Human Capital Management System
Selection Project
Subject Area Group Requirements Validation
Kick-off Meeting
May 15, 2014
Agenda
Part 1
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Introductions
Project Overview
Software Selection Process Overview
Requirements Validation Process
Subject Area Groups
Project Schedule
Questions and Wrap-Up
Part 2
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Meeting Schedule
Subject Area Group Requirements Validation
Enterprise Stakeholder Validation
Key Dates
Questions and Wrap-Up
Demonstration of DecisionDirector
2
Introductions
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Mark Schulz, TAMUS, IT Enterprise Architect
Carol Manthei, TAMUS, Project Manager
Mitt Salvaggio, Information Services Group
Diane Haubner, Information Services Group
Dan Miller, Advantiv Solutions
3
Case for Change
 Enable significant improvements in business processes and
adherence to best practices
 Mitigate risks and costs associated with legacy administrative
systems
• Built on dated technology
• Highly dependent on employees with unique, specialized knowledge,
many of whom are nearing retirement age
• Built on mainframe infrastructure that, while stable and reliable, has a
high cost to acquire, maintain and support
• Constrained by legacy programs which are difficult and risky to adapt
to new business requirements
• Not very nimble and hard to modify to adapt to changes in the
environment
• Some business processes are still manual, paper dependent, and
forced to adapt to these software applications
4
Case for Change
 Provide enhanced employee and manager self-service
 Mobile access to routine business processes
 Integration of the System’s various human resources and payroll
business processes
 Budget constraints have limited the amount of reinvestment in the
BPP and FAMIS system
 Vendor software offerings have matured considerably since Fall
2008, when the System last considered administrative systems
alternatives to BPP and FAMIS
 Deloitte’s IT assessment recommended a move away from legacy
applications and the mainframe infrastructure
5
Expected Outcomes
 Recommended award for Human Capital Management (HCM)
software
 High-level understanding of the critical gaps between the selected
solution and required business needs
 Budget estimate for acquisition of the solution, implementation, and
ongoing support and operations
 Funding plan and model to cover the costs of the next phases
 Education of project stakeholders
 Building of consensus and support for the selected solution
 Identification of employees to participate in the implementation
phase
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What Are We Looking to Buy
 HCM software only
 RFP will most likely allow for two service delivery models:
• Software as a Service (SaaS) – software and hardware are centrally
hosted in the cloud through a subscription model
• Hosted / Platform as a Service (PaaS) – hardware and software are
maintained off-site by the software provider or a third party
 Financial Management is not in scope for this procurement but
preference is that software provider offers robust functionality in
this area as well
 Implementation and integration services will be acquired through a
separate procurement effort once the project has been approved
and funding has been identified
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ISG Public Sector
 Assessment of legacy administrative systems
 Acquisition of Enterprise Resource Planning (ERP) and other
enterprise software, along with related
implementation/integration services
Service Offering
 Project oversight of large enterprise-wide software
implementations
 IT sourcing and cloud computing advisory services
Independence
 We maintain our independence with regard to all software
providers and integration services vendors
Public Sector
Focus
 Our client base includes states, cities, counties, and institutions
of higher education located throughout the United States
Client Success
 We use every client we have ever had as a reference
Overview of Software Selection Process
1. Subject Area Group Requirements Validation Kick-off
Meeting
2. Validate System Requirements
3. Develop RFP for Acquisition of HCM Software
4. Conduct Evaluation of Proposals Received
5. Complete Contract Negotiations with Awarded
Software Provider
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Objectives of Requirements Validation
System Requirements will be:
 Included in Request for Proposal for HCM software
