Genrays Human Resource Information System: Project Charter Paper
Genrays Project Charter
Project Charter
GenRays’ Human Resource Information System
Project Charter
GenRays
September 16, 2014 Table of Contents
Project Title 3
Purpose 3
Description 3
Objective 3
Success Criteria or Expected Benefits 4
Funding 5
Major Deliverables 5
Milestone Schedule 9
Approval Requirements 9
Project Manager 11
Authorized by 11
References 12 Project Title
GenRays’ Human Resource Information System (HRIS) Implementation
Purpose
The main purpose of the GenRays’ HRIS project is to replace the primitive legacy system by centralizing and streamlining Human Resource’s (HR) functions, and improving the current HR processes while facilitating growth and saving money across the organization.
Description
A human resource information …show more content…
system is a centralized tool, which facilitates collaboration within the organization by improving and streamlining such processes such as allowing employees to create and track their career goals, providing more transparency in hiring, being able to identify well-qualified applicants, and automating the processing of paychecks and expense reports.
It captures all data related to Human Resources and Payroll and provides the tools necessary for management to monitor and track this data, so they can better align their departmental goals with the goals of the organization.
Objective
The major objectives for introducing an HRIS are to:
• Select and implement an HRIS across the enterprise that will enable standardized HR business processes, improve efficiency, reduce the number of databases to maintain, and eliminate the need for additional bolt-on systems.
• Provide more robust tracking of employee and position information, enabling improved management decision making through on-demand data analysis and reporting.
• Improve recruiting capabilities by providing self-service applications and the ability for management to analyse the database to capture the most qualified candidates.
• Provide employees with the ability to track their career development against a defined career path and identify what skills are required to move to the next step in that path.
• Maintain current information about employees’ office location, telephone contacts, email, etc.
• Save time and money and increase pricing competitiveness and productivity by utilizing automated features such as electronic forms.
• Eliminate the manual entry of time cards in multiple systems and provide the ability to track attendance.
• Provide the capacity for employee and management self-service into the payroll system.
• Provide a robust performance management tool in which information is searchable, and management has the ability to enter and track goals for each of his employees.
• Enable different analysis capabilities including: o changes in compensation and how they relate to the scores employees receive in their performance reviews o tracking the ability of employees to advance across different departments o tracking the actual cost of manufacturing particular components to see what the real return on investment is for those parts
• Dramatically reduce cost, effort and accuracy associated with entering, gathering and disseminating information by storing everything electronically in a central database.
• Centrally track employee training progress and certification and education requirements, and analyze the impact the training has had on performance reviews and promotions.
• Improve organizational communication to all employees, and improve government compliance by providing an easier way to general compliance reports.
Success Criteria or Expected Benefits
The success criteria GenRays will use to evaluate if the project was successful is:
Efficiency
There will be a notable decrease in the number of required resources and time spent processing employee information and completing administrative tasks. Efficiency will also be realized via the ability of the current human resource leadership to manage the workforce with current staffing levels.
From a technological perspective, the HRIS system will be easier to support because it is one system and one database instead of multiple systems and databases. This should decrease the number of staff or the number of hours required to support HR functionality.
Effectiveness
The effectiveness of the human resource information implementation will be displayed by the quality of the data recorded in the database and by the increased access and ability to analyze this data at all staff levels within the organization.
User Satisfaction
User satisfaction will increase due to the level of access employees will have to enter, update and review their personal and professional data. The ease in which they can perform these tasks and the decreased amount of time it takes to interact with the new HRIS will lead to an increase in user satisfaction. This system will also increase user satisfaction by helping to promote development and career progression.
Several benefits that will be realized by implementing GenRays’ HRIS include:
• It will provide a tool for staff to link their goals and performance reviews to a career path which should improve staff motivation and effort for reaching those goals.
• Improve the ease of tracking employee’s trainings, certifications and educational requirements.
• Improve the ability to communicate and ensure greater regulatory compliance.
• Facilitates benefit administration and salary analysis across job classifications
• The ability for staff to track their benefits and linking attendance to total time worked and sick leave (instead of years of experience) will be possible.
• Savings due to automatic calculations and auto-fill functionality.
