Team Project
Running head: HUMAN RESOURCES EMPLOYEE MANAGEMENT SOLUTION 0
Human Resources Employee Management Solution, CAVS Inc.
Team B
Kimberly
Luis
Javier
BA599 Capstone Project
Grantham University
March 25, 2017
Human Resources Employee Management Solution, CAVS Inc.
Executive Summary – To be completed in week 7
Version | Date Modified | Author | Description | |
0.4 | 03/25/2017 | Team B | Team Contact List Project Resource Allocation Provider Customer Post Implementation Team Provider | |
0.3 | 03/18/2017 | Team B | Constraints Performance (Indicators) High Level Deliverables High Level Project Timeline and Milestones Risk Assessment Project Team and Organization | |
0.2 | 03/08/2017 | Team B | Goals and Objectives Critical Success Factors Project Methodology Waterfall Deployment methodology Scope Assumptions | |
0.1 | 03/04/2017 | Team B | Initial Version, Revisions, Draft |
The following individuals have been identified as the approvers for this document. Unless otherwise stated, approvals will be stored in the project folder.
Name | Title |
Daniel Gilbert | Director, Human Resources - CAVS |
Marc S. Price | Hiring Manager, process owner |
Austin J. Carr | Director, Information Technology - CAVS |
Cathy Roche | Project Sponsor- VP of Human Resources |
Don Herron | CAVS Project Manager |
The following individuals have been identified as reviewers for this document.
Name | Title |
James O. Brewer | Vice President of Human Resources |
Jennifer P. Gund | Chief of Human Resources |
Steve Wallace | Chief of Accounting and Financial |
Fred Johnson | Project Manager |
Table of Contents
Human Resources Employee Management Solution, CAVS Inc. 2
1.0Executive Summary – To be completed in week 7 2
Revision History 2
Approvers 3
Reviewers 4
About this Document 7
Approval and Sign Off 7
Primary Project Contacts 8
Project Overview 9
Critical Success Factors 10
Project Methodology 11
Waterfall Deployment Methodology 13
Scope 13
Assumptions 15
Constraints 19
Dependencies 19
Performance (Indicators) 20
High Level Deliverables 20
High Level Project Timeline and Milestones 20
Risk Assessment 22
Project Team and Organization 24
Team B Organization Diagram 24
Team Contact List 25
Project Resource Allocation 25
Provider 26
Customer 26
Post Implementation Team 27
Provider 27
Customer 27
Project Status 27
Issue Management 27
Risk Management 27
Change Management 27
Communication and Governance (Control) Plan 27
Escalation Path 27
Communication Path 27
Customer Communication Path 27
References 28
Purpose
This document structures our partnership for project success. It clearly articulates:
Why the project is being executed
How it will be executed
Who is involved
Audience
This document is a shared by the entire project team - including resources and management from CAVS Inc., and Team B Consulting Services.
Approval and Sign OffApproval of the Project Charter Document indicates an understanding of the purpose and content described in this deliverable. By signing this document, each individual acknowledges a shared commitment to project success and agrees that our work should commence with the necessary resources engaged as described.
Approver Name | Title | Signature | Date |
Daniel L. Gilbert | Director, Human Resources | ||
Marc S. Price | Hiring Manager | ||
Austin J. Carr | Director, Information Tech. |
Customer Primary Contact | Name/Title/Organization | Phone | |
Don Herron | CAVS Project Manager | 216-555-4444 | |
Marc S. Price | CAVS, Hiring Manager, process owner | 216-333-2558 | |
Luis Rosa | Project Manager, Team B Consulting Services | 216-222-4445 |
Team B Consulting Services will provide services for the initiation, requirements analysis, implementation services, and project management to implement a Human Resources Employee File Management solution. The proposed solution will include the integration with CAVS, Inc. PeopleSoft application via Application Client Connector (ACC) to create a one-stop shop for personnel records.
Goals and Objectives
The Human Resources Employee Management solution is intended to make readily available the employee HR file to the appropriate individuals, while maintaining strict confidentiality of employees’ personal information. CAVS Inc. employee’s HR file consists of information secured during the hiring process, as well as all employee records created during the employment of the individual. The records derive from PeopleSoft Enterprise Resource Planning (ERP), or are presented by the employee or others representing the employee. This solution is a one-stop shop for the HR staff and managers to access employee records by leveraging the existing PeopleSoft solution and the integration of the Team B Application.
