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PMIS Phase 1Haiti Site Visit – Technical Discussion
PMIS Change Management Team28 Aug 2014
PMIS Phase 1Haiti Site Visit – Administration Discussion
PMIS Change Management Team28 Aug 2014
3
Topics
PMIS Scope and guiding principles
Workday functionality
Change impacts
Workday roles and high impact process examples
Training requirements by role
Discussion – benefits, issues, concerns for PMIS in Haiti
4
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
5
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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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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Functionality – Employee Self Service
Absences – Manage absence / leave of absence requests
Time Off – Request, manage, and correct time off
Benefits – Enter dependent events, benefits changes
Worker Profile – Manage and maintain contact info, licenses, passports & visas, government IDs, preferred name, photo, professional profile
Payroll – View compensation and withholding deductions, print pay slips, select pay slip delivery options, add accounts to direct deposit, managing direct deposit
Performance – Complete self-evaluation for performance review, get additional reviewer input, manage goals
Talent – Manage career/job interests, relocation preferences, travel preferences, accomplishments, certifications, education, external job history, work experience
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Functionality – Manager Self Service
Manage personnel absences and leave of absences
Create / edit positions
Hire / terminate personnel
Change jobs
Manage contingent workers
Requisition jobs
Manage travel preferences
Complete manager evaluation for performance review, cascade goals, get feedback on personnel, give feedback
Assess personnel potential, give / manage awards
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Functionality – Human Capital Management
Create, edit, and close positions
Hire, terminate
Change jobs
Manage contingent workers
Requisition jobs
Manage compensation
Manage Worker Profile – IDs, service dates
Move workers
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Functionality – General
Task delegation
Inbox
Team pages, dashboards, account preferences
Directory / search
Reports
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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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Workday Role: Personnel as selves
Item Detail
Description 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)
Examples Enter, view, update their personal information via Employee Self-Service, search directory, request leave, initiate benefit changes, initiate performance evaluations
Tasks Employee Self-service information entry / update. Initiation of various processes, e.g. Leave requests, benefits changes
Data Access Their own personal information and directory information for others
Issues / Considerations None
PAHO Job Titles All staff postsAll non-staff posts - Agency, Ministry
17
Workday Role: Contingent Workers as selves
Item Detail
Description 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)
Examples Enter, view, update their personal information via ESS, search directory
Tasks Employee Self-service information entry / update.
Data Access Their own personal information and directory information for others
Issues / Considerations None
PAHO Job Titles All contingent workers
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Workday Role: Manager, aka Supervisor
Item Detail
Description Defined as anyone who supervises other workers and every manager will have a supervisory organization that houses their direct reports. Role performs limited HR management functions for assigned organizations (Note: Does not need to be the head of an entity.)
Examples Initiate job requisitions and position requests. Initiate hire of non-staff posts and contract contingent workers.
Tasks Manager Self Service Approvals, e.g. performance, leave requests
Data Access Access to “My Team” data which includes data concerning their team members (everyone below), excluding benefits, dependents info, bank account information
Issues / Considerations Workday uses the terms Manager and Supervisor interchangeably.
PAHO Job Titles Director, Unit Chief, PWR, Center Director, Manager, Supervisor, Specialist, etc. Anyone who supervises.
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Role: Cost Center Manager
Item Detail
Description Manages the finances of a budget entity / cost center. Has Delegation of Authority for financial transactions. Usually the head of the entity.