• Improved tracking of quality and productivity improvements
• Integration of information across the organization into a single database, providing better access to comprehensive reporting. Historical data will be maintained in one place allowing for easier queries and review of trends over time and providing additional insight into planning and recruiting for future growth.
• Expanded support for hiring and career tracking, providing improved automated workflow to reduce manual processes, eliminate paper processing and streamline approval.
Funding
Company profits will be the main source of funding for this project. As displayed in the Financial Sunshine chart distributed in the internal GenScoop newsletter, the company profits tripled in the second quarter and continue to grow. In addition to the profits realized as part of the financial system, the company has realized significant savings. These savings will fuel the implementation of the HRIS project.
Major Deliverables
The following table identifies the major deliverables and acceptance criteria involved in GenRays’ HRIS project:
PHASE MAJOR DELIVERABLES ACCEPTANCE CRITERIA
Initiating Project Charter Charter has been reviewed and approved by the executive sponsors.
Stakeholder Register The list of project stakeholders has been reviewed and approved by executive sponsors.
Requirements Business Requirements Document The business requirements document describes what capabilities the application should have and has been approved by business owners.
Vendor Analysis / Selection Vendor responses from all previously identified vendors have been categorized and weighted then reviewed and vendor recommendation confirmed by executive sponsors.
Data Conversion Plan IT Department will collaborate with business owners to determine what data will need to be migrated to new HRIS system. Business owners will sign off on this plan.
Hardware requirements Hardware requirements and costs are reviewed and approved by IT Director, Brian Jenkins.
Design Work Breakdown Structure The work package will contain information about the deliverable and its associated metric. The work package will be used to document the team member’s work estimate. Once the estimate is complete, it is the contract between the project manager and team member.
Project Management Plan Identifies all tasks, milestones and resources necessary to complete HRIS project no later than 12/31/2014.
Change Management Plan Project manager presented change management plan used for financial system implementation to HRIS stakeholders for approval.
Transition Plan The Transition Plan describes the tasks and activities that need to take place to efficiently and effectively move the application from test to production and to integrate use of the HRIS system into GenRays’ business processes.
The Plan includes deployment schedules, resource estimates, identification of special resources and staffing. The transition plan also defines management controls and reporting procedures, as well as the risks and contingencies. An impact statement outlining the potential impact of the transition to the existing infrastructure, operations, and support staff and to the user community is included.
The Plan has been reviewed and approved by the project stakeholders, including Information Technology.
Development Test Plan IT worked with vendor to outline initial test plan, then modified based on discussion with business owners, number of test scenarios and available testing resources.
Training Plan The Training Team has worked with the vendor to identify what organization’s training needs are and has confirmed with management which resources need to receive training on specific modules over what time period.
Business Continuity Plan The Business Continuity Plan describes how the HRIS business functions will be performed in the event the application is unavailable for a period of time.
Test Scenarios IT received test scenarios from vendor and collaborated with business owners to ensure the test scenarios were in line with GenRays business processes.
Issues Log Issues on the issues log will be escalated to project sponsors by the project manager in order to help prioritize resources for resolution.
Change Control Log The project manager will hold weekly meetings to review the change control log with project stakeholders and receive written approvals or denials from the stakeholders for each requested change.
Testing System / Integration Test Acceptance The completed application passed through system testing with the following results:
1. All test cases completely executed
2. Zero severity 1 (critical) defects
3. Zero severity 2 (major) defects
4. No more than 5 severity 3 defects (minor)
Severity 1, or Critical, defects include issues that result in degraded system performance beyond stated performance criteria, deny access to functionality, and/or corrupt data or display data incorrectly.
Severity 2, or Major, defects include issues that prevent a user from correctly completing a task in the system, but can be managed by a workaround, and/or issues that promote data errors or reduce data quality substantially.
Severity 3, or Minor, defects include issues that interfere with, but do not prevent a user from performing normal tasks.
Project User Acceptance Testing The HRIS application passed through all acceptance testing scenarios with no severity 1 or 2 defects (priorities and severities as defined above).
Acceptance testers agree that the HRIS application can move into production with all the known non-minor defects or with a limited number of defect fixes that can be completed and tested by the project team in no more than two (2) business days.
The HRIS application has been moved from the test environment to the production environment with all test data removed and is functioning properly.
