PMIS Phase 1Haiti Site Visit – All Hands Meeting

PMIS Change Management Team 28 Aug 2014

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Objectives of visit

Understand critical needs of Haiti in context of PMIS

Solicit input on how PMIS will help Haiti and other COs

Support Haiti’s PWR in the role of PMIS sponsor

Support Haiti’s Administrator and Program Officer in the role of CO Focal Point

Engage with the Technical and Administrative staff to provide education, gain insights, and understand concerns regarding PMIS

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Process of Change

PresentState

(No PMIS)

DesiredState

(PMIS Implemented)

TransitionState

Adapted from concepts developed by Kurt Lewin and Richard Beckhard

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Roles in change

Sponsor Authorize and lead change

Agent

Target

Champion Inspire and motivate targets

Change behaviors, emotions, knowledge

Plan and implement change

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Why PMIS?

Simplify and streamline business processes

Reduce manual data entry and manipulation

Improve quality and timeliness of information

Interconnect administrative systems– Human Resources, Payroll, Finance, Procurement, Budget

Strengthen disaster recovery/business continuity

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Guiding Principles

Configurable, not customizable– Updates twice a year means continuous change management

Same rules, new tools– Procedures and forms will change

– Policies are not changing

Same system for regional office and country offices/centers– Business processes do not vary between Departments or Country Offices

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Linking Work-streams(HR & Payroll)

Engage PAHO

Stakeholders

Mobilize Entity Change Teams

Determine Change Impacts

Go Live!

Jan Mar May July Sept Nov Jan 2015

Plan

Plan ArchitectConfigure

and Prototype

Test Train Deploy

Systems ImplementationPAHO-wide Change ManagementCountry Office and Department Change ManagementStaff engagement, including communications

Implement Entity Change Plans

Reinforce Changes

Communicate Vision and Timeline

Publish Role & Process Changes

Showcase Executive Support

Provide Info on Training and

Support

Share Success Stories

Q & A

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Scope – systems that will be replaced

Phase I (Jan 2015)Workday

Phase II (Jan 2016)Workday + Tidemark

Out of Scope

PAS (HRM system) AMPES/OMIS E-Recruitment

HR Express FAMIS Taxes

HR Tracking System SOS Pension

Flexi-time AMS/FMS (Budget) Staff Health Insurance

Leave Tracking System ADPICS AETNA/Pharmacare

e-PPES Travel-On

Payroll SharePoint/Document Management

CTACs (correspondence)

GBOTs and translation tracking systems

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Change impact for Workday

Significant Changes Change Implications

All business process steps clearly visible• Status of requests/ approval are tracked • Bottlenecks easily identified and resolved• All business processes are auditable

Business processes simplified (max. 3 signatures)

• Improved efficiency through simplification • People accountable for decisions

Easy access to information in one place• Improved mission support - communication,

collaboration, and crisis response• Greater personal effectiveness

Standard (Workday) roles by business process (approx. 300 delivered BPs)

• Consistency in tasks assignment• Clarity around jobs and processes

Individual closest to data enters data• Improved accountability• Increased accuracy

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Software + Effective Management => Value

Workday will: Workday will enable management to:

Provide process transparency to identify bottlenecks Resolve bottlenecks

Provide management analytics on process efficiencies

Make decisions based on a rich set of actual data

Empower COs and other entities to perform their routine transactions Speed up processes

Improve consistency and efficiency of HRM’s involvement in processes

Free up HRM resources to spend a greater portion of time on higher value added work

Provide better tools to manage / track talent and put the right people in the right roles

Make better staffing decisions

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“Personnel” Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Non-Staff Ministry and Agency at country level

(MINP, MING, AGNF) Insurance Only (IPOP, IPOG)

“Contingent Worker”

Non-Staff Agency at Headquarters (AGNH, OSP) Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Language Services (Translators, Revisers,

Interpreters)

“Personnel” and “Contingent Workers”

People are categorized in Workday as either “Personnel” or “Contingent Workers”

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Roles in Workday: Job Titles versus Roles

Every individual plays one or more roles in Workday– All PAHO personnel and contingent workers will be assigned at least one role – either

“Personnel” or “Contingent Worker”.

– Additional roles will be assigned depending on the individual’s job function

Workday interacts with personnel and contingent workers based on roles, not titles

Roles do not determine pay grade, as titles do

Workday roles allow personnel and contingent workers to, depending on the role:– Access to specific areas of functionality within the system

– Participate in business process execution

– Access processes or reports

– Edit / update specific types of data

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Key Roles in Workday

Compensation Finance Partner

Absence Partner

Benefits Partner

Contingent Workers

Compensation Administrator

PBU Comp. Finance Partner

Personnel

HR Administrator

HR Partner

Manager

Recruiter

Succession Partner

Talent Manager

HRM Partner-HR

HRM Comp. Partner

Cost Center Manager(“allottee”)

HRM

By Country Office/Center

GeneralPopulation

PBU

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A comprehensive training strategy and plan has been elaborated that includes training for the various target audiences and end users

A variety of methodologies will be used to deliver the training, including online reference materials, classroom and virtual training

Training materials such as videos, job aids, and Power Point presentations will be available via the PMIS Learning Portal

On-going support and briefings will be offered

Training Overview

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Training Overview

8-10 hours

4-6 hours

12-20 hours 32 hoursHR Partner PMIS TrainerPersonnel /

Contingent Workers

Manager

Training will vary according to the roles and may be spread over different days, taking on average:

The total amount of training that you will need is based on the role(s) that you hold

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Discussion / Questions

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Directory ‘Swirl’

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Profile

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Available Actions

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Benefits Actions

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Personal Data Actions

22

Talent Actions

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Worker History Actions

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Staff Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Services Language (Translators, Revisers, Interpreters)

Non-Staff Non-Staff Ministry and Agency (MINP, MING, AGNH, AGNF, OSP)

Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Insurance Only (IPOP, IPOG)

PAHO Contract Types