Subject Area Group Requirements Validation Kick-off Meeting May
15, 2014 Human Capital Management System Selection Project Slide 2
Agenda Part 1 Introductions Project Overview Software Selection
Process Overview Requirements Validation Process Subject Area
Groups Project Schedule Questions and Wrap-Up Part 2 Meeting
Schedule Subject Area Group Requirements Validation Enterprise
Stakeholder Validation Key Dates Questions and Wrap-Up
Demonstration of DecisionDirector 2 Slide 3 Introductions Mark
Schulz, TAMUS, IT Enterprise Architect Carol Manthei, TAMUS,
Project Manager Mitt Salvaggio, Information Services Group Diane
Haubner, Information Services Group Dan Miller, Advantiv Solutions
3 Slide 4 Case for Change Enable significant improvements in
business processes and adherence to best practices Mitigate risks
and costs associated with legacy administrative systems Built on
dated technology Highly dependent on employees with unique,
specialized knowledge, many of whom are nearing retirement age
Built on mainframe infrastructure that, while stable and reliable,
has a high cost to acquire, maintain and support Constrained by
legacy programs which are difficult and risky to adapt to new
business requirements Not very nimble and hard to modify to adapt
to changes in the environment Some business processes are still
manual, paper dependent, and forced to adapt to these software
applications 4 Slide 5 Case for Change Provide enhanced employee
and manager self-service Mobile access to routine business
processes Integration of the Systems various human resources and
payroll business processes Budget constraints have limited the
amount of reinvestment in the BPP and FAMIS system Vendor software
offerings have matured considerably since Fall 2008, when the
System last considered administrative systems alternatives to BPP
and FAMIS Deloittes IT assessment recommended a move away from
legacy applications and the mainframe infrastructure 5 Slide 6
Expected Outcomes Recommended award for Human Capital Management
(HCM) software High-level understanding of the critical gaps
between the selected solution and required business needs Budget
estimate for acquisition of the solution, implementation, and
ongoing support and operations Funding plan and model to cover the
costs of the next phases Education of project stakeholders Building
of consensus and support for the selected solution Identification
of employees to participate in the implementation phase 6 Slide 7
What Are We Looking to Buy HCM software only RFP will most likely
allow for two service delivery models: Software as a Service (SaaS)
software and hardware are centrally hosted in the cloud through a
subscription model Hosted / Platform as a Service (PaaS) hardware
and software are maintained off-site by the software provider or a
third party Financial Management is not in scope for this
procurement but preference is that software provider offers robust
functionality in this area as well Implementation and integration
services will be acquired through a separate procurement effort
once the project has been approved and funding has been identified
7 Slide 8 ISG Public Sector Service Offering Assessment of legacy
administrative systems Acquisition of Enterprise Resource Planning
(ERP) and other enterprise software, along with related
implementation/integration services Project oversight of large
enterprise-wide software implementations IT sourcing and cloud
computing advisory services Assessment of legacy administrative
systems Acquisition of Enterprise Resource Planning (ERP) and other
enterprise software, along with related implementation/integration
services Project oversight of large enterprise-wide software
implementations IT sourcing and cloud computing advisory services
Independence We maintain our independence with regard to all
software providers and integration services vendors Public Sector
Focus Our client base includes states, cities, counties, and
institutions of higher education located throughout the United
States Client Success We use every client we have ever had as a
