PMC Meeting
Meeting Minutes
Meeting Information
Project Description:
SBIP HR/Payroll Phase 1 Planning Project
Meeting Purpose:
PMC Meeting
Date:
03/03/2005
Location:
OSC Administrative Conference Room
Meeting Leader:
Julie Batchelor
Time:
Scribe:
9:00 AM – 10:30 AM
Stas Krapivnik
Attendees
Julie Batchelor
Pam Wortham
Ed Brodsky
Gwen Canady
Bradd Craver
Rod Davis
Dan Domico
Bob Giannuzzi
Wendy Griffin
Kathy Gruer
Linda Hudson
Ginny Klarman
Stas Krapivnik
Tracy Little
Jim Macaulay
Lowell Magee
John Morgan
Jim Newman
Rob Nelson
Gary Wiggins
Margaret Wiggins
Minutes
AGENDA
ITEM
1.
AGENDA DISCUSSION/RESULTS
Welcome, Introductions & Agenda: Julie Batchelor welcomed new members. Introductions were
made by all.
2.
Committee Update: Julie reported that the NCTIME project and HR/Payroll projects will both continue
to move forward as distinct projects, although we will maintain a close working relationship between
the projects. Next Julie provided news on the Statewide Business Infrastructure Program (SBIP).
Shannon Byers (formerly Shannon MacFarlane) will fill the SBIP Data Warehouse Project Manager
position, effective March 9, 2005. Governor Easley’s proposed budget includes $15 million to
implement recommendations outlined in the Business Infrastructure Study. Due process will be
followed to pursue funding through the legislature. The team plans to be ready to present
PMC Meeting
Meeting Minutes
AGENDA
ITEM
AGENDA DISCUSSION/RESULTS
recommendations for moving forward on May 1.
3.
HR/Payroll Project Status:
Linda Hudson provided an update for the activities completed for the period 2/4/2005 – 3/3/2005.
These activities include:
Completed HR JAD sessions
Began Payroll JAD sessions
Began Technical work stream
Conducted follow-up meetings as needed
Submitted draft of HR Group 2 preliminary requirements and process flows
Continued development of change management strategy options
Completed and began distribution of marketing pamphlet (tri-fold)
Shared project news and preliminary requirements with agency HR directors to begin to engage them
in the project
Conducted general statute research
Prepared and submitted ITS monthly report for January
Hired intern
Next Linda presented upcoming activities for the period 3/4/2005 – 4/7/2005. These activities
comprise:
Conduct remaining JAD Sessions for Payroll
Conduct follow-up meetings as needed
Prepare and conduct CFO meeting (late March)
Prepare and conduct CIO meeting (early April)
Submit draft of Payroll preliminary requirements and process flows
Continue Technical work stream
Continue development of change management strategy options
Conduct change management focus group and follow up interviews
Outline reengineering and organizational strategies deliverable
Conduct second HR Directors meeting on March 15, 2005
Complete overview meetings with technical management
Conduct PSC meeting on March 16, 2005
Begin to update SB991 for Phase 2
Finalize QA approach
Prepare and submit monthly ITS report for February
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Meeting Minutes
AGENDA
ITEM
4.
AGENDA DISCUSSION/RESULTS
JAD Session Update: Bradd Craver reviewed suggestions and barriers from recently completed HR
Group 2 and Payroll JAD sessions. Participation and agency representation have been excellent.
Detailed requirements and opportunities for streamlining processes are being discovered in each JAD
session. He reported that Payroll JADs contain unique sets of concerns and issues that must be
taken into greater consideration.
Gwen Canady participated in one of the Payroll sessions. She was pleased with the questions and
evolving thought process that the participants are going through. Many participants are looking
forward to a new system with added flexibility.
Jim Newman voiced concerns about how difficult it is to capture all of the details that are discussed
during each session. He asked for follow-up meetings on retirement, benefits and disability issues
and exceptions linked to payroll concerns. There is a lack in consistency and standardization in how
problems are solved by different agencies and departments (e.g. comp time policy).
Wendy Griffin explained that Payroll people tend to be detail oriented and may have trouble thinking in
terms of a broader picture and changing their mindset to adopt new ways of doing things.
John Morgan was impressed how well people know their jobs, but only in the context of their own
agency. The State lacks standardization in how problems are solved. This is a key area where we
can make improvements, even without a new system. Margaret Wiggins stressed that senior agency
management must be involved to ensure agency buy-in for standardization and consistency.
