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Project Scope Document

GenRays HRIS ImplentationProject Scope Document

Alan Oviatt, Project Manager24 July 2015

Table of ContentsHYPERLINK \l "_Toc425955161" Project Scope Description3HYPERLINK \l "_Toc425955162" Customer Requirements3HYPERLINK \l "_Toc425955163" Statement of Work5HYPERLINK \l "_Toc425955164" Project Deliverables5HYPERLINK \l "_Toc425955165" Acceptance Criteria6HYPERLINK \l "_Toc425955166" Work Breakdown Structure7HYPERLINK \l "_Toc425955167" Project Boundaries8HYPERLINK \l "_Toc425955168" Project Assumptions10HYPERLINK \l "_Toc425955169" Initial Defined Risks and Constraints10HYPERLINK \l "_Toc425955170" Project Approval11

Project Scope DescriptionGenRays has experienced a better than anticipated return on investment with the implementation of a new financial management, accounting, logistics, and purchasing system that has created an environment of growth for the company. With the savings realized by the automatic calculations of the new system, they are now looking to explore and fund additional technology opportunities that might yield similar returns and improve their internal workflows.With anticipated expansion, GenRays hopes to access technological advances in Human Resource Information Systems (HRIS) that will allow them to ease the burden of employee management by integrating a Payroll system and an Employee Self-Service (ESS) solution. By integrating disparate employee databases into a central system, GenRays hopes to capitalize on the cost savings and increased efficiencies while eliminating errors and other risks associated with manual payroll practices and disconnected HR records.More specifically, the proposed HRIS solution will provide the following benefits:Overall improved management of human capitalRecruiting and Performance Evaluation enhancements improve and maintain company talentSuccession planning provides career tracking for employees looking for advancementProductivity enhancements for E-Form auto-population and automatic calculationsReduced risk of errors in payroll and time savings from double entry of employee informationLDAP central directory for security and policy managementImproved Benefits and Compensation capabilities

Customer RequirementsRory GenhardtRecruiting - Ability to manage and analyze qualified candidates from pool of applicants as well as allowing candidates to track and monitor progress throughout the hiring process.Succession Planning Ability for employees to find openings and the skills required to fill the positions, allowing for professional growth and advancement.Crystal MarshallDatabase Consolidation Ability to find up-to-date employee contact information as well as other employee records in a single, central location.E-Forms integration - Ability to auto-populate supplier forms with employee data and ability to create standardized E-Forms.Cost Efficiencies Ability to improve workflow efficiencies and become more productive while reducing costs and becoming more price competitive. Connie BarnettPayroll Capabilities Ability for employees to enter time and attendance, reduces burden on management to approve only and ability for management to approve time and attendance prior to processing payroll.LDAP Central Directory - Ability to secure directory information and use policy management.Darcy MartinPerformance Review Ability to search employee performance reviews and to enter goals for individual employees during annual reviews.Compensation Analysis Ability to analyze costs associated with a particular set of employees to compare against outsource manufacturing.Robust Reporting Ability for HR Staff and management to pull reports as needed from a single source, ensuring the data contains the right employees with correct information.Ashley BurriciDatabase Consolidation Ability to report and manipulate data with records in the same system.Employee Self-Service Ability for employees to information directly into the HRIS to improve efficiency and accuracy. Employees enter time and attendance information into a single system with the ability to track vacation time and sick leave. Managers approve the entered information.Certification Tracking Ability to track certifications and education requirements quickly and easily from a single source database improving efficiency for HR employees and reducing time and costs.Benefits Management Ability for employees to review and choose their own benefits during open enrollment through integration with benefits carrier. Annual Review Ability to link performance reviews to compensation to help determine employee increases.Government Compliance Ability to send push notifications to employees to communicate compliance issues. Ability to pull and send compliance reports to the government.Rylee AndersonPosition Control Ability to analyze employee data by salary grade and job title. Standardization Ability to ensure standard pay ranges for standard job descriptions across manufacturing facilities and the company.Tyler GuertsRecruiting Ability to proactively search for qualified candidates and notify them when criteria match. Ability to proactively fill positions from Internship pool as long term employment becomes available.Johnathan HartwigDatabase Consolidation Ability to mine performance review data along with training records and current employee position from a single database to see if employees have moved to another position as a result of training.Brian JenkinsDatabase Consolidation Disparate databases migrated to one HRIS database. Statement of WorkThe work of the project team will be to initiate, plan, execute, monitor and control, and close all phases of the HRIS Implementation Project according to the boundaries prescribed by the Executive Committee. The project team will report to the Executive Committee at key milestones during the project and work to mitigate risks and control disruptions throughout the project life cycle. Although vendors will be evaluated to deliver an HRIS solution, the project team will conduct a make-or-buy analysis to weigh vendor costs against a building in-house option as a way to evaluate the decision to buy. The project will include the selection of an appropriate HRIS system, system and environment configuration, data migration to the new system, and training of all GenRays employees on the new system. The new system will have key performance indicators according to the requirements outlined by the Executive Committee that will establish success toward meeting project objectives, both during and after the system is implemented. Lessons learned should be archived for future project research.Project Deliverables

Project PhaseDeliverableTime FrameInitiationDevelop Project Charter, conduct Needs Analysis, conduct Make-or-Buy Analysis, conduct Feasibility Study, acquire project approvalJan - Feb 2015PlanningDevelop Project Management Plan and sub-plans, staff the project team and assign members to WBS, review vendor proposals, approve and select appropriate solution. Mar - May 2015ExecuteCreate system environment, complete vendor and environment procurements, build out infrastructureJun - Jul 2015

Conduct system and environment configuration, complete data mapping, complete data migration, create training collaterals. Aug - Sep 2015Training & ImplementationConduct training of Administrators and Executives, complete training of all staff members. Sep - Oct 2015ClosingROI assessment, lessons learned documentation, close all procurements, celebrate.Nov - 2015

Acceptance Criteria

System ComponentRequirementStakeholderAnnual ReviewAbility to link performance reviews to compensation to help determine employee increases.Ashley BurriciBenefits ManagementAbility for employees to review and choose their benefits during open enrollment through integration with benefits carrier.Ashley BurriciCertification TrackingAbility to track certifications and education requirements quickly and easily from a single source database improving efficiency for HR employees and reducing time and costs.Ashley BurriciCompensation AnalysisAbility to analyze costs associated with a particular set of employees to compare against outsourcing manufacturing.Darcy MartinCost EfficienciesAbility to improve workflow efficiencies and become more productive while reducing costs and becoming more price competitive.Crystal MarshallDatabase ConsolidationAbility to report and manipulate data with records in the same system.Ashley BurriciDisparate databases migrated to one HRIS database. Brian Jenkins

Ability to find up-to-date employee contact information as well as other employee records in a single, central location.Crystal MarshallAbility to mine performance review data along with training records and current employee position from a single database to see if employees have moved to another position as a result of training.Johnathan HartwigE-Forms IntegrationAbility to auto-populate supplier forms with employee data and ability to create standardized E-Forms.Crystal MarshallEmployee Self-ServiceAbility for employees to information directly into the HRIS to improve efficiency and accuracy. Employees enter time and attendance information into a single system with the ability to track vacation time and sick leave. Managers approve the entered information.Ashley BurriciGovernment ComplianceAbility to send push notifications to employees to communicate compliance issues. Ability to pull and send compliance reports to the government.Ashley BurriciLDAP Central DirectoryAbility to secure directory information and use policy management.Connie BarnettPayroll CapabilitiesAbility for employees to enter time and attendance, reduces a burden on management to approve only and ability for management to approve time and attendance prior to processing payroll.Connie BarnettPerformance ReviewAbility to search employee performance reviews and to enter goals for individual employees during annual reviews.Darcy MartinPosition ControlAbility to analyze employee data by salary grade and job title. Rylee AndersonRecruitingAbility to manage and analyze qualified candidates from a pool of applicants as well as allowing candidates to track and monitor progress throughout the hiring process.Rory Genhardt

Ability to proactively search for qualified candidates and notify them when criteria match.Tyler GuertsAbility to proactively fill positions from Internship pool as long term employment becomes available.Tyler GuertsReporting CapabilitiesAbility for HR Staff and management to pull reports as needed from a single source, ensuring the data contains the right employees with correct information.Darcy MartinStandardizationAbility to ensure standard pay ranges for standard job descriptions across manufacturing facilities and the company.Rylee AndersonSuccession PlanningAbility for employees to find openings and the skills required to fill the positions, allowing for professional growth and advancement.Rory Genhardt

Work Breakdown StructureWBS ItemDescriptionResponsibleDeliverables

GenRays HRIS Implementation

1.0Project Initiation PhaseAlan OviattProject Charter1.1Develop the Project CharterAlan

1.2Conduct Needs AnalysisAlan, Dakota

2.0Project Planning PhaseAlan, Drew, Dakota, ShannonProject Management Plan2.1Develop the Project Scope DocumentAlan

2.2Create Schedule Management PlanAlan, Drew, Dakota, Shannon

2.3Create Stakeholder RegisterAlan

2.4Create Communications PlanAlanCommunications Plan2.5Create Risk Management PlanAlan

2.6Create Cost Management PlanAlanProject Budget2.7Create Quality Management PlanMorgan

2.8Create Team Management PlanAlan

2.9Complete the WBS DictionaryAlan

2.10Project Plan Review & ApprovalAlan, Drew, Dakota, ShannonPlan Approved3.0Project Execution PhaseAshton, Alex, Kendall, Drew, Dakota, ShannonHRIS Vendor Selected3.1Assemble Project TeamAlan with Team Leads

3.2Conduct Research & AnalysisDakota

3.3Conduct ProcurementsDrew

3.4Prepare Infrastructure EnvironmentKendallEnvironment Configured3.5System ConfigurationVendor-AshtonSystem Configured3.6Database Field MappingAlex

3.7Data MigrationAlex

4.0Project Training PhaseShannonStaff Trained4.1Training PlanningShannon

4.2Conduct TrainingShannon

5.0Deployment PhaseAshton, Alex, Kendall, MorganSystem Live5.1Conduct Final System Quality ReviewMorgan

5.2Conduct Final Environment Quality ReviewMorgan

5.3Move System from Test Environment to Live EnvironmentAshton, Kendall, Alex

6.0Close ProjectAlan, DrewFinal Delivery Approval6.1Close all procurementsDrew

6.2Complete Lessons Learned DocumentAlanLessons Learned Doc6.3CelebrateAll Team Members

Project BoundariesBudget - The project budget has been set at $103,000 to include hardware and software procurements and licensing, allocated staff time and all project expenses. A contingency allowance of 20% has been approved if the project meets with unexpected delays or its completion is in jeopardy. Schedule Work will start after W-2s are issued (as per the company newsletter), and continue until all elements of the project are complete, and the system is functioning before year-end closing.Resources The Project Manager will coordinate with team leads before assigning support staff to the project to minimize conflicts and create strong and manageable work teams. Resources will be assigned in the Project Management Plan (PMP) along with change control procedures if a scheduling or other conflicts should arise. The Resource assignments will be approved by the team leads.According to HR Memo Work Limits, staff will be limited to eight hours per day and five days per work week. One technical representative from the selected vendor will be available for 20 hours per week until the completion of the project. The cost of this person is included in the cost of the system and should not affect the budget.Labor Resource Restrictions:

Project AssumptionsThe Make-or-Buy Analysis will be conducted during the planning phase in an effort to compare costs only. It is not assumed GenRays will build an HRIS when competent vendors exist. There is no competitive advantage to build in-house, no secrecy required, no social, political, or environmental reasons to make the product. The exercise will help determine value and will help vet vendor proposals. It is assumed that in-house resource cost-per-hour includes all overhead charges and fees for facilities and administration. It is assumed Organizational Factors and Best practices will influence all project activities. Initial Defined Risks and ConstraintsRiskImpactLikelihood of Occurrence(L,M,H)Degree of Impact(L,M,H)Action TriggerResponsibilityResponse PlanOver BudgetThe project may be delayed while additional funds are approvedLMForecasted EAC exceeds BAC by 20% or Critical path analysis shows project behind scheduleProject ManagerNegotiate compromise in project scope. Obtain approval to access contingency allowance or Fast Track non-dependent activities.Resource ConflictTeam members not getting along may interfere with project progress or objectivesMMTeam member(s) complaining about performance or attitudes of other team memberTeam LeadFollow example from lessons learned during the previous project and request functional manager intervention. May need to move tasks or remove a member from the team.Time ConflictConflicting meeting schedules interfere with project progressMHMilestones begin to slip as team members miss meetings and project updatesTeam Member, Project ManagerDo not rely on a single resource, find backups in as many areas as possible without overstaffing and increasing costs.System Configuration ChallengesThe system may be too complex or certain features not as presented by the vendorLHProject plan stalls as difficult configuration is worked outTeam Lead, Project Manager, VendorPrioritize system requirements and configure critical requirements first. Report to sponsor and get acceptance Natural DisasterAll systems go down due to storms, power outages, security faults, or other.LHAny downtime for a prolonged period during project executionTeam Members, VendorFault tolerant and redundant practices, cloud base backups and resources for all critical systems will mitigate impact

Key: L = low, M = medium, H = high

Project ApprovalApproved by the Project Sponsor:

Date:Rory Genhardt CEO