1. Project Management Committee Kick-Off Meeting
State of North Carolina
HR/Payroll Planning
Project Management Committee Kick-Off Meeting
November 10, 2004

2. Welcome & Introductions SBIP Overview
Agenda
Welcome & Introductions
SBIP Overview
Status To Date
Governance Structure
HR/Payroll Project Overview
Purpose & Objectives
Current Phase
State Roles & Responsibilities
Deloitte Roles & Responsibilities
Project Timeline
Meeting Schedule
Open Discussion
Action Items Review
Adjourn

3. Project Management Committee OSC Management
Introductions
Project Management Committee
Julie Batchelor, Chair
John Barfield
Marshall Barnes
Rod Davis
Dan Domico
Carl Goodwin
Wendy Griffin
Kathy Gruer
Ginny Klarman
Tracy Little
Gary Wiggins
Margaret Wiggins
OSC Management
Robert Powell
Gwen Canady
Project Team
Linda Hudson
Shannon MacFarlane
Lowell Magee
Bradd Craver
Dorie Kehoe
James Stovall
Katie Beacham
Others TBD

4. State Business Infrastructure Project (SBIP) Overview
Session Law directed the Office of the State Controller (OSC) to consider the feasibility of a new business infrastructure for the State
Systems included in the State Business Infrastructure Study (SBIS) supported financial management, cash management, payroll, HR, budget management, procurement, treasury, retirement, and revenue accounting
The study concluded current business systems may adversely impact the fiscal integrity of the State, as well as efficiency and effectiveness of operations
The State chose a replacement strategy that weighs the risks of potential system failures with the current State budget condition and funding priorities
Ratified Senate Bill 991 appropriates funds to define requirements and develop an RFP to replace the Human Resources and Payroll Systems
Report information can be accessed on the OSC web site: by selecting the “Business Systems Infrastructure Study” under the Business Initiatives section

5. SBIP Status to Date Past Current Future – HR/Payroll Future - SBIP
Statewide Business Infrastructure Project – HR/Payroll Bid Preparation Project
Develop bidding document for implementation
Select Vendor for HR/Payroll Implementation
Financial & HR Business Infrastructure Study Phase 1 - Inventoried present systems and provided assessment of technical and functional capabilities
Statewide Business Infrastructure Project – Enterprise Data Warehouse
Statewide Business Infrastructure Project – HR/Payroll Planning Project
Refine and collect information
Identify process re-engineering opportunities and organizational structures)
Identify Change Management needs and strategy
Statewide Business Infrastructure Project – Budget & Financials
Financial & HR Business Infrastructure Study Phase 2 - Provided a blueprint for viable implementation options and a recommended course of action
Statewide Business Infrastructure Project – HR/Payroll Implementation Project
Implementation
Statewide Business Infrastructure Project – Tax & Revenue
Legend:
Past Projects
This Project
Future Projects

6. SBIP Governance Structure

7. HR/Payroll Project Purpose & Objectives
To obtain a fully integrated solution with a single point of entry for both HR and Payroll. This solution should eliminate or reduce the number of agency systems required to process HR and Payroll today
To make use of information technology that takes advantage of economies of scale and reduces the cost of doing business for both payroll and human resources
To obtain an enterprise-wide Human Resources and Payroll system that serves as the system of record and provides a foundation for management flexibility
To develop an enterprise-wide system that requires minimal customization for individual agencies
To comply with the State’s IT strategy for hardware and software
To recognize that existing levels for HR and Payroll support cannot continue without a move to more current technology platforms

8. HR\Payroll Project Phases
Project Objective
Funding
Planning
(Current Project)
Phase 1 will identify Human Resource and Payroll business and functional requirements. These requirements will be subsequently used as input to a formal bidding process for implementing a new, fully automated human resources and payroll system to accommodate statewide business needs.
Ratified Senate Bill 991
RFP Development
Phase 2 will execute a formal bidding process. A Human Resource/Payroll strategy for implementation will be confirmed and a Request for Proposal will be developed during Phase 2.
Implementation
Phase 3 will perform the implementation objectives for a new financial and human resources business infrastructure for the State of North Carolina detailed through Phases 1 and 2. The three phases combined will complete the full SBIP HR/Payroll Project.
Phase 3 is contingent upon funding.

9. Project Roles & Responsibilities
HR/Payroll Project Management Committee (PMC)
Represent the needs of a wide cross-section of stakeholder agencies
Provide guidance and coordination across the HR/Payroll project
Serve as liaison to agency leadership and provide information for decision making
Verify critical business requirements and to-be process documentation
Review and recommend approval of project deliverables
Identify and resolve issues
Identify risks and provide suggestions for mitigation
Review status updates and provide direction
Serve as change agents to build consensus and facilitate implementation and user acceptance of new system in agencies

10. Project Roles & Responsibilities
HR/Payroll Project Team
Create work products for PMC review and approval
Establish uniform project management standards, procedures, tools, and reporting
Prepare and monitor integrated project management plan for milestone schedule, costs, and quality of work/deliverables
Perform risk assessment and quality management for each project
Prepare and execute the detailed project plan
Direct day-to-day work
Identify and resolve or escalate issues and problems
Anticipate and manage risks
Monitor and report status (budget, schedule, and deliverables)
Compile status reports for PMC and PSC

11. Project Roles & Responsibilities
Subject Matter Experts (SMEs)
Represent functional areas during JAD sessions for each process
Provide insight to help mold future processes, considering NC requirements and external best practices 
Participate in one-on-one interviews when appropriate
Process Owners
Participate in JAD sessions when appropriate
Assist in review of initial drafts of requirements and future state processes 
Resolve differences of opinion between SMEs during development of requirements and processes

12. Project Roles & Responsibilities
Deloitte Consulting
Provide expertise and external experience in HR/Payroll process re-engineering, requirements definition, change management, and project management
Review current NC documentation
Suggest industry leading practices from other state governments
Facilitate JAD sessions
Offer redesign opportunities for current processes
Document all requirements and future state processes
Offer alternative HR/Payroll Service delivery options
Offer change management support and strategies to prepare for a smooth implementation
Collaborate with PMC and State PMO to accomplish project objectives

13. High Level Project Timeline

14. HR/Payroll Project Planning Phase

15. Meeting Schedule
November 18 - Program Steering Committee Meeting
November 23 – Statewide Kick-Off
December 2 – Next PMC Meeting (bi-weekly)
December 6 – JAD Sessions Begin
Standing bi-weekly meetings

16. Open Discussion

17. PMC Action Items
Confirm SMEs and process owners to participate in JAD sessions by Monday 11/16
Provide feedback on vision statement (to be sent via ASAP) by Monday 11/16