Weekly Report!!!

Running head: HUMAN RESOURCES EMPLOYEE MANAGEMENT SOLUTION 0

Human Resources Employee Management Solution, CAVS Inc.

Team B

Kimberly Manuel-Buckles

Luis Rosa

Javier Ardila

BA599 Capstone Project

Grantham University

April 6, 2017

Human Resources Employee Management Solution, CAVS Inc.

1. Executive Summary

Employee management for any company is a vital requirement. This is because employees are the main resources that determine how the company operates and produce. For a company like CAVS, the human resource department has so many divisions and thus handles various kinds of employees with special and various skills and thus need to have all their files well managed. This human Resource Employee File Management solution will be connected with the PeopleSoft application used by the CAVS Inc.

The project will takes into account all aspects of a project procedure including project assumptions, constrains, key performance indicators, risk assessment., the organization of the project team, the allocation of the project resources, provider the customers, the status of the project, the communication and governance plan, the escalation path, the communication path and the customer communication path. These metrics ensures the completeness of projects. They will lead to a complete development of a flawless project deliverable. This project should be able to yield a deliverable that will help many the whole Human Resource Department to handle all aspects of Employee management that includes their academic qualifications, work history, duties and responsibilities and their achievements among many more information.

Based on the needs and the efficiency this project has been well received by the human resource management and thus accepted and approved the project development and to fully fund it.

The following individuals have been identified as the approvers for this document. Unless otherwise stated, approvals will be