reference Slide 9 Overview of Software Selection Process 1.Subject
Area Group Requirements Validation Kick-off Meeting 2.Validate
System Requirements 3.Develop RFP for Acquisition of HCM Software
4.Conduct Evaluation of Proposals Received 5.Complete Contract
Negotiations with Awarded Software Provider 9 Slide 10 Objectives
of Requirements Validation System Requirements will be: Included in
Request for Proposal for HCM software and used as a checklist
against which to evaluate vendor proposals Leveraged to establish a
shared understanding of enterprise needs and to set common
expectations of system capabilities Made part of the contract
entered into with HCM integration services vendor Monitored during
implementation to ensure all requirements are met 10 Slide 11
Requirements Validation Process Detailed system requirements will
be developed for inclusion in the HCM software RFP We develop two
types of requirements: Functional Requirements General System and
Technical Requirements To assist in conducting the requirements
validation activities, we use a Web-based stakeholder-collaboration
tool, DecisionDirector from Advantiv Solutions Provides project
stakeholders with an online functional assessment and
requirements-gathering forum Facilitates participation from a broad
group of SMEs without requiring lengthy time commitments to the
requirements-gathering process Software is easy to use and
available 24/7 11 Slide 12 Requirements Validation Process 12
Conduct Subject Area Group meetings to validate/update baseline
requirements prior to loading into DecisionDirector Obtain feedback
from various stakeholders using DecisionDirector Utilize final
requirements in DecisionDirector to gather vendor response data
during the software-selection process Requirements from Previous
TAMUS Initiatives Requirements from ISGs Knowledge Packs Baseline
Requirements Draft Subject Area Group Requirements Final
Requirements Subject Area Group Stakeholder Input & Validation
Slide 13 Proven Approach for Higher Education 13 Slide 14 Subject
Area Groups Applicant Tracking Benefits Administration Compensation
Employee Training Faculty Administration Human Resources
Administration On-boarding Payroll Position Control Research Time
and Effort/Labor Distribution Talent Management/Performance
Management Leave General System and Technical 14 Slide 15 Subject
Area Group Leaders 15 Subject AreaNameTitleSystem Member Applicant
TrackingJeanette PhillipsHuman Resource Manager AgriLife, TFS, and
TVMDL Benefits AdministrationEllen Gerescher System Employee
Benefits ManagerSystem Offices CompensationElizabeth
SchwartzDirectorTAMU Employee TrainingPat HseihTraining Support
ManagerTAMU Faculty Administration Michael J. Benedik, Ph.D. Dean
of Faculties and Associate ProvostTAMU General System and
TechnicalMark SchulzIT Enterprise ArchitectSystem Offices Human
Resource AdministrationJennifer Humphries Chief Human Resources
Officer AgriLife, TFS, and TVMDL LeaveNinette Portales Human
Resources Services Administrator IITEES On-boardingJessica
PalaciosAssociate Director of HRTAMU PayrollJoseph Corn Director of
Payroll And Benefits AgriLife, TFS, and TVMDL Position ControlLinda
Edge Director of Human Resources, TTITTI Research Time and
Effort/Labor Dist.Karan WatkinsDirectorTAMU Talent
Mgmt./Performance Mgmt.Anne MayerDirectorTAMU Slide 16 Project
Schedule 16 Slide 17 Questions 17 Slide 18 Short Break 18 Slide 19
Subject Area Group Meeting Schedule 19 DateTimeSubject AreaLeader
5/19/20149:00amBenefits Administration - 1Ellen Gerescher
5/19/20141:00pmGeneral System and TechnicalMark Schulz
5/20/20148:30amPayroll - 1Joe Corn 5/20/20141:30pmApplicant
TrackingJeanette Phillips 5/21/20141:30pmEmployee TrainingPat Hseih
5/22/20148:30amBenefits Administration - 2Ellen Gerescher
5/22/20141:30pmPayroll - 2Joe Corn
5/27/20148:30amOn-boardingJessica Palacios 5/28/20149:00amResearch
Time and Effort/Labor Dist.Karan Watkins/Mark Schulz
5/29/20148:30amTalent Mgmt./Performance Mgmt.Anne Mayer
5/29/20141:30pmFaculty Administration - 1Michael J. Benedik, Ph.D.
