PMIS Phase 1 Haiti Site Visit – All Hands Meeting PMIS Change Management Team 28 Aug 2014.
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Transcript of PMIS Phase 1 Haiti Site Visit – All Hands Meeting PMIS Change Management Team 28 Aug 2014.
PMIS Phase 1Haiti Site Visit – All Hands Meeting
PMIS Change Management Team 28 Aug 2014
2
Objectives of visit
Understand critical needs of Haiti in context of PMIS
Solicit input on how PMIS will help Haiti and other COs
Support Haiti’s PWR in the role of PMIS sponsor
Support Haiti’s Administrator and Program Officer in the role of CO Focal Point
Engage with the Technical and Administrative staff to provide education, gain insights, and understand concerns regarding PMIS
3
Process of Change
PresentState
(No PMIS)
DesiredState
(PMIS Implemented)
TransitionState
Adapted from concepts developed by Kurt Lewin and Richard Beckhard
4
Roles in change
Sponsor Authorize and lead change
Agent
Target
Champion Inspire and motivate targets
Change behaviors, emotions, knowledge
Plan and implement change
5
Why PMIS?
Simplify and streamline business processes
Reduce manual data entry and manipulation
Improve quality and timeliness of information
Interconnect administrative systems– Human Resources, Payroll, Finance, Procurement, Budget
Strengthen disaster recovery/business continuity
6
Guiding Principles
Configurable, not customizable– Updates twice a year means continuous change management
Same rules, new tools– Procedures and forms will change
– Policies are not changing
Same system for regional office and country offices/centers– Business processes do not vary between Departments or Country Offices
7
Linking Work-streams(HR & Payroll)
Engage PAHO
Stakeholders
Mobilize Entity Change Teams
Determine Change Impacts
Go Live!
Jan Mar May July Sept Nov Jan 2015
Plan
Plan ArchitectConfigure
and Prototype
Test Train Deploy
Systems ImplementationPAHO-wide Change ManagementCountry Office and Department Change ManagementStaff engagement, including communications
Implement Entity Change Plans
Reinforce Changes
Communicate Vision and Timeline
Publish Role & Process Changes
Showcase Executive Support
Provide Info on Training and
Support
Share Success Stories
Q & A
8
Scope – systems that will be replaced
Phase I (Jan 2015)Workday
Phase II (Jan 2016)Workday + Tidemark
Out of Scope
PAS (HRM system) AMPES/OMIS E-Recruitment
HR Express FAMIS Taxes
HR Tracking System SOS Pension
Flexi-time AMS/FMS (Budget) Staff Health Insurance
Leave Tracking System ADPICS AETNA/Pharmacare
e-PPES Travel-On
Payroll SharePoint/Document Management
CTACs (correspondence)
GBOTs and translation tracking systems
9
Change impact for Workday
Significant Changes Change Implications
All business process steps clearly visible• Status of requests/ approval are tracked • Bottlenecks easily identified and resolved• All business processes are auditable
Business processes simplified (max. 3 signatures)
• Improved efficiency through simplification • People accountable for decisions
Easy access to information in one place• Improved mission support - communication,
collaboration, and crisis response• Greater personal effectiveness
Standard (Workday) roles by business process (approx. 300 delivered BPs)
• Consistency in tasks assignment• Clarity around jobs and processes
Individual closest to data enters data• Improved accountability• Increased accuracy
10
Software + Effective Management => Value
Workday will: Workday will enable management to:
Provide process transparency to identify bottlenecks Resolve bottlenecks
Provide management analytics on process efficiencies
Make decisions based on a rich set of actual data
Empower COs and other entities to perform their routine transactions Speed up processes
Improve consistency and efficiency of HRM’s involvement in processes
Free up HRM resources to spend a greater portion of time on higher value added work
Provide better tools to manage / track talent and put the right people in the right roles
Make better staffing decisions
11
“Personnel” Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Non-Staff Ministry and Agency at country level
(MINP, MING, AGNF) Insurance Only (IPOP, IPOG)
“Contingent Worker”
Non-Staff Agency at Headquarters (AGNH, OSP) Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Language Services (Translators, Revisers,
Interpreters)
“Personnel” and “Contingent Workers”
People are categorized in Workday as either “Personnel” or “Contingent Workers”
12
Roles in Workday: Job Titles versus Roles
Every individual plays one or more roles in Workday– All PAHO personnel and contingent workers will be assigned at least one role – either
“Personnel” or “Contingent Worker”.
– Additional roles will be assigned depending on the individual’s job function
Workday interacts with personnel and contingent workers based on roles, not titles
Roles do not determine pay grade, as titles do
Workday roles allow personnel and contingent workers to, depending on the role:– Access to specific areas of functionality within the system
– Participate in business process execution
– Access processes or reports
– Edit / update specific types of data
13
Key Roles in Workday
Compensation Finance Partner
Absence Partner
Benefits Partner
Contingent Workers
Compensation Administrator
PBU Comp. Finance Partner
Personnel
HR Administrator
HR Partner
Manager
Recruiter
Succession Partner
Talent Manager
HRM Partner-HR
HRM Comp. Partner
Cost Center Manager(“allottee”)
HRM
By Country Office/Center
GeneralPopulation
PBU
14
A comprehensive training strategy and plan has been elaborated that includes training for the various target audiences and end users
A variety of methodologies will be used to deliver the training, including online reference materials, classroom and virtual training
Training materials such as videos, job aids, and Power Point presentations will be available via the PMIS Learning Portal
On-going support and briefings will be offered
Training Overview
15
Training Overview
8-10 hours
4-6 hours
12-20 hours 32 hoursHR Partner PMIS TrainerPersonnel /
Contingent Workers
Manager
Training will vary according to the roles and may be spread over different days, taking on average:
The total amount of training that you will need is based on the role(s) that you hold
16
Discussion / Questions
17
Directory ‘Swirl’
18
Profile
19
Available Actions
20
Benefits Actions
21
Personal Data Actions
22
Talent Actions
23
Worker History Actions
24
Staff Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Services Language (Translators, Revisers, Interpreters)
Non-Staff Non-Staff Ministry and Agency (MINP, MING, AGNH, AGNF, OSP)
Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Insurance Only (IPOP, IPOG)
PAHO Contract Types