HRMS Stakeholder Kickoff Meeting

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HRMS Stakeholder Kick-off Meeting
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Purpose of Todays Meeting

• Common understanding of the project and the way
  forward
• Provide background information and progress to
  date
• Agree on the official start date for the project
• Introduce the project structure
• Explain the implementation approach and key
  deliverables throughout the project
• Secure the involvement of stakeholders
• Commitment of resources to the project by
  stakeholders
• Explain the different roles and responsibilities
• Explain resource requirements, training and
  timing

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IFMS Objectives

• The IFMS project is a priority initiative that
  will replace the Public Services transverse
  information technology (IT) systems.
• The objective is to enhance the integrity and
  effectiveness of financial management, human
  resource management, supply chain management,
  performance reporting, etc in the Public Service
  in order to ensure effective service delivery.
• Transverse systems include
• Financial management (including payroll)
• Human resource management
• Supply chain management (including asset and
  procurement management)
• Business intelligence

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Strategic Objectives

• Achievement of the following key strategic
  objectives
• Improving the capacity of the Public Service to
  manage its human capital
• Support implementation of Public Service human
  resource management policies and processes
• Improving planning and decision-making
• Ensuring compliance with Public Service Act and
  Regulations, and other legislation
• Improving service delivery by automating and
  standardising processes
• Improving the quality of, and access to, human
  resource management information
• Improving HR reporting
• Achieving e-Government objectives of
  interoperability, I.T security, economies of
  scale and elimination of duplicated systems

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Progress to date

• HR user requirements statement (URS) developed in
  consultation with departments
• Cabinet decision (Sept 2005)
• Fast track HR and Procurement COTS solutions
• Moratorium on development/procurement of systems
  by departments
• Request for bids (RFB) published May 2007
• Selection process by bid evaluation committee
  (BEC) - including conference room demonstrations
• Simunye Consortium, headed by SAP, selected as
  preferred service provider
• Contract negotiations culminated in signed
  agreements in February 2009
• Software license and maintenance agreement
• Services agreement (implementation)

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HRMS Project Objectives

• Successfully implement SAP HR Solution (excluding
  SAP Payroll)
• Three sub-projects are
• Phase I Develop HR Generic Template
• Phase II DPSA lead site implementation
• Phase III Department of Education Free State
  lead site implementation
• Ensure ability to integrate with IFMS, including
  the IFMS payroll solution
• Create and sustain PSI and DPSA capacity to
  roll-out, maintain and support the HRMS

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HRMS Solution
Termination of Service
Health Safety
Remuneration Management
Organisation Post Management
Education,Training Development
Labour Relations
HR Planning
HR Administration
Employee Movement
Career Management
Performance Management
Recruitment Management
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HRMS Approach
HRMS Generic Template used as base system for
continued rollout
Vanilla Solution configured/ customised with
generic parameters, applicable to all departments
(govt. look and feel)
HR COTS Tender Awarded
Pre-configured HRM COTS received
HRMS Generic Template personalised for each site
if required
Vanilla, pre-configured HR COTS received from
Vendor
Configure Generic Template
Base Configuration
DoEFS Personalisation
DPSA Personalisation
HRMS Generic Template configured/ customised
with parameters applicable to specific
departments (Personalisation)
Full-Rollout (Personalisation)
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Key Deliverables per Stage

• Create Project Charter
• Develop Scope Definition
• Define Implementation Strategy and Approach
• Develop/Confirm Master Project Schedule
• Resource Plan

• Develop Business Process Designs
• Develop Customization and Configuration
  Specifications
• Develop Interface Specifications
• Data Migration Specifications

• Go Live
• Conduct Review
• Provide Post Implementation Support and Problem
  Resolution

• Conduct User Acceptance Testing
• Transport and Migration to Production System
• Data Conversion
• Cutover Activities

• Develop and Configure HRMS
• Develop Conversion and Interface Programs
• Unit Testing
• Integration Testing

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Lead Site Implementation Approach
23 Mar 09/ 06 Apr 09
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IFMS/ Implementation Governance Structure
IFMS Steering Committee
IFMS SLA
Programme Level
HR Steering Committee
Implementation Level
HR Operational Committee
Project Steering Committee
HR Implementation Committee
HR Implementation Project Team
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Stakeholder Roles

• DPSA
• Custodian of HRMS
• Signoff the Generic Template

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Who are the key stakeholders for this phase of
the project ?

• DPSA custodian of HRMS, lead site
• SITA
• National Treasury Persal
• Education National policy owner for educator
  sector
• Education Free State lead site
• SAPS policy owner
• DoD policy owner
• Correctional Services policy owner
• Health National policy owner for health sector
• Gauteng Shared Services Centre previous
  exposure to SAP HR

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Project Structure
Programme Manager IFMS
Programme Manager DPSA
Programme Management
Implementation Manager IFMS
Programme Manager Simunye
Programme Management Office (PMO)
Project Implementation
Functional
Technical
Change
Track 1
Integration
Change Management
Communication
Track 2
Data
Training
Track 3
BASIS
Track 4
ABAP/Portal
Simunye
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SITA Resources Required
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Business Blueprint Work Streams and Timeframes
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Training

• Project team training (non-technical)
• Business process overview 1 day - All
• SAP Basics and Navigation ½ day - All
• SAP HCM Overview - 2 days - All
• Introduction to SAP Organisational Management ½
  day
• Introduction to SAP Personnel Administration - 1
  days
• Introduction to SAP Time Management - 1 day
• Introduction to SAP Personnel Development - 1 day
• Introduction to SAP Compensation Mngt 1/2 day
• Introduction to SAP Training and Events
  Management - 1 day
• Introduction to SAP Learning Solution (delta
  training) - 1 day
• Introduction to SAP e- Recruitment - 1 day
• Introduction to SAP Self Service ½ day
• Introduction to SAP Solution Manager - 5 days

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Training SITA (cont)

• Project team training (Technical)
• Provided by SAP Training Academy
• SAP WAS (Basis) ? up to 10 people (20 days)
• SAP Authorisations ? up to 10 people (20 days)
• Centre of Expertise members
• Attend project team training pre Business
  Blueprint
• Attend SAP Academy training after Business
  Blueprint
• SAP HR Academy (20 days)
• Development and Support teams
• SAP ABAP Academy (20 days)
• SAP BI course (20 days)
• Train-the-trainers
• 20 x train-the trainers on how to use blended
  end-user training approach

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Timeframes
Team Training 14 April 09/ 4 May 09

• Project schedule and plan is compiled during
  Preparation Stage
• Blueprint Stage requires full participation from
  Policy Owners
• Hosting environments and software installations
  will be staggered

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Next steps

• Identify and assign resources
• One senior person for preparation stage
• One subject matter expert per functional area for
  blueprint stage
• SITA technical and support resources
• Submit names and contact details by 16 March to
  Leon Smit at leon.smit_at_sita.co.za
• Further enquiries
• Cornel Uys [phone]/[phone]
• Tim Williams [phone]
• Website www.treasury.gov.za (IFMS Link)
• Username IFMSu Password IFMS2008

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Questions?

• www.ifms.gov.za