Implementation Training Materials All training and support documentation has been updated to include any changes necessary to support application changes and made available to end users via the corporate
intranet.
Application Software All application issues identified as needing to be addressed prior to rollout during UAT have been addressed.
Close-out Project Close-out Report All identified project activities and any approved change requests have been completed.
All users have been trained and provided access to the application as specified in the Transition and Training Plans.
The Project Closeout Report includes all project outcomes, costs, and lessons learned for the HRIS project.
Project Sponsor approved completion of HRIS project.
Team member performance assessments All performance assessments were discussed with and acknowledged by team members and submitted to HR.
Milestone Schedule
The project Summary Milestone Schedule is presented below. As requirements are more clearly defined, this schedule may be modified. Any changes will be communicated by the project manager via weekly project status meetings.
MILESTONE DATE TARGET DATE
Project kickoff 2/02/15
Finalize Project Charter and Form Project Team 2/13/15
Complete Requirements Analysis 3/20/15
Finalize Vendor Selection 3/27/15
Complete HRIS Design 5/01/15
Acquire Hardware and Software 5/15/15
Complete System Construction 7/31/15
Complete System and User Acceptance Testing 12/04/15
Complete Admin and End User Training 12/11/15
Production Implementation 12/14/15
Project Complete 12/24/15
Approval Requirements
Approvals for this project include:
APPROVAL REQUIREMENTS APPROVER(S)
Approve Charter prior to kick-off meeting Executive Sponsors
Approve Stakeholder Register to confirm staff selected will provide the appropriate level of project support Executive Sponsors
Approve WBS to ensure all major activities for the HRIS implementation have been identified Executive Sponsors
Approve Business Requirements Document to ensure all business requirements have been captured Business Owners
Approve vendor analysis/selection to confirm the HRIS system selected best meets the needs of GenRays Executive Sponsors
Approve Data Conversion Plan to ensure all data necessary to do business will be accessible in new HRIS system Business Owners
Approve hardware requirements to ensure appropriate hardware is purchased and installed to support HRIS system. IT Director
Approve Project Management Plan to ensure all aspects of the project have been captured and can be tracked. Executive Sponsors
Approve Change Management Plan in order to confirm there is a process in place for capturing, monitoring and approving requested project changes. Project Stakeholders
Approve Transition Plan to make sure all stakeholders are aware of the content and timing of what is being transitioned Project Stakeholders
Approve Test Plan to ensure there are processes in place to provide system and user acceptance testing. IT Management and Business Owners
Approve the Training Plan to confirm the organization’s training needs. Training Team and Business Owners
Approve the Business Continuity Plan to ensure there is a plan in place should the HRIS application be unavailable for any period of time. IT Director and Business Owners
Approve Test Scenarios to confirm all appropriate functionality will be tested. IT Management and Business Owners
Approve System / Integration Test Acceptance to confirm all data is flowing from/to appropriate HRIS associated applications. IT Management
Approve Project User Acceptance Testing to confirm the HRIS application can be migrated from the test environment to the production environment with all test data removed and functioning properly. IT Management and Business Owners
Approve all Training Materials to confirm all training and support documentation has been updated to include any changes necessary to support application changes and made available to end users via the corporate intranet. Training Manager
Approve Application Software Implementation in order to confirm all application issues identified as needing to be addressed prior to rollout during UAT have been addressed. IT Management and Business Owners
Approve Final Project closure to confirm all identified project activities and any approved change requests have been completed and that all users have been trained and provided access to the HRIS application as specified in the Transition and Training Plans, Executive Sponsors
Project Manager
Name: Misti Ashley
Responsibilities:
• Responsible for managing all project management tasks, scheduling, and communication regarding the project
• Will coordinate resource requirements
• Responsible for ensuring the Project Team completes the project
• Develops Project Plan with the team and manages the team’s performance of project tasks.
Authorized by
Rory Genhardt CEO_______________
Date
Crystal Marshall VP Marketing________
Date
Connie Barnett VP Finance____ _____
Date
Darcy Martin VP Manufacturing_____
Date
References
Acceptance Criteria and Process. (2009). Retrieved from http://www.epmo.scio.nc.gov/library/docs/acccriteria.doc
Project Management Institute. (2008). A guide to the project management body of knowledge. California: Project Management Institute Publishers.
