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Transcript of Enterprise Payroll - · PDF fileEnterprise Payroll & Time and Attendance System We’re...
![Page 1: Enterprise Payroll - · PDF fileEnterprise Payroll & Time and Attendance System We’re moving now! November 18, 2016 State of Hawaii Internal Use Only – Not for Public ... the Payroll](https://reader030.fdocuments.us/reader030/viewer/2022011800/5ab8b01f7f8b9ad5338d20b9/html5/thumbnails/1.jpg)
Department of Accounting and General Services
Enterprise Technology Services
Enterprise Payroll & Time and
Attendance SystemWe’re moving now!
November 18, 2016State of Hawaii Internal Use Only – Not for Public Distribution
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Welcome and Opening Remarks
• Executive Sponsor, State of Hawaii: Audrey Hidano
• Executive Sponsor, CherryRoad:Greg Catanzano
• Project Team Introductions
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AGENDA
• Welcome From Project Sponsors• Why Do We Need the HIPay Project?• Who is Involved?• How Are We Transforming?• Coming Soon
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Department of Accounting and General Services
Enterprise Technology Services Why?
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The Existing System is…
• 44 Years OLD• Increasingly Fragile• Inflexible• Many Manual Processes• Very Paper Intensive
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The Existing System is VERY Complicated
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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
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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
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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
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Department of Accounting and General Services
Enterprise Technology Services Who?
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Department of Accounting and General Services
Enterprise Technology Services
HIPay PartnerCherryRoad
Technologies, Inc.
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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
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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
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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
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Department of Accounting and General Services
Enterprise Technology Services
Team Staffing
Plan
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Infrastructure
BusinessProcess
FunctionalTechnical
OCM
HIPay Team Structure
PMO
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HIPay Team Chart
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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
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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)
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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
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Project Governance Groups
Governance• Identify Executive Team Members• Identify Executive Steering Committee Members• Identify Executive Advisory Council• Identify Change Board Members
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Department of Accounting and General Services
Enterprise Technology Services How?
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Department of Accounting and General Services
Enterprise Technology ServicesProject
Mechanics
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Project Tools
• Microsoft Project Server• SharePoint
• Risks, Issues, Opportunities System• Decision Log• Status Reports• Team Documentation
• Implementation Tracker• Requirements• Test Scripts• Defect Log
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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
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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
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Department of Accounting and General Services
Enterprise Technology ServicesProject
Governance
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HIPay Governance
Executive Committee
PMOInfrastructure
Change Advisory Board
Project Change
Advisory Board
Advisory Council
Steering Committee
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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
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Department of Accounting and General Services
Enterprise Technology ServicesChange
Control Plan
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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
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Department of Accounting and General Services
Enterprise Technology Services
Project Issues & Risk
Tracking
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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
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Department of Accounting and General Services
Enterprise Technology Services
Organizational Change
Management
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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
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Department of Accounting and General Services
Enterprise Technology Services
Project Phases & Schedule
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Project Development
RICE-FW Estimated Count
Reports 30
Interfaces 226
Conversion 25
Enhancements 65
Forms 10
Workflows 20
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Project Phases
10/17/16 6/1/18
6/1/18 8/1/20
Payroll Phase
Time Attendance Phase
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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
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Payroll Project Stages
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
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Payroll Project Stages
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
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Payroll Project Stages
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
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Payroll Project Stages
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
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Payroll Project Stages
Support • Post Go Live Support
3/5/18 6/1/18
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Department of Accounting and General Services
Enterprise Technology ServicesPlatform Migration
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Project Milestones: Current Situation
DAGSDHRD
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Hosted PeopleSoft Environment
Project Milestones: Release 1
DAGSDHRD
DHRDData
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Hosted PeopleSoft Environment
DHRDData
AgencyData
AgencyData
Project Milestones: Release 2
DAGSDHRD
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Data Migration: Go Live
SacramentoData
Center
DR FortressData
Center
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UCOA Update
• Design is complete• Spire forming Validation Team• Validation of Design
• Allocations• Allotment
• Distributions• Object Codes• Use in HIPay
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What HIPay Needs Now
• Active Participation From all Agencies• Ensure Your Voice is Heard• Ensure State Needs are Met
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Coming Soon
• Monthly HIPay Newsletter• Limiting Changes• Business Requirement Review Meetings• PeopleSoft Business Process Meetings• Requirements Analysis• Fit Gap Meetings
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Department of Accounting and General Services
Enterprise Technology Services Questions?