PMC Meeting
Meeting Minutes
Meeting Information
Project Description:
SBIP HR/Payroll Phase 1 Planning Project
Meeting Purpose:
PMC Meeting
Date:
01/06/2005
Location:
OSC Administrative Conference Room
Meeting Leader:
Julie Batchelor
Time:
Scribe:
9:00 – 10:30 AM
Lowell Magee
Attendees

John Barfield

Tom Runkle

Rod Davis

Gwen Canady

Gary Wiggins

Dan Domico

Bob Giannuzzi

Pam Wortham

Lowell Magee

Wendy Griffin

Linda Hudson

Bradd Cravier

Kathy Gruer

Shannon MacFarlane

Tracy Little

Tracy Little

Jim Macauley

Margaret Wiggins
Minutes
AGENDA
ITEM
AGENDA DISCUSSION/RESULTS
1.
Welcome & Introductions: Julie Batchelor provided an introductory welcome for members
2.
Committee Update: Julie commented on communication challenges for PMC members and
JAD session participants. Julie encouraged PMC members to review the purpose of the
JAD sessions with the SMEs prior to them attending the session.
Universities utilizing the Banner system and Central Payroll will continue with this same
model. A snapshot of state participation is in progress and should be available for
discussion at an upcoming meeting.
The PMC will provide feedback on the output of the JAD sessions. It was decided that HR
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Meeting Minutes
AGENDA
ITEM
AGENDA DISCUSSION/RESULTS
Directors and Process Owners should review and confirm the requirements. Any issues
from the requirements will be forwarded to the PMC for review.
3.
Lowell Magee provided an update for the activities completed for the period (12/2/2004 to
1/05/2005)

Completed Vision and Plan Phase deliverables and sign-off

Finalized Communications Plan and Stateholder Analysis

Prepared for and conducted the following JAD sessions:
Develop and Train Workforce
Monitor Employee Safety & Health
Manage Employee Relations

Conducted interviews with Charles Chapman and Anita Ward 12/20/2004 to
12/21/2004

Completed and presented Communications plan and Statekholder List

Completed required ITS reporting (November)

Developed web site strategy (noting resource constraints)

Conducted a data warehousing “Chalk Talk” education

Attended NCTime task force meeting (Shannon MacFarlane)
Linda Hudson provided an update regarding upcoming activities for the period (1/06/2005 to
1/19/2005)

Prepare for and conduct JAD sessions for:
Career and Succession Planning
Manager Employee Separation
Manage Recruiting, Hiring and Integration

Onboard Deloitte change management lead

Update SBIP website

Submit ITS report (December)

Confirm potential “college intern”
Linda Hudson provided an observation that some agencies had not attended sessions. She
inquired if there were issues with communication. PMC members were to confirm their
agencies were receiving appropriate notice and follow-up with her.
4.
Process Owners: Proposed process owners provided to the committee prior to the meeting
were confirmed. Shannon MacFarlane and Gary were charged with notifying the process
owners of their designation.
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AGENDA
ITEM
AGENDA DISCUSSION/RESULTS
5.
Change Management/Communications: Shannon MacFarlane commented on the
Stakeholder Communications – Phase I quadrant. She emphasized the four quadrants as
well as activities that will commence with adding a new change resource to the project. A
request was made by the committee to add the Stakeholder list to list the web site.
6.
JAD Session Review: Bradd Craver presented a profile on each of the (3) JAD sessions
that have been completed. This information included the following:
Process Owner
Number of Participants
Agencies Represented
He also provided Common Threads regarding the sessions.
SME feedback:
Enthusiastic about a new solution
Supportive of common processes and standardization
Provided a good networking forum
Appreciative of the opportunity to provide input
Business Benefits:
Reduced clerical burden
Increased efficiencies
Better decision making - with better data
Reduction of various “shadow” systems
Potential Barriers to Success
Computer availability and literacy
Fear that data will be misinterpreted
Acceptance of employee/manager self-service
Bradd also reviewed upcoming JAD session dates and indicated the subject matter for
these sessions would be more challenging. He urged PMC members to go back to
agencies and confirm participation from their respective agencies.
7.
Open Discussion: Tom Runkle commented a need to simplify the sign-off process for the
upcoming HR/Payroll specifications. He noted the SME’s probably know the information
better than anyone. Discussion continued and it was determined specification would be
made available to any PMC member but HR Directors and SME’s would be the more
appropriate source for final review. PMC will monitor the process to be sure the activities of
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AGENDA
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AGENDA DISCUSSION/RESULTS
the project are on track.
A funding question on moving to the implementation phase of the project was raised in
regard to ongoing budget shortfalls. Gwen Canady noted that various funding strategies are
under consideration due to the urgency to replace the existing legacy systems.
11.
Action Items Review: See next section for actions items.
Action Items
ACTION
ITEM
DESCRIPTION
ASSIGNED TO
DUE DATE
1.
Post list of Stakeholders to web site
Project Team
ASAP
2.
Contact Process Owners to confirm their
designation.
Project Team
ASAP
3.
Provide Communications Plan to PMC
members.
Project Team
ASAP
4.
Complete Payroll SME template and submit to
Barbara Leonard
PMC members
1/14/2005
5.
Confirm attendance for upcoming JAD sessions
PMC members
01/21/2005
6.
HR Process Group I - Deliverable
Project Team
01/24/2005
7.
Add Agency next to PMC member names in
future presentations.
Project Team
Future
Meetings