and used as a checklist against which to evaluate
vendor proposals
 Leveraged to establish a shared understanding of
enterprise needs and to set common expectations of
system capabilities
 Made part of the contract entered into with HCM
integration services vendor
 Monitored during implementation to ensure all
requirements are met
10
Requirements Validation Process
 Detailed system requirements will be developed for inclusion in the
HCM software RFP
 We develop two types of requirements:
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Functional Requirements
•
General System and Technical Requirements
 To assist in conducting the requirements validation activities, we
use a Web-based stakeholder-collaboration tool, DecisionDirector®
from Advantiv Solutions
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Provides project stakeholders with an online functional assessment
and requirements-gathering forum
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Facilitates participation from a broad group of SMEs without requiring
lengthy time commitments to the requirements-gathering process
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Software is easy to use and available 24/7
11
Requirements Validation Process
Requirements
from Previous
TAMUS
Initiatives
Subject Draft Subject Stakeholder
Baseline
Area
Input &
Area Group
Requirements Group
Validation
Requirements
Final
Requirements
Requirements
from ISG’s
Knowledge
Packs
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Conduct Subject Area Group meetings to validate/update baseline
requirements prior to loading into DecisionDirector®
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Obtain feedback from various stakeholders using DecisionDirector®
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Utilize final requirements in DecisionDirector® to gather vendor response data
during the software-selection process
12
Proven Approach for Higher Education
13
Subject Area Groups
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Applicant Tracking
Benefits Administration
Compensation
Employee Training
Faculty Administration
Human Resources Administration
On-boarding
Payroll
Position Control
Research Time and Effort/Labor Distribution
Talent Management/Performance Management
Leave
General System and Technical
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Subject Area Group Leaders
Subject Area
Name
Applicant Tracking
Jeanette Phillips
Benefits Administration
Compensation
Ellen Gerescher
Elizabeth Schwartz
Employee Training
Faculty Administration
General System and Technical
Pat Hseih
Michael J. Benedik,
Ph.D.
Mark Schulz
Human Resource Administration
Jennifer Humphries
Leave
On-boarding
Ninette Portales
Jessica Palacios
Payroll
Joseph Corn
Position Control
Research Time and Effort/Labor Dist.
Talent Mgmt./Performance Mgmt.
Title
Human Resource Manager
System Employee Benefits
Manager
Director
System Member
AgriLife, TFS, and
TVMDL
System Offices
TAMU
TAMU
Linda Edge
Karan Watkins
Training Support Manager
Dean of Faculties and
Associate Provost
IT Enterprise Architect
Chief Human Resources
Officer
Human Resources Services
Administrator II
Associate Director of HR
Director of Payroll And
Benefits
Director of Human
Resources, TTI
Director
Anne Mayer
Director
TAMU
TAMU
System Offices
AgriLife, TFS, and
TVMDL
TEES
TAMU
AgriLife, TFS, and
TVMDL
TTI
TAMU
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Project Schedule
16
Questions
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Short Break
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Subject Area Group Meeting Schedule
Date
Time
Subject Area
Leader
5/19/2014
9:00am
Benefits Administration - 1
Ellen Gerescher
5/19/2014
1:00pm
General System and Technical
Mark Schulz
5/20/2014
8:30am
Payroll - 1
Joe Corn
5/20/2014
1:30pm
Applicant Tracking
Jeanette Phillips
5/21/2014
1:30pm
Employee Training
Pat Hseih
5/22/2014
8:30am
Benefits Administration - 2
Ellen Gerescher
5/22/2014
1:30pm
Payroll - 2
Joe Corn
5/27/2014
8:30am
On-boarding
Jessica Palacios
5/28/2014
9:00am
Research Time and Effort/Labor Dist.
Karan Watkins/Mark Schulz
5/29/2014
8:30am
Talent Mgmt./Performance Mgmt.
Anne Mayer
5/29/2014
1:30pm
Faculty Administration - 1
Michael J. Benedik, Ph.D.
6/2/2014
8:30am
Payroll - 3
Joe Corn
6/2/2014
1:30pm
Compensation
Elizabeth Schwartz
6/3/2014
8:30am
Human Resource Administration
Jennifer Humphries
6/3/2014
1:30pm
Position Control
Linda Edge
6/4/2014
8:30am
Faculty Administration - 2 (if needed)
Michael J. Benedik, Ph.D.