No. | Description |
Capture employee record-specific documents through ad-hoc scanning via a multifunction (MFD) device or via the software web client, or import documents via Application Client Connector (ACC). | |
Electronic employee record that will allow for quick access in a familiar three-category folder structure: Personnel, Medical, and Performance. | |
Primary document retrieval of the employee records stored in Team B Application will be completed using ACC directly from PeopleSoft. | |
Single sign on solution to synchronize user security values from PeopleSoft. To include adding or removing user group membership according to roles in PeopleSoft. This solution will also add or remove security keywords to ensure that each manager can only view HR documents for their employees in the Team B Application. | |
Deployed to the HR department and managers in all clinics and corporate departments |
Critical Success Factors
The critical success factors are listed below. If any of these are not met, the project time line may slip and the budget may be exceeded.
No. | Factor |
All Team B Application build requirements are provided before and validated during the Discovery Phase of the project. | |
After the Solution Requirements document has been created, it must be approved in a timely manner or the start of design phase may be delayed. | |
The project team must agree on tasks and timelines of the project plan. If there are any delays, the team will review, discuss and determine impacts of delays and next steps. | |
The project team must have access to a designated single point of contact having the authority to make important decisions relevant to project development. | |
The project team must have appropriately privileged remote access to the solution environment based on an agreed schedule. | |
The project team expects prompt responses to inquiries relevant to project development. | |
Project scope has minimal changes during the implementation of the software solution. | |
CAVS Inc will create user test scripts for testing the solution, and will provide testers to complete all scripts. | |
CAVS Inc is responsible for the configuration of MFD and document import processing. | |
10 | Team B Consultant to conduct “train the trainer” sessions and CAVS Inc will provide end-user training sessions. |
This section describes Team B Consultant Services Project Implementation Methodology (PIM). The PIM is a proven approach to successfully implementing Team B Application Solutions. The Project Team uses the PIM to guide solution development and demonstrate well-ordered and measureable progress to our customers.
Initiation - Once contracts are finalized, the project is transitioned from the Sales team to the Team B Consultant Services team. A project team is identified and initial planning activities begin. The project approach is confirmed and the Project Charter is drafted.
Discovery - The project team engages with customer subject-matter experts (SMEs) to identify business process requirements and capture them in the Solution Requirements Document. The requirements are reviewed and revised to achieve mutual agreement and sign-off.
Implementation - The project team presents a prototype of the solution. The solution environment is configured to fulfill the requirements. The project team confirms the solution is ready for customer testing.
Training and Testing - The project team conducts train-the-trainer sessions. The customer conducts user acceptance testing. The project team supports the customer throughout the testing process.
Go-Live - During Go-Live, the project team confirms the customer’s organizational readiness and validates the solution in the production environment. The solution is deployed to end user workstations and the project team provides Go-Live support.
Project Close - The project team determines the disposition of any outstanding items. Support is transitioned to Team B Consultant Software Technical Support and the relationship is transitioned to the Sales team.
Waterfall Deployment MethodologyThe diagram below represents the phases, activities and deliverables of a typical waterfall project at a high level. For agreed upon exceptions to this process, please review the Statement of Work (SOW) and implementation proposal.
The solution will include the following configuration:
Team B Consultant will configure up to twenty (20) document types to support the capture, classification and indexing of employee files.
The solution will also include the configuration of one (1) employee file management folder structure consisting of one (1) primary folder based on the employee ID and up to six (6) sub-folders for the categorization of the employee documents.
Team B Consultant will configure ACC to retrieve the employee file folder or an employee file subfolder from up to five (5) screens in PeopleSoft.
Team B Consultant will configure ACC for ad hoc importation of documents directly from up to five (5) screens in PeopleSoft. The employee ID from the PeopleSoft screen will be dynamically populated in the Team B Application index panel in order to reduce data entry errors.
Team B Consultant Developer will work with the customer to either directly implement PeopleSoft integration or support the customer's.
Team B Consultant will develop a process to synchronize user security values from a 3rd party application on a scheduled basis.
The solution will execute a database view or stored procedure provided by the customer to return the list of employee IDs with "changed” security attributes.
The solution will add or remove user group membership according to roles returned from third-party application; and
The solution will add or remove security keywords according to the organizational hierarchy returned from third-party application.
The security keyword configuration will ensure that each manager can view only HR documents for their employees in Team B Application.
The solution will be deployed to the HR department and managers in all clinics and corporate departments.
Document access will be based on the following:
Read and create access for the manager's employee's documents;
Read and create access for talent acquisition documents;
Up to four (4) access control groups will be created for HR personnel;
Web Client will be deployed as the main user interface for the solution; and
Users will be authenticated from PeopleSoft via existing single sign-on.
This proposal is based upon the below assumptions being true. If for some reason these assumptions prove not to be true, this could result in a scope change and may have an impact on the proposed cost and timeline to deliver.
The customer is responsible for the configuration of the MFD and document import processing.
The pages in PeopleSoft with links used to access documents in Team B Application will be controlled by specific roles and permissions in PeopleSoft.
Users will be authenticated from PeopleSoft via existing single sign-on,
Active Directory authentication, LDAP authentication, or manual authentication.
Additional single sign-on solutions may be quoted at customer's request;
The customer is responsible for developing database procedure(s) or view(s) to support security synchronization process:
The customer will provide a database view or stored procedure provided by customer to return list of employee IDs with change and security attributes;
The customer will provide a database view or stored procedure to return security role(s) for a user (e.g., manager, talent acquisition or employee); and customer will provide a database view or stored procedure which returns a list of EMPLIDs a given employee should have permission to view;
The customer will create a batch process from PeopleSoft to generate text files of employee metadata on a scheduled basis. Values required for this file will be determined during the Requirements Analysis phase;
PeopleTools 8.48 or above is required for this solution;
Team B Consultant developer will work with the customer to either directly implement integration or support the customer's support team.
For the Team B Consultant to directly implement integration, the following will be necessary:
Remote virtual private network (VPN) access to customer network and a desktop PC;
Access to software application and integration servers;
Access to a workstation or server with PeopleSoft AppDesigner installed and configured to reach PeopleSoft development/test environment;
Full developer access within PeopleSoft AppDesigner (i.e., ability to create and build objects);
Full access to menus in PeopleSoft Internet Architecture (PIA) under PeopleTools;
Administrative rights on Integration Server and PeopleSoft workstation;
Access to PeopleSoft development and or test application via web browser; and the ability to access and install files required for the integration;
The solution will include the configuration of up to twenty (20) document types to support the capture, classification and indexing of employee files;
The solution will also include the configuration of one employee file management folder structure consisting of one (1) primary folder based on the employee ID and up to six (6) sub-folders for the categorization of the employee documents.
Document access will be based on the following:
Read and create access for the manager's employee's documents;
Read and create access for talent acquisition documents;
Up to four (4) access control groups will be created for HR personnel; and any additional security models are out of the scope of this engagement.
Services may be performed onsite as well as remote;
Customer will make available appropriate HR and departmental staff during the Requirements Analysis and Testing phases; and the customer is responsible for any additional document type configuration, electronic forms, workflow, or security models related to the solution. Team B Consultant assistance may be procured to provide additional services by facilitation of a Change Order.
Constraints are applicable restrictions that will affect the performance of the project. This could be any factor that affects when an activity can be scheduled, such as organizational structure, collective bargaining, project management team preferences, and staff assignments (PMI, 1996, 94).
No. | Description |
1 | CAVS code-freeze of all Solution environments and PeopleSoft environments from July 1, 2017 through September 1, 2017. |
2 | Society for Information Management (SIM) committee approval process for deployment to all the clinics. |
3 | Privacy Act and HIPAA guidelines that must be followed to prevent security breach |
No. | Description |
1 | Timely approval of Solution Requirements Document (SRD) prior to solution design. |
2 | Timely approval of software solution prior to initiating user testing. |
3 | CAVS creation of user test scripts for testing the solution as well as providing testers to complete all scripts. |
Performance (Indicators) High Level Deliverables
The following are the major deliverables to be created throughout the project life cycle:
Phase | Deliverable |
Initiation | Work Agreement, Statement of Work and Professional Services Proposal |
Engaging Global Services Document | |
Project Charter Document | |
Discovery | High Level Project Schedule |
Solution Requirements Document (SRD) | |
Implementation | Once SRD has been approved, a detailed project schedule will be developed |
Configured Solution | |
Testing/Training | Unit Test Plan |
Solution Training Guide | |
Admin Guide | |
Two (2) software training sessions for “train-the-tester” and “train-the-trainer” | |
Go-Live | Installation Report |
Onsite Support | |
Closing | Project Closure Document |
Major milestones and deliverables have been identified for this project. Note that based on the priority of the project, these dates may change. The milestones and deliverables are as follows:
Milestone/Deliverable | Planned Start | Planned Finish | Notes |
Discovery (Initiation, Validation of Requirements and Solution Design) | May 2017 | July 2017 | |
Code Freeze | July 2017 | September 2017 | |
Implementation | October 2017 | TBD | May be possible to start implementation prior to freeze. |
Testing and Training | TBD | TBD | |
Go-Live & Go-Live Support |
The following is a list of risks, corresponding impact levels and mitigation plans:
Risk | Level (Severity, Probability, and Detectability) | Mitigation Plan/Owner |
Change in requirements during Discovery and Validation phase | High | Team B members will conduct a series of pre-meetings with the customer for security and infrastructure discussions. Any additional change in scope that impacts the project will be identified and discussed with the customer in a timely manner. |
CAVS resources not able to provide the required time to assist with the project | Medium | Set clear expectations on time constraints from project team members at the beginning of the project. |
Team B resources with limited flexibility due to other projects | High | Work closely with team leads to monitor availability and impacts with any schedule changes. |
Customer code freeze dates and an inability to perform work in the environment | High | |
Licenses not available to the Administrative environment because they are being leveraged in other Solution instances. | Medium | Complete a detailed review of the instance to be used for the project and the Infrastructure pre-discovery meeting to identify any gaps. |
Since this is not a separate instance of Solution there is a concern that Non-HR users or manager will be able to view all personnel files | High | Ensure testing for a Non-HR or manager role for the solution will not allow testers to be able to view HR records. |
Competing CAVS deployments of new systems and the manager's tolerance to accept/use the new system | Medium |
CAVS Organization Diagram
Team B Organization Diagram
Team Contact List
This list defines the project team consisting of Team B, Customer, and potentially outside consultants
Name | Company | Role | | Phone |
| CAVS | Project Manager |
| |
Team B | Project Manager |
|
| |
|
| Solution Developer |
|
|
|
| Technical Consultant |
|
|
|
| Solution Developer |
|
|
Involvement Levels
H = High, Heavy (60-100%)
M = Medium (33-60%)
L = Low, Ad-Hoc, As Needed (5-32%)
x = None or Not Applicable
Provider Resource Types | Assigned Resource(s) | Initiation | Discovery | Implementation | Testing & Training | Go Live | Closing |
Project Manager (PM) |
| ||||||
Technical Consultant (TC) |
| ||||||
Solution Developer (CSG) |
| ||||||
Solution Developer (CSG) |
| ||||||
Technical Support Analyst |
Resource Types | Assigned Resource(s) | Initiation | Discovery | Implementation | Testing & Training | Go Live | Closing |
Project Sponsor |
| ||||||
Project Manager |
| ||||||
System Administrator |
| ||||||
Subject Matter Expert(s) (SME) | |||||||
Application Specialist(s) | |||||||
Test Plan Coordinator | |||||||
Testing Analyst | |||||||
Corporate Trainer | |||||||
Infrastructure Support Analyst | |||||||
Storage Analyst | |||||||
Desktop Support | |||||||
LAN Administrator | |||||||
DBA |
NOTE: Resource utilization rates are a product of past project experience. When interpreting the tables above, please note that (1) the resource types defined under the Team B section may be filled by customer resources (2) the utilization rates may be high to account for potential need or demand on a particular resource type during the life cycle of the solution and (3) values represented can be translated as “up to”, meaning a classification of ‘M’ (Medium) means the resource can be utilized up to 60% of the scheduled project phase. Depending on the size, scope and actual impact of individual solution areas (projects) the team may actually be a subset of these resources and actual utilization rates will be lower.
Post Implementation Team Provider Resource Types | Assigned Resource(s) | ||
Account Manager |
| ||
Technical Support |
|
Resource Types | Assigned Resource(s) | ||
System Administrator |
| ||
Desktop Support |
| ||
Help Desk |
Gilchrist, A. (2015). A concise guide to software application development [Kindle Edition]. Retrieved from Amazon.com
Project Management Institute. (1996). Project human resource management. Retrieved from
Rosen, A. (2017). Integrating agile scrum into the waterfall process [Kindle Edition]. Retrieved from Amazon.com
Schwalbe, K. (2016). Information technology project management (Revised 8th ed.). Boston, MA: Cengage Learning.
Wysocki, R. (2012) Effective project management: traditional, agile, extreme (7th Ed, Chapter 1-9) [Kindle Edition]. Retrieved from Amazon.com
Kappelman, Leon A. (2009) The SIM Guide to Enterprise Architecture (1st Edition) [Kindle Edition]. Retrieved from Amazon.com
Jeschke, Jeffrey. HIPAA Gray Areas [Kindle Edition]. Retrieved from Amazon.com