1

HR Transformation

2

Agenda

• Background of HRT• Review of the project• Technology element of the project• Where we are headed?• Details of a large project/lessons learned to this

point• Questions?• +/∆’s

3

Background of HR @ PSU

• Highly Decentralized• Answer “shopping”• Inconsistent policy enforcement• Improper processing of forms• 30+ year old legacy HR system

4

Phase 1:Current State Assessment

Phase 2:Detailed Future State Design

Phase 3:Implementation

Technical Solutions

Design

BusinessCase and Road Map Approval

Future State Framework

CurrentState

Assessment

OrganizationDesign and

Staffing

ProcessDesign

Implementationand Change

Planning

MigrationPlanning

Recruitment

Process Implementation

and Organization Transition

SystemsImplementation

Preparationand Planning

ReadinessAssessment

StakeholderAnalysis

Communicationsand Training

Change Management and Communications

Program Management

Leadership and Governance

Transforming HR – Phase 1

5

Phase 1 – Current State Assessment

• Capture current state– Survey– Gather information from current policies, documented

processes and stakeholder interviews.

• Town Hall meetings• Create framework to start Phase 2 future state

design.

6

IBIS HR Core Systems

Arts & Architecture/ Univ. Arts Services

• Data Warehouse

Engineering• P&T Dossier Online• Sabbatical Online• GSI• Temmp . Sal• Wage Payroll Time

Housing/Food Svcs./Bryce Jordan

Ctr./Hospitality/ Bus. Svcs./Airport Ops

• Attendance Enterprise

• A&BS HR System• Parking System• LionCash+• IBIS Download of

Person Data• Student/Wage

Applications

Student Affairs• SAHRIS• Professional

Activities• Qualtrics

App. Rsrch Lab /Electro Optics Ctr

• Deltek Time

ARL• Quarterly

Attendance Files• ARLINK• Active Directory• ARLED• ARLIS• Phone Database• Security Door

Access/Clearance Databases

• ARL@Work/Training

• Job Listings/Web Application Form

• Student Resume Database

• ARL@Work/Web-based forms

• ARL@Work/Talent Databank

EOC• Replicon Web

Timesheets• Timekeeping Bridge• EOC Employee

Directory• EOC Intranet hosted

HR Forms and Procedures

Berks• Attendance on

Demand

Education/Corp. Controller/Univ. Police• Police Officer

Scheduling System (POSS)

• Time & Attendance

Dickinson School of Law/ School of Int’l

Affairs• Employee Services

Checklist

Liberal Arts• Faculty Information System• Staff Information System• Sabbatical Leave application database• HR Workshops - Registration database• Faculty Search Database • AD-14• Faculty Senate Ballot• Graduate Council Ballot• Faculty Advisory Committee Ballot• Faculty Activity Insight System (FAIS)• Docfinity

Library• Labman Lite• Wage job application

Athletics• Time Trax• Access• ISIS• Data Warehouse• Active Network• Jump forward• FIS• Web IBIS interface• AcroPrint

College of Medicine/Weis Center for

Research• Hershey Identify

Management System

Office of Physical Plant

• Abacus HRMIS• Env Heath&Safety

Training• Compliance Suite

OHR’s Datamart

Italics = Outsourced/Third Party Purchase

There are a numerous other HR systems beyond IBIS used throughout the University

Outreach• C-vent• Workamajig• Farmer’s Wife• SDE• Basecamp• Destiny One• Our.outreach

IT• Labman• Activity Insight• Angel

7

Phase 1:Current State Assessment

Phase 2:Detailed Future State Design

Phase 3:Implementation

Technical Solutions

Design

BusinessCase and Road Map Approval

Future State Framework

CurrentState

Assessment

OrganizationDesign and

Staffing

ProcessDesign

Implementationand Change

Planning

MigrationPlanning

Recruitment

Process Implementation

and Organization Transition

SystemsImplementation

Preparationand Planning

ReadinessAssessment

StakeholderAnalysis

Communicationsand Training

Change Management and Communications

Program Management

Leadership and Governance

Transforming HR – Phase 2

8

Phase 2 – Detailed Future State Design• Process

• Evaluation of processes

• Policy• Top to Bottom policy review• Cross check policies• What’s a repeat? What’s outdated? Etc.

• Talent• What do we have?• What do we need?• Training? Hiring?

• Organizational Design• How will we be organized in the future?

• Change Management• KBP• Steering Committee• BOT, PC, ALC, etc..

• Technology• RFP for HRIS and Service Center/Case Management technology

9

Technology team & RFP• 70+ people from 12+ units built detailed requirements.

– Open-ended Questions– Decision Director

• Same team came back together and evaluated vendor responses.

• Scoring was close and resulted in all 3 vendors coming to demo.– Oracle– Workday– SAP

• Currently in negotiations.

10

Decision Director

• Used by purchasing

• Teams rated reqts. as Critical, Important and Nice to have

• Created a critical gap document

11

Phase 1:Current State Assessment

Phase 2:Detailed Future State Design

Phase 3:Implementation

Technical Solutions

Design

BusinessCase and Road Map Approval

Future State Framework

CurrentState

Assessment

OrganizationDesign and

Staffing

ProcessDesign

Implementationand Change

Planning

MigrationPlanning

Recruitment

Process Implementation

and Organization Transition

SystemsImplementation

Preparationand Planning

ReadinessAssessment

StakeholderAnalysis

Communicationsand Training

Change Management and Communications

Program Management

Leadership and Governance

Transforming HR – Phase 3

12

Phase 3 – ImplementationWhere are we headed?

4/1/2013 1/2/20177/1/2013 10/1/2013 1/1/2014 4/1/2014 7/1/2014 10/1/2014 1/1/2015 4/1/2015 7/1/2015 10/1/2015 1/1/2016 4/1/2016 7/1/2016 10/1/2016 1/1/2017

4/1/2013 - 7/1/2013Phase 1

7/2/2013 - 1/1/2015Phase 2 – Future State Design

1/5/2015 - 1/2/2017Phase 3 - Implementation

1/2/2017HRIS Go-Live Date

• Asst. Project Director• RFI for implementation planning for pre-qualification w/follow on RFP after

announcement.• Kick off of implementation phase after 1st of the year.

13

Large project observations/lessons learned to this point

• Executive support• Take advantage of support

• Communication, communication, communication• Change Management

• Keeping team at current task.

• Actively manage risks.• Not a one time activity at beginning.• Good and bad. Be proactive.• Know PSU.

14

A good start….

15

16

Detail of project plan

17

Questions?