processes• Team Exempt Positions

Project Governance Groups

Governance• Identify Executive Team Members• Identify Executive Steering Committee Members• Identify Executive Advisory Council• Identify Change Board Members


Enterprise Technology Services How?


Enterprise Technology ServicesProject

Mechanics

Project Tools

• Microsoft Project Server• SharePoint

• Risks, Issues, Opportunities System• Decision Log• Status Reports• Team Documentation

• Implementation Tracker• Requirements• Test Scripts• Defect Log

Keys to a Successful Project

• Invest Time Upfront to:• Define Success

• Standardize and Document Business Processes

• Clearly Define Goals, Scope and Responsibilities

• Comprehensive Project Plan (WBS)• Best Practices Approach – Ask ‘why not’• Executive Through End-User Involvement and Support• Change management needs to start now

Keys to a Successful Project

• The Project Team:• Strong Leadership and Ownership• Create appropriate goals & objectives• Ensure team members are change agents• Provide team members support for their ‘day’ jobs

• Create a work hard but have fun environment• Timely and Frequent Communication• Expedient Issue Resolution – Clearly Defined Paths of Escalation• Adhere to established project deadlines and milestones• Follow lessons learned from the past


Enterprise Technology ServicesProject

Governance

HIPay Governance

Executive Committee

PMOInfrastructure

Change Advisory Board

Project Change

Advisory Board

Advisory Council

Steering Committee

Governance BodiesGovernance

Body Membership Role & Responsibilities Chair Frequency

Executive Committee

Executive Sponsor (S)Senior decision-makers (S)Senior Executive (C) and designees

Evaluate and decision high-level strategic and operational issues and risks.

Executive Sponsor

Quarterly or as needed

SteeringCommittee

Executives or designees from key departments and jurisdictions (S)Chief Information Officer (S)Project Sponsor (S)Program Manager (S)Contract Administrator (S)Program Manager (C)

Provide advisory guidance concerning business and technology relationship between State and Contractor.

Executive Sponsor

Monthly or as needed

AdvisoryCommittee

Functional LeadsBusiness Process LeadsTechnical LeadsHIPay Team designees

Evaluate, review functional and operational configuration and build and offer recommendations.

Program Manager

Biweekly or as needed

Program Management Office

HIPay Team (S) and (C)

Support and provide facilitation for all governance bodies and oversee project administration, milestones & deadlines.

N/A Weekly


Enterprise Technology ServicesChange

Control Plan

Change Control

A Statewide Change Control plan will need to be put in place• Identify Changes that could impact the success of

the Payroll Project• Determine Change Classifications• Each department will need to establish a Change

Manager• Weekly (or more often if needed) Change Control

Board (CCB) meetings will need to take place



Project Issues & Risk

Tracking

Issues & Risk Tracking

• Existing Project Management process has been updated to more align with PMI and ITIL standard processes

• A single list of all issues and all Risks will be kept in the SharePoint RIO system for the duration of the HIPay project viewable by all key project team members



Organizational Change

Management

Organizational ChangeManagement

• Awareness of the need for change• Desire to participate and support the change• Knowledge on how to change• Ability to implement the required skills and

behaviors• Reinforcement to sustain the change

Current Transition Future



Project Phases & Schedule

Project Development

RICE-FW Estimated Count

Reports 30

Interfaces 226

Conversion 25

Enhancements 65

Forms 10

Workflows 20

Project Phases

10/17/16 6/1/18

6/1/18 8/1/20

Payroll Phase

Time Attendance Phase

Payroll Project Stages

Analysis Design & Build Test Deployment Support

Build

Test

Design

Release 1Fit/Gap

Analysis 1

Release 2Fit/Gap

Analysis 2

Release 3Initial Design

11/01/2017Interfaces

Deployment, Go Live

08/01/2017Payroll,

Gross to Net

03/01/2018PCS

Deployment

05/01/2017DHRD

Migration to Hosting

01/01/2018DOE

Deployment

Release 4Final Design,

System & Integration

Test

Release 5Gross to Net Parallel Test

Release 6Interfaces

Deployment

Release 7DOE

Deployment

Release 8PCS

Deployment

Build

Test

Design Build

Test

Design Build

Test

Design Build

Test

Design Build

Test

Design Build

Test

Design Build

Test

Design


Analysis

Release 1Fit/Gap

Analysis 1

Release 2Fit/Gap

Analysis 2

Build

Test

Design

• Requirements Review• Fit Gaps• Project Schedule

Build

Test

Design

10/17/16 2/24/17


Design & Build

Build

Test

Design

• Design Analysis• System ConfigurationBuild

Test

Design

Release 3Initial

Design

Release 4Final

Design,System &

Integration Test

05/01/2017DHRD

Migration to Hosting

2/27/17 6/30/17


Test

Build

Test

Design

• System Testing• Integration Testing• Parallel Testing

Build

Test

Design

Release 5Gross to

Net Parallel

Test

Release 6Interfaces

Deployment

7/3/17 9/29/1708/01/2017Payroll,

Gross to Net


Deployment

Build

Test

Design

• Three Deployments

Build

Test

Design

Release 7DOE

Deployment

Release 8PCS

Deployment

10/2/17 3/2/18

11/01/2017Interfaces

Deployment, Go Live

03/01/2018PCS

Deployment

01/01/2018DOE

Deployment


Support • Post Go Live Support

3/5/18 6/1/18


Enterprise Technology ServicesPlatform Migration

Project Milestones: Current Situation

DAGSDHRD

Hosted PeopleSoft Environment

Project Milestones: Release 1

DAGSDHRD

DHRDData

Hosted PeopleSoft Environment

DHRDData

AgencyData

AgencyData

Project Milestones: Release 2

DAGSDHRD

Data Migration: Go Live

SacramentoData

Center

DR FortressData

Center

UCOA Update

• Design is complete• Spire forming Validation Team• Validation of Design

• Allocations• Allotment

• Distributions• Object Codes• Use in HIPay

What HIPay Needs Now

• Active Participation From all Agencies• Ensure Your Voice is Heard• Ensure State Needs are Met

Coming Soon

• Monthly HIPay Newsletter• Limiting Changes• Business Requirement Review Meetings• PeopleSoft Business Process Meetings• Requirements Analysis• Fit Gap Meetings


Enterprise Technology Services Questions?

[email protected]

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