6/4/2014
1:30pm
Leave
Ninette Portales
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Subject Area Group Meeting Approach
Requirements
from Previous
TAMUS
Initiatives
Subject Draft Subject Stakeholder
Baseline
Area
Input &
Area Group
Requirements Group
Validation
Requirements
Final
Requirements
Requirements
from ISG’s
Knowledge
Packs
20
Subject Area Group Meeting Approach
 Use “baseline” requirements as a foundation
 Use an iterative review process to:
• Confirm baseline requirements
• Keep/edit/delete requirements as appropriate to address
business needs and ensure proper coverage of all
functional areas
• Add new requirements, as necessary
 Meeting facilitators may make recommendations for
addressing specific requirements language and to
encourage requirements development based on best
practices
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Sample Subject Area Requirements in
Spreadsheet Format
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Subject Area Group Time Commitments
 Three hours have been scheduled for each work
session (though the full three hours are not always
needed)
 One to three work sessions per business function.
For example:
• Payroll commonly requires three sessions
• Applicant Tracking is typically completed in one session
 Most beneficial for same group members to attend all
sessions associated with a single business function
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Subject Area Group Meeting Guidelines
 Focus on what the system must do – not how; the system design
will be completed after product selection
 Emphasize process change in lieu of software modifications to
protect software warranties and facilitate future system upgrades
 Develop system requirements at a level of detail required to
differentiate among available products
 Provide one requirement – not multiple requirements – per line
item
 Document each requirement in such a way as to allow for clear
validation during implementation
 Provide proper level of specificity
 Ambiguous requirements have little value
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Meeting Ground Rules
 Be “enterprise-minded” and consider multiple
perspectives
 Be engaged in the discussion
 Be respectful of the comments of others
 Think in terms of best practices – not what the system
does today
 Avoid prolonged “wordsmithing”
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Enterprise Stakeholder Validation Approach
Requirements
from Previous
TAMUS
Initiatives
Subject Draft Subject Stakeholder
Baseline
Area
Input &
Area Group
Requirements Group
Validation
Requirements
Final
Requirements
Requirements
from ISG’s
Knowledge
Packs
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Enterprise Stakeholder Validation Approach
 Use draft requirements prepared by Subject Area Groups as
foundation
 Reviewers access DecisionDirector directly to complete review
effort
 SMEs should focus on their specific areas of expertise but may
comment on any requirements of interest
 Use an iterative review process to:
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Review and comment on requirements as appropriate
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Identify need for requirement (e.g., critical, desired, no need)
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Identify whether the requirement is met by the current system (yes,
no, unknown)
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Identify source system if requirement is currently met by legacy
system (list of systems will be provided in drop-down list)
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Sample Subject Area Group Screen Used for
Enterprise Stakeholder Validation
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Key Project Dates
Kick-off Meeting
Today
Subject Area Group Requirements Work
Sessions
May 19 – June 5
Enterprise Stakeholder Validation via
DecisionDirector
June 9 – 22
Subject Area Groups Review Feedback from
ESV and Finalize Requirements
June 23 – July 7
Final Requirements Ready for Inclusion in
HCM RFP
July 7
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DecisionDirector Vendor Response Forum
 DecisionDirector® will
be used to gather RFP
responses from the
ERP vendor
community
 Vendors indicate
whether each
requirement is
provided as standard
functionality, future
release, through third
party software,
customization, etc.
 Vendors also indicate
which application or
module within their
solution supports each
requirement
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DecisionDirector Vendor Response Forum
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Demonstration of DecisionDirector
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Contacts
Carol Manthei
Texas A&M University System
Project Manager
979.458.6309
c-manthei@tamus.edu
Diane Haubner
Information Services Group
Project Manager
414.659.3618
diane.haubner@isg-one.com
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Questions and Wrap-Up
34