Project Charter
GenRays’ Human Resource Information System
Project Charter
GenRays
September 16, 2014 Table of Contents
Project Title 3
Purpose 3
Description 3
Objective 3
Success Criteria or Expected Benefits 4
Funding 5
Major Deliverables 5
Milestone Schedule 9
Approval Requirements 9
Project Manager 11
Authorized by 11
References 12 Project Title
GenRays’ Human Resource Information System (HRIS) Implementation
Purpose
The main purpose of the GenRays’ HRIS project is to replace the primitive legacy system by centralizing and streamlining Human Resource’s (HR) functions, and improving the current HR processes while facilitating growth and saving money across the organization.
Description
A human resource information …show more content…
system is a centralized tool, which facilitates collaboration within the organization by improving and streamlining such processes such as allowing employees to create and track their career goals, providing more transparency in hiring, being able to identify well-qualified applicants, and automating the processing of paychecks and expense reports.
It captures all data related to Human Resources and Payroll and provides the tools necessary for management to monitor and track this data, so they can better align their departmental goals with the goals of the organization.
Objective
The major objectives for introducing an HRIS are to:
• Select and implement an HRIS across the enterprise that will enable standardized HR business processes, improve efficiency, reduce the number of databases to maintain, and eliminate the need for additional bolt-on systems.
• Provide more robust tracking of employee and position information, enabling improved management decision making through on-demand data analysis and reporting.
• Improve recruiting capabilities by providing self-service applications and the ability for management to analyse the database to capture the most qualified candidates.
• Provide employees with the ability to track their career development against a defined career path and identify what skills are required to move to the next step in that path.
• Maintain current information about employees’ office location, telephone contacts, email, etc.
• Save time and money and increase pricing competitiveness and productivity by utilizing automated features such as electronic forms.
• Eliminate the manual entry of time cards in multiple systems and provide the ability to track attendance.
• Provide the capacity for employee and management self-service into the payroll system.
• Provide a robust performance management tool in which information is searchable, and management has the ability to enter and track goals for each of his employees.
• Enable different analysis capabilities including: o changes in compensation and how they relate to the scores employees receive in their performance reviews o tracking the ability of employees to advance across different departments o tracking the actual cost of manufacturing particular components to see what the real return on investment is for those parts
• Dramatically reduce cost, effort and accuracy associated with entering, gathering and disseminating information by storing everything electronically in a central database.
• Centrally track employee training progress and certification and education requirements, and analyze the impact the training has had on performance reviews and promotions.
• Improve organizational communication to all employees, and improve government compliance by providing an easier way to general compliance reports.
Success Criteria or Expected Benefits
The success criteria GenRays will use to evaluate if the project was successful is:
Efficiency
There will be a notable decrease in the number of required resources and time spent processing employee information and completing administrative tasks. Efficiency will also be realized via the ability of the current human resource leadership to manage the workforce with current staffing levels.
From a technological perspective, the HRIS system will be easier to support because it is one system and one database instead of multiple systems and databases. This should decrease the number of staff or the number of hours required to support HR functionality.
Effectiveness
The effectiveness of the human resource information implementation will be displayed by the quality of the data recorded in the database and by the increased access and ability to analyze this data at all staff levels within the organization.
User Satisfaction
User satisfaction will increase due to the level of access employees will have to enter, update and review their personal and professional data. The ease in which they can perform these tasks and the decreased amount of time it takes to interact with the new HRIS will lead to an increase in user satisfaction. This system will also increase user satisfaction by helping to promote development and career progression.
Several benefits that will be realized by implementing GenRays’ HRIS include:
• It will provide a tool for staff to link their goals and performance reviews to a career path which should improve staff motivation and effort for reaching those goals.
• Improve the ease of tracking employee’s trainings, certifications and educational requirements.
• Improve the ability to communicate and ensure greater regulatory compliance.
• Facilitates benefit administration and salary analysis across job classifications
• The ability for staff to track their benefits and linking attendance to total time worked and sick leave (instead of years of experience) will be possible.
• Savings due to automatic calculations and auto-fill functionality.