6/2/20148:30amPayroll - 3Joe Corn
6/2/20141:30pmCompensationElizabeth Schwartz 6/3/20148:30amHuman
Resource AdministrationJennifer Humphries 6/3/20141:30pmPosition
ControlLinda Edge 6/4/20148:30amFaculty Administration - 2 (if
needed)Michael J. Benedik, Ph.D. 6/4/20141:30pmLeaveNinette
Portales Slide 20 Subject Area Group Meeting Approach 20
Requirements from Previous TAMUS Initiatives Requirements from ISGs
Knowledge Packs Baseline Requirements Draft Subject Area Group
Requirements Final Requirements Subject Area Group Stakeholder
Input & Validation Slide 21 Subject Area Group Meeting Approach
Use baseline requirements as a foundation Use an iterative review
process to: Confirm baseline requirements Keep/edit/delete
requirements as appropriate to address business needs and ensure
proper coverage of all functional areas Add new requirements, as
necessary Meeting facilitators may make recommendations for
addressing specific requirements language and to encourage
requirements development based on best practices 21 Slide 22 Sample
Subject Area Requirements in Spreadsheet Format 22 Slide 23 Subject
Area Group Time Commitments Three hours have been scheduled for
each work session (though the full three hours are not always
needed) One to three work sessions per business function. For
example: Payroll commonly requires three sessions Applicant
Tracking is typically completed in one session Most beneficial for
same group members to attend all sessions associated with a single
business function 23 Slide 24 Subject Area Group Meeting Guidelines
Focus on what the system must do not how; the system design will be
completed after product selection Emphasize process change in lieu
of software modifications to protect software warranties and
facilitate future system upgrades Develop system requirements at a
level of detail required to differentiate among available products
Provide one requirement not multiple requirements per line item
Document each requirement in such a way as to allow for clear
validation during implementation Provide proper level of
specificity Ambiguous requirements have little value 24 Slide 25
Meeting Ground Rules Be enterprise-minded and consider multiple
perspectives Be engaged in the discussion Be respectful of the
comments of others Think in terms of best practices not what the
system does today Avoid prolonged wordsmithing 25 Slide 26
Enterprise Stakeholder Validation Approach 26 Requirements from
Previous TAMUS Initiatives Requirements from ISGs Knowledge Packs
Baseline Requirements Draft Subject Area Group Requirements Final
Requirements Subject Area Group Stakeholder Input & Validation
Slide 27 Enterprise Stakeholder Validation Approach Use draft
requirements prepared by Subject Area Groups as foundation
Reviewers access DecisionDirector directly to complete review
effort SMEs should focus on their specific areas of expertise but
may comment on any requirements of interest Use an iterative review
process to: Review and comment on requirements as appropriate
Identify need for requirement (e.g., critical, desired, no need)
Identify whether the requirement is met by the current system (yes,
no, unknown) Identify source system if requirement is currently met
by legacy system (list of systems will be provided in drop-down
list) 27 Slide 28 Sample Subject Area Group Screen Used for
Enterprise Stakeholder Validation 28 Slide 29 Key Project Dates
Kick-off Meeting Subject Area Group Requirements Work Sessions
Enterprise Stakeholder Validation via DecisionDirector Subject Area
Groups Review Feedback from ESV and Finalize Requirements Final
Requirements Ready for Inclusion in HCM RFP Today May 19 June 5
June 9 22 June 23 July 7 July 7 29 Slide 30 DecisionDirector Vendor
Response Forum 30 DecisionDirector will be used to gather RFP
responses from the ERP vendor community Vendors indicate whether
each requirement is provided as standard functionality, future
release, through third party software, customization, etc. Vendors
also indicate which application or module within their solution
supports each requirement Slide 31 DecisionDirector Vendor Response
Forum 31 Slide 32 Demonstration of DecisionDirector 32 Slide 33
Contacts 33 Carol Manthei Texas A&M University System Project
Manager 979.458.6309 [email protected] Diane Haubner Information
Services Group Project Manager 414.659.3618
[email protected] Slide 34 Questions and Wrap-Up 34