5.
General Statutes Update: Gary Wiggins discussed OSP’s approach for making changes to HR
statutes. Gary and Bradd reported that there do not appear to be any major statutes that will limit the
new system. We will try to clarify what constitutes public information and make some changes to
allow for succession planning (revise most-qualiified laws) and possibly competency matching. These
changes will reduce restrictions that are preventing us from doing best practices (e.g. incentive pay).
There have been several failed attempts at a major State Personnel Act rewrite in the past 2 years,
making it clear that a full rewrite is not viable. There needs to be a strong push for a proof of concept
“demonstration project” legislation to test how new ideas will function on a small scale. This needs to
be done before wide sweeping reforms are put in place. Gary noted that unintended consequences
could result from pilot projects that will need to be dealt with (e.g. impacts on payments and retirement
resulting from a pilot project undertaken to evaluate unified leave) before recommending adoption on
a wide scale. Program design considerations can be factored in with the demonstration project
concept. Dan Domico noted that the federal government has standards in place for how to measure
and report on outcomes for demonstration projects.
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Meeting Minutes
AGENDA
ITEM
6.
AGENDA DISCUSSION/RESULTS
Change Management Update: Ed Brodsky described current accomplishments and work efforts,
which include: the North Carolina HR/Payroll Project Tri-fold, the development of the Change
Management Strategy and the preparation of the North Carolina IT Projects Lessons Learned Focus
Group, which will ease transition to new processes and systems.
Presently there are several ongoing activities: preparing leadership alignment interviews and activities
plan, identifying and building the change network, increasing project-related communications and
developing the Implementation Phase Communications Plan, conducting Change Readiness & Impact
Assessment, developing a high-level Training and Capability Transfer Strategy, and developing a
clear project governance structure.
7.
Business Process Redesign (BPR) Strategy: Bradd Craver presented a high-level strategy and
timeline for BPR via a bridge project. Process improvements that are independent of a new system
could be undertaken right away (e.g. ADA training courses should be a state wide offering). System
enabled improvements could be deferred until later. Tracy Little advised the team to start by plucking
off the low hanging fruit. This approach brings a benefit to the project and serves the state well.
Kathy Gruer suggested developing an interim solution to upgrade current systems to make transfers
between agencies easier to reduce pain points while we prepare for a long-term solution.
Standardized applications with supplemental occupational forms should be used for recruiting.
Recruiting needs to be a priority for HR. Gary hopes to look at front-end applications for application
tracking and recruiting that might be quick hits.
In the area of Payroll, policies and standards across the board need to be defined and documented to
drive to consistency. Wendy cautioned the group to remember that indepedent payroll systems need
to be considered in the BPR and standardization approach.
The PMC encouraged the team to seek approval from the Project Steering Committee to kick-off a
business process redesign effort as soon as possible. BPR work will better show the project benefits
and may help with acquiring funding.
7.
Open Discussion: At this point in the meeting there were no additional comments.
8.
Action Items Review:
Julie recapped the action items from the meeting (see Action Items listed below).
Future tentative meeting dates:
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Meeting Minutes
AGENDA
ITEM
AGENDA DISCUSSION/RESULTS
March 15, 2005 – HR Directors Meeting
March 16, 2005 – PSC Meeting
April 7, 2005 – PMC Meeting
April 8, 2005 – CFO Meeting (tentative)
April 12, 2005 – CIO Meeting
9.
Adjourn
Action Items
ACTION
ITEM
1.
2.
DESCRIPTION
ASSIGNED TO
DUE DATE
Prepare draft materials for next HR Director’s
Bradd Craver &
meeting and distribute meeting agenda
Gary Wiggins
Publish project tri-fold on SBIP web site
Stas Krapivnik
3/11/2005
Linda Hudson
ASAP
Linda Hudson
ASAP
Bradd Craver
3/13/2005
Gwen Canady
ASAP
3/9/2005
http://www.ncosc.net/SBIP/SBIPHRPayrollTriFold.ppt
3.
Set up follow-up meetings with Treasurer’s Office
staff (Retirement) and State Health Plan staff
(benefits and disability)
4.
Contact Rob Nelson about meeting with university
staff to provide project background and status
information and encourage ongoing university
involvement
5.
Continue development of BPR strategy in order to
present the approach at the next PSC meeting and
obtain approval to proceed
6.
Get the details on General Statute 138-1 (Annual
salaries payable at periodic intervals) and determine
next steps