• Improved tracking of quality and productivity improvements
• Integration of information across the organization into a single database, providing better access to comprehensive reporting. Historical data will be maintained in one place allowing for easier queries and review of trends over time and providing additional insight into planning and recruiting for future growth.
• Expanded support for hiring and career tracking, providing improved automated workflow to reduce manual processes, eliminate paper processing and streamline approval.
Funding
Company profits will be the main source of funding for this project. As displayed in the Financial Sunshine chart distributed in the internal GenScoop newsletter, the company profits tripled in the second quarter and continue to grow. In addition to the profits realized as part of the financial system, the company has realized significant savings. These savings will fuel the implementation of the HRIS project.
Major Deliverables
The following table identifies the major deliverables and acceptance criteria involved in GenRays’ HRIS project:
PHASE MAJOR DELIVERABLES ACCEPTANCE CRITERIA
Initiating Project Charter Charter has been reviewed and approved by the executive sponsors.
Stakeholder Register The list of project stakeholders has been reviewed and approved by executive sponsors.
Requirements Business Requirements Document The business requirements document describes what capabilities the application should have and has been approved by business owners.
Vendor Analysis / Selection Vendor responses from all previously identified vendors have been categorized and weighted then reviewed and vendor recommendation confirmed by executive sponsors.
Data Conversion Plan IT Department will collaborate with business owners to determine what data will need to be migrated to new HRIS system. Business owners will sign off on this plan.
Hardware requirements Hardware requirements and costs are reviewed and approved by IT Director, Brian Jenkins.
Design Work Breakdown Structure The work package will contain information about the deliverable and its associated metric. The work package will be used to document the team member’s work estimate. Once the estimate is complete, it is the contract between the project manager and team member.
Project Management Plan Identifies all tasks, milestones and resources necessary to complete HRIS project no later than 12/31/2014.
Change Management Plan Project manager presented change management plan used for financial system implementation to HRIS stakeholders for approval.
Transition Plan The Transition Plan describes the tasks and activities that need to take place to efficiently and effectively move the application from test to production and to integrate use of the HRIS system into GenRays’ business processes.
The Plan includes deployment schedules, resource estimates, identification of special resources and staffing. The transition plan also defines management controls and reporting procedures, as well as the risks and contingencies. An impact statement outlining the potential impact of the transition to the existing infrastructure, operations, and support staff and to the user community is included.
The Plan has been reviewed and approved by the project stakeholders, including Information Technology.
Development Test Plan IT worked with vendor to outline initial test plan, then modified based on discussion with business owners, number of test scenarios and available testing resources.
Training Plan The Training Team has worked with the vendor to identify what organization’s training needs are and has confirmed with management which resources need to receive training on specific modules over what time period.
Business Continuity Plan The Business Continuity Plan describes how the HRIS business functions will be performed in the event the application is unavailable for a period of time.
Test Scenarios IT received test scenarios from vendor and collaborated with business owners to ensure the test scenarios were in line with GenRays business processes.
Issues Log Issues on the issues log will be escalated to project sponsors by the project manager in order to help prioritize resources for resolution.
Change Control Log The project manager will hold weekly meetings to review the change control log with project stakeholders and receive written approvals or denials from the stakeholders for each requested change.
Testing System / Integration Test Acceptance The completed application passed through system testing with the following results:
1. All test cases completely executed
2. Zero severity 1 (critical) defects
3. Zero severity 2 (major) defects
4. No more than 5 severity 3 defects (minor)
Severity 1, or Critical, defects include issues that result in degraded system performance beyond stated performance criteria, deny access to functionality, and/or corrupt data or display data incorrectly.
Severity 2, or Major, defects include issues that prevent a user from correctly completing a task in the system, but can be managed by a workaround, and/or issues that promote data errors or reduce data quality substantially.
Severity 3, or Minor, defects include issues that interfere with, but do not prevent a user from performing normal tasks.
Project User Acceptance Testing The HRIS application passed through all acceptance testing scenarios with no severity 1 or 2 defects (priorities and severities as defined above).
Acceptance testers agree that the HRIS application can move into production with all the known non-minor defects or with a limited number of defect fixes that can be completed and tested by the project team in no more than two (2) business days.
The HRIS application has been moved from the test environment to the production environment with all test data removed and is functioning properly.
