Human Resource Management System (HRMS)

Pacific NW Government Digital Summit

June 20, 2006

Steve Young
Chief Information Officer
Department of Personnel
Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Mission: Replace a 30 year old non-integrated

legacy payroll/personnel system with a
distributed off-the-shelf product with minimal
customization to support 112 state agencies
and 65,000 state employees

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Bundled package approach – select both software and

integrator at the same time.
 Number of bidders:
 PeopleSoft and IBM (implementation services, hardware, and
database)
 SAP, Accenture, Hewlett Packard (hardware) and Microsoft
(operating system and database)
 Selection complete: June 30, 2003
 Project began: mid-September 2003
 Software: SAP version 4.7 enterprise
 System Integrator: Accenture

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Release 1
– Payroll
– Personnel
– Business Warehouse

Release 2
– E-Recruit (custom)
– Employee Self-Service
– Grievance Tracking (custom)
– Qualifications Catalog

Total Cost: $69 million

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Deployment

Release 1
– Group 0: February 2006, Department of Personnel
(214 employees)
– Group 1: April 2006, 23 Additional Agencies
(10,000 employees)
– Group 2: July 2006, Remaining 88 Agencies
(55,000 employees)

Release 2
– September 29, 2006

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Taken from Standish Group Study and used by the
Washington State Department of Information Services to
evaluate IT projects
– Executive Support
– User Involvement
– Experienced Project Manager
– Clear Business Objectives
– Minimized Scope
– Agile Business Requirement Process
– Standard Infrastructure
– Formal Methodology
– Reliable Estimates
– Skilled Staff
– Contract Negotiations and Management
– Implementation
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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Executive Support:
– Leadership: Governor Christine Gregoire
– Co-Sponsors: Eva Santos, Director, Dept. of Personnel
Gary Robinson, Director, Dept. of Info. Services
– Project Director: Steve Young, CIO, Dept. of Personnel
– Project Managers: Brian Turner, State
Judd Nielsen, Accenture
– Very active Involvement, committed to project completion
– Org Chart: Gov. Gregoire

DOP Director

DOP CIO

– Steering Committee: Directors from Central Service Agencies

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
User Involvement
– Change Agent Methodology
 Monthly Meetings
 Frequent Communication
 Project Readiness Coaches as single point of entry
 Agency self-monitored and reported readiness based on project
questionnaires
– Business Needs Drove Requirements
– End User Training
 Continuous improvement
 Trainers from agencies
 2000 end users
– Production Support Lab
– Recorded Training Sessions

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Experienced Project Managers
– Brian Turner – Point B
 14 years of Government implementation experience
 7 projects delivered
 Results driven
– Judd Nielsen – Accenture
 9 years of Government implementation experience
 5 projects delivered
 Results driven
– Cannot overemphasize importance of Team chemistry
– Technology and Business skills
– Negotiation and organization skills
– Ability to say “No”
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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Clear Business Objectives
– Replace 30 year old non-integrated legacy
payroll/personnel system with equivalent functionality
– Rule and Edit based
 Standardized business processes
 Standardized payroll processes

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Minimized Scope
– Enterprise = Compromise = No One Completely Happy
– Standardized processes
– 944 custom reports in legacy system
 20 system delivered
 60 custom
– >1500 work schedules in legacy system
 56 implemented
– Minimal agency unique functions unless mandated by
collective bargaining agreements
– Weekly review of scope to minimize score card
– Ultimately, only 12-13 core modifications
– Approximately 50 external interfaces (not recommended)
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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Agile Business Requirements Process
– Requirement gathering process went too long
– Parallel development with changing requirements
– Requirements and design issues finally frozen in April 2005
– As new requirements emerged, Project Team evaluated
feasibility along with cost, impact, risk and made
recommendation to Steering Committee
– Steering Committee prioritized
 Not all done
– Status delivered weekly

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Standard Infrastructure
– Identified minimum technology standard
 Clearly communicated what was not supported
 Agency Directors certified compliance
– Agency readiness self-reported technology implementation
 SAP GUI installation and test
 Test performance via sample script
 Test ability to print

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Formal Methodology
– In general, formal methodology for Project Management
followed
– Departures from formal methodology based on risk and
impact
– Sometimes at odds with external QA vendor

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Reliable Estimates
– Fixed price
– Legislatively directed change order
– Project slated to be delivered at budget

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Skilled Staff
– Contracted staff to develop
– State agency “volunteers” for testers and trainers
– Generally understaffed to properly implement project
– Limited state staff available for knowledge transfer
– Only 1 deep in many SAP skilled positions
– Will have to contract for tier 3 support for near term

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Contract Negotiations and Management
– Procurement managed by Deloitte-Touche
– Initial contract negotiations by Davis Wright Tremaine
– Follow on renegotiation on contract by DOP Director
– Project Management Office (PMO) established to oversee
contracts and budget

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Success Factors
Implementation
– Proceeding as planned with last group on July 1st. Do not
expect major problems at this point.
 Business process change is agency major anxiety
– User training was delivered using just-in-time methodology
 Statewide, enterprise in nature; minimal agency specifics
 Practice site available and usage monitored
 Agency “volunteers” as trainers may not have had in-depth
knowledge
 Revised training materials after each implementation phase
 Group “study sessions” based on lessons most recently
learned
 Can always use more

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Pacific NW Government Digital Summit – June 20, 2006

Human Resource Management System (HRMS)

Whew!
Thank You!
Questions?
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