1. Digitization and Modernization Project
Certification Phase: Closeout Executive Sponsors: Justin Najaka, Director; Nivia Thames, Deputy Director; Stuart Hamilton, Chief Financial Officer Agency Head: Justin Najaka, Director Agency CIO: Prakash Bhakta Date: May 23, 2018

2. Overview Project Background & Objectives Certification Appropriations
Deliverables
Lessons Learned
Next Steps
Benefits Realized
Questions & Recommendation

3. Project Background & Objectives
Background: The State Personnel Office (SPO) is responsible for administration and oversight of the classified service personnel system. A comprehensive system of human resource management is achieved through the integration of seven functional areas which are administered by the SPO Director with oversight by a five-member State Personnel Board. SPO’s business processes rely heavily on the records and information used as basis for personnel action decisions made by State officials, and for compliance with regulations. This project was designed with a phased implementation strategy: Phase 1-implementation of the Electronic Content Management (ECM) system, Phase 2- implementation of HR Solutions processes, and Phase 3-implementation of HR Case Management processes.
Phase 1 Objective: Digitize personnel records and modernize paper-based administration and approval workflow.
Implementation of ECM system for centralizing digitized personnel records and implement automated business process workflow.

4. Certification History
Certification Date
Phase
Certification Amount
June 25, 2014
Initiation
$220K
August 18, 2015
Planning
$230K
June 22, 2016
Change
$243K
September 28, 2016
Implementation
$557K
Total
$1.250M

5. appropriation History
Appropriations
appropriation History
Funding Source(s)
Appropriation Amount
Laws 2014, Ch. 63, Section 7 (9)
$450K
Laws 2015, Ch. 101, Section 7 (13)
$800K
Total
$1.250M

6. Deliverables Phase 1 Deliverables completed Requirements Document
Functional and technical requirements document completed
Design Document
Authentication, reporting and database interface document completed
System Specifications
HW/SW specification document completed
System Architecture
Design and implementation of system architecture completed
System Implementation and Acceptance Testing
Validation of system architecture and workflow testing completed

7. Lessons Learned
The Digitization and Modernization project was ambitious with multiple phased implementations. During the project Phase 1, multiple areas highlighted the need for improvement.
Funding/Resources. Identify, plan and secure funding and resources. SPO needed its own IT staff. Subject Matter Expert (SMEs) should have been dedicated throughout the project. The project should have had a shorter timeline.
In the future, secure full funding for Phase 2 and Phase 3 along with IT staff
Keep Phase 2 and Phase 3 timelines less than 1 year
Procurement/Contract. The necessary resources (funding and talent) should have been available from day one.
Allow ample time on schedule for securing personnel for Phase 2 and Phase 3
Multiple Project Engagement. The HR Consolidation project diverted critical resources and impacted schedule.
Next time, review new project impact on existing project resources and schedule
Have dedicated project manager for each project

8. Next Steps
Seek additional funding for Phase 2 (HR Solution) and Phase 3 (Case Management)
Currently SPO staff is digitizing personnel files
Engage with a vendor to digitize 17,000 personnel files
Original plan was to procure 700 ImageNow approver licenses for concurrent use
only 350 licenses were procured in Phase 1
remaining 350 licenses will be procured in SFY19

9. Benefits Realized Centralized storage of employee personnel files
Consistent organization/mapping of stored data within and across agencies
Uniformity of centralized personnel records
Digitized files are now available for managers and supervisors to view online
Supervisors and managers are now able to leverage automated workflow for personnel/position actions
Improved efficiency of state agency services

10. Questions & Recommendations
Thank you for your continued support of this project.
Requesting closeout of Phase 1 of the Digitization and Modernization Project.