Project Management Committee MeetingJanuary 6, 2005

Building the Human Resources and Payroll Environment for the Next Generation of North Carolina State Government

2

Welcome and Introductions

Project Management Committee Julie Batchelor, Chair John Barfield Rod Davis Dan Domico Amy Faulk Bob Giannuzzi Carl Goodwin Wendy Griffin Kathy Gruer Ginny Klarman Tracy Little Jim Macaulay Jim Newman Kim Padfield Tom Runkle Gary Wiggins Margaret Wiggins Jonathan Womer Pam Wortham

OSC Management Robert Powell Gwen Canady

Project Team Linda Hudson Shannon MacFarlane Lowell Magee Bradd Craver Dorie Kehoe James Stovall Katie Beacham Parham Gerami Others TBD

3

Agenda

Welcome, Introductions and Agenda

Committee Update

HR/Payroll Project Status

Process Owners

Change Management/Communications

JAD Sessions Review

Open Discussion

Action Items Review

Adjourn

Committee Update

5

Committee Update

•Need additional communication to JAD Participants from PMC members

•Banner Update – University Systems in Central Payroll will continue to participate

•PMC Review of JAD Output

HR/Payroll Project Status

7

Status Report

Activities Completed This Period12/2/2004 – 1/5/2005

• Completed Vision and Plan Phase deliverables and obtained signoff• Finalized communications plan and stakeholder analysis• Prepared for and conducted JAD Sessions on the following topics:

• Develop and Train Workforce• Monitor Employee Safety & Health• Manage Employee Relations

• Conducted requirements gathering interviews with Charles Chapman• Completed and presented communications plan and stakeholder list• Commenced monthly ITS reporting (November Report)• Developed website strategy• Conducted a chalk talk on HR/Payroll data warehousing• Attended NCTIME task force meeting

8

Status Report

Plans for Next Period1/6/2005 – 1/19/2005

• Prepare for and conduct JAD Sessions on the following topics:

• Career and Succession Planning• Manage Employee Separation• Manage Recruiting, Hiring and Integration

• Onboard Deloitte change management lead

• Edit SBIP website

• Monthly ITS Reporting (December report)

• Hire intern

9

Status Report

• Issues Requiring Management Attention:• Agency representation in the JAD sessions

10

High Level Project Timeline

HR – Group I

• Personnel Administration

• Recruitment• Applicant Tracking• Disciplinary Action and

Complaint Management• Incident and Accident

Tracking• Exit Interviews• Competency Based HR

Management• Performance

Management• Training Administration

HR – Group II

• Compensation Management

• Job and Salary Surveys

• Position Evaluation Analysis

• Benefit Administration

• Workforce Analytics• Organizational

Management• Employee Self

Service• Leave Tracking

Payroll

• Payroll Administration

• Payroll Processing• Labor Cost

Distribution• Time Collection &

Management• Budget Support

Technical

• High level technical requirements

• Security• Infrastructure• Integration

Plan ExecuteVision Close

• – Project Status Report– Final Deliverables– Offsite Working/Holiday

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25

25 1 8 15 22 29 6 13 20 27 3 10 17 24 31 7 14 21 28 7 14 21 28 4 11 18 25

• • • • • • • • • • • • • • • • • • • • • • •

Group I

Group II

Payroll

Change Management

Technical

Date

Project Management

Month Dec

Project Week

Human Resources

Nov Jan Feb March Apr

Process Owners

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Proposed Process Owners

Process Code & Description Owner AgencyHR-020: Plan and Manage HR Programs and Plans

Gerry Fisher Office of State Personnel

HR-030: Design and Maintain Organizational Structure

Joe Stroup Department of Environment and Natural Resources

HR-040: Career and Succession Planning Pam Frazier Information Technology Services

HR-050: Manage Recruiting, Hiring and Integration

Helen Dickens Department of Transportation

HR-060: Develop and Train Workforce Ann Cobb Office of State Personnel

HR-070: Manage Compensation and Classification

Duane Hinkle Office of State Personnel

HR-080: Maintain Benefits and Enrollment Pani Tademeti Office of State Personnel

HR-090: Administer Benefits Pani Tademeti Office of State Personnel

HR-100: Manage Payroll * *

HR-120: Monitor Employee Safety & Health Mike Chapman

Office of State Personnel

HR-130: Manage Employee Relations Drake Maynard

Office of State Personnel

HR-140: Manage Employee Separation Betty Smith Department of Health and Human Services

HR-150: Collect Time and Attendance Kathy Reitzel Department of Correction

* - Payroll Sessions will be broken out and Process Owners will be assigned at a later date

Change Management/Communications

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Stakeholder Communications – Phase 1

Involve ExtensivelyAddress Concerns

Enlist As NeededKeep Informed

Low High

Impact of the stakeholder on the projectL

ow

Hig

hIm

pact

of t

he p

roje

ct o

n th

e st

akeh

olde

r

SME

PMC

CFO’s

NC University System NC TIME

PSC

CIO’s

Council of State

Governor’s Cabinet

Agency Deputies

HR Directors

Payroll Manager

Payroll User’s Forum

General Assembly

NC Citizens for Business & Industry

SEANC

State Personnel Commissions

Central Payroll Users – Bus. & Tech.

PMIS Users – Bus. & Tech.

State Employees

HR/Payroll Project Team

JAD Session Review

16

Develop and Train Workforce – Dec 7th & 8th

Process Owner: Ann CobbNumber of Participants: 14Agencies represented:

– Administrative Office of the Courts– Department of Correction– Department of Health and Human Services– Department of Justice– Department of Transportation– Information Technology Services– Office of State Personnel– Office of the State Controller– Wildlife Resources Commission

17

Monitor Employee Safety & Health – Dec 15th

Process Owner: Mike Chapman

Number of Participants: 11

Agencies represented:– Administrative Office of the Courts– Department of Correction– Department of Environment and Natural Resources– Department of Health and Human Services– Department of Justice– Department of Labor– Department of Transportation– Office of State Personnel– Office of the State Controller

18

Manage Employee Relations – Dec 16th

Process Owner: Drake Maynard

Number of Participants: 18

Agencies represented:– Administrative Office of the Courts– Department of Agriculture– Department of Correction– Department of Environmental and Natural Resources– Department of Health and Human Services– Department of Transportation– Employment Security Commission– Office of the State Controller– Office of State Personnel

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Common Threads

SME feedback– Enthusiastic about the possibilities of a new solution– Supportive of common processes and standardization– Sessions have provided a good networking forum– Appreciative of the opportunity to provide input

Business Benefits– Reduced clerical burden– Increased efficiencies– Better decision making with better consolidated data– Reduction of various side systems

Potential Barriers to Success– Computer availability and literacy– Fear that data will be misinterpreted– Acceptance of employee/manager self-service

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JAD Session Summaries

Due to you Jan 7– HR120 - Monitor Employee Safety & Health – HR130 - Manage Employee Relations

Due to you Jan 14– HR040 - Career and Succession Planning – HR140 - Manage Employee Separation

Due to you Jan 21– HR050 - Manage Recruiting, Hiring and Integration

Open Discussion

Action Items Review

23

PMC Action Items

January 20, 2005 – Next PMC Meeting

Identify SME’s for Payroll JAD sessions by January 14, 2005

Due by January 20, 2005:

Feedback on:

• JAD HR120 (Monitor Employee Safety and Health)

• JAD HR130 (Manage Employee Relations)

• JAD HR040 (Career and Succession Planning)

• JAD HR140 (Manage Employee Separation)

Due by January 25, 2005:

• JAD HR050 (Recruiting/Hiring/Integration)