Examples Final approver for staff posts & non-staff post requisitionsNotified of staff posts & non-staff post worker hires
Tasks Approve financial events impacting their budget entity / cost center
Data Access For Phase 1 financial access will be through legacy systems
Issues / Considerations Knowledge of and access to legacy financial systemsAbility to determine availability of fundingMust be a staff memberNo sensitive information access
PAHO Job Titles Entity Manager (Allottee)
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Terminology – Business Processes & Roles
New language Meaning Old language
Business process (BP)
Work to be done, the order in which that work is done, and who needs to do what in order to complete work
Procedures or Guidelines linked to from the E-Manual or in GIBs
Sample BP:“Create job requisition”
“Create job requisition” starts the hiring process
A to-do step of the PAHO562
Sample BP: “Create hire”
“Create hire” hires a person as PAHO personnel after selection
A to-do step of the PAHO562
Workday Roles
PAHO personnel assignments in Workday with specific BP responsibilities and associated security permissions
Roles exist in PAHO, but are not standardized
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Workday Role: HR Partner
Item Role Detail
Description • Perform HR management functions for the entity
Examples
• Initiates job requisitions for staff posts & non-staff posts• Initiates hire for non-staff posts• Initiates new positions (those that are not in the HR plan• Manages Job Requisitions, Positions, Worker Data, Terminations
and Reports
Tasks• Initiates Human Capital Management (HCM) business processes
within his/her entity
Data Access• Access to assigned organization(s)’ HR data, excluding
performance, benefit, dependent data, and bank account information
Issues / Considerations • Needs to undertake enough transactions to retain skills
22
Workday Role: Comp. Finance Partner
Item Role Detail
Description • Performs commitment accounting functions for entities
Examples• Approves requisitions for non-staff posts• Receives notification of non-staff post hires
Tasks • Approves entity budget
Data Access • Financial information (During Phase 1: from AMPES/OMIS)
Issues / Considerations• Person ensures funding availability for non-staff posts by entity • During Phase 1: knowledge of AMPES/OMIS is required
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PMIS Role: PMIS Trainer
Item Detail – this is NOT a Workday Role
Description• Offers 1st level PMIS Support• Introduce new-hires to PMIS
Examples• First person to contact if anyone in your entity has a problem with
using Workday – going forward the first point of contact is the PMIS Trainer for business process support, not ITS
Tasks• 1st level support on business processes and reporting• Collects issues and logs them for action with PMIS Support
Data Access • Same access as HR Partner.
Issues / Considerations • Able to view personnel information.
24
Specific Business Processes to illustrate*
Roles and Workday terminology
Process simplification and transparency
Reduced number of approvals
BP for hiring staff posts in the approved HR Plan
BP for hiring non-staff posts in the approved HR
Plan
*Other BPs key to Country Offices/Centers, e.g. Transfers and new position not illustrated today
25
Hiring BP – Staff Posts (in the approved HR Plan)
HRM Partner
Cost Center Manager
PBU Comp. Finance Partner
Supervisor (aka Manager) or HR Partner
JobRequisition BP
Recruitment(outside Workday)
Create Hire BP
CreateJob Requisition
ApproveRequisition
Approve Requisition -
Final
Select Candidate via
E-Recruit&
SelectionProcess
(Centrally administered)
CreateHire
Notified
Notified
Workday Role
EXM Member and /or CSC
PAHODirector
Notified
Notified Notified
Notified
Initiate
Approve
Notified
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Hiring BP – Non-Staff Posts (in the approved HR Plan)
Comp. FinancePartner
JobRequisition BP
Recruitment(outside Workday)
Create Hire BP orContract Contingent Worker BP
CreateJob Requisition
ApproveRequisition
Approve Requisition
- Final
Select Candidate via
SelectionProcess(Locally
administered)
Create Hire /Contract
ContingentWorker
NotifiedTo create
obligation – Phase 1 only
NotifiedCost Center
Manager
Workday Role
PAHO Director, EXM Member and /or CSC
Notified
Supervisor (aka Manager) or HR Partner
Initiate
Approve
Notified
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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
28
PMIS Role Assignments – Haiti Phase 1Country Offices and Centers role assignment model
Entity/Role
Primary Alternate
HR Partner Lea OriolEdithe Pascale (1)
Jean Louis (2)
Comp. Finance Partner Jean Claude Paraison
Jean Ronel Bien-Aimé (1) Marie-Mica Alexis (2)
PMIS Trainer Rustam Ergashev Lea Oriol
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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
31
Questions so far
Discussion
What benefits do you expect / hope to see out of PMIS? What are the issues and concerns that you see here in Haiti related to
PMIS? Do the people assigned as PMIS Trainers, HR Partners, Compensation
Finance Partners have a reasonable understanding of the roles / commitment?
Are you getting what you need to help you understand and prepare for the changes to come?
How can we help you further?