Implementation Training Materials All training and support documentation has been updated to include any changes necessary to support application changes and made available to end users via the corporate
intranet.
Application Software All application issues identified as needing to be addressed prior to rollout during UAT have been addressed.
Close-out Project Close-out Report All identified project activities and any approved change requests have been completed.
All users have been trained and provided access to the application as specified in the Transition and Training Plans.
The Project Closeout Report includes all project outcomes, costs, and lessons learned for the HRIS project.
Project Sponsor approved completion of HRIS project.
Team member performance assessments All performance assessments were discussed with and acknowledged by team members and submitted to HR.
Milestone Schedule
The project Summary Milestone Schedule is presented below. As requirements are more clearly defined, this schedule may be modified. Any changes will be communicated by the project manager via weekly project status meetings.
MILESTONE DATE TARGET DATE
Project kickoff 2/02/15
Finalize Project Charter and Form Project Team 2/13/15
Complete Requirements Analysis 3/20/15
Finalize Vendor Selection 3/27/15
Complete HRIS Design 5/01/15
Acquire Hardware and Software 5/15/15
Complete System Construction 7/31/15
Complete System and User Acceptance Testing 12/04/15
Complete Admin and End User Training 12/11/15
Production Implementation 12/14/15
Project Complete 12/24/15
Approval Requirements
Approvals for this project include:
APPROVAL REQUIREMENTS APPROVER(S)
Approve Charter prior to kick-off meeting Executive Sponsors
Approve Stakeholder Register to confirm staff selected will provide the appropriate level of project support Executive Sponsors
Approve WBS to ensure all major activities for the HRIS implementation have been identified Executive Sponsors
Approve Business Requirements Document to ensure all business requirements have been captured Business Owners
Approve vendor analysis/selection to confirm the HRIS system selected best meets the needs of GenRays Executive Sponsors
Approve Data Conversion Plan to ensure all data necessary to do business will be accessible in new HRIS system Business Owners
Approve hardware requirements to ensure appropriate hardware is purchased and installed to support HRIS system. IT Director
Approve Project Management Plan to ensure all aspects of the project have been captured and can be tracked. Executive Sponsors
Approve Change Management Plan in order to confirm there is a process in place for capturing, monitoring and approving requested project changes. Project Stakeholders
Approve Transition Plan to make sure all stakeholders are aware of the content and timing of what is being transitioned Project Stakeholders
Approve Test Plan to ensure there are processes in place to provide system and user acceptance testing. IT Management and Business Owners
Approve the Training Plan to confirm the organization’s training needs. Training Team and Business Owners
Approve the Business Continuity Plan to ensure there is a plan in place should the HRIS application be unavailable for any period of time. IT Director and Business Owners
Approve Test Scenarios to confirm all appropriate functionality will be tested. IT Management and Business Owners
Approve System / Integration Test Acceptance to confirm all data is flowing from/to appropriate HRIS associated applications. IT Management
Approve Project User Acceptance Testing to confirm the HRIS application can be migrated from the test environment to the production environment with all test data removed and functioning properly. IT Management and Business Owners
Approve all Training Materials to confirm all training and support documentation has been updated to include any changes necessary to support application changes and made available to end users via the corporate intranet. Training Manager
Approve Application Software Implementation in order to confirm all application issues identified as needing to be addressed prior to rollout during UAT have been addressed. IT Management and Business Owners
Approve Final Project closure to confirm all identified project activities and any approved change requests have been completed and that all users have been trained and provided access to the HRIS application as specified in the Transition and Training Plans, Executive Sponsors
Project Manager
Name: Misti Ashley
Responsibilities:
• Responsible for managing all project management tasks, scheduling, and communication regarding the project
• Will coordinate resource requirements
• Responsible for ensuring the Project Team completes the project
• Develops Project Plan with the team and manages the team’s performance of project tasks.
Authorized by
Rory Genhardt CEO_______________
Date
Crystal Marshall VP Marketing________
Date
Connie Barnett VP Finance____ _____
Date
Darcy Martin VP Manufacturing_____
Date
References
Acceptance Criteria and Process. (2009). Retrieved from http://www.epmo.scio.nc.gov/library/docs/acccriteria.doc
Project Management Institute. (2008). A guide to the project management body of knowledge. California: Project Management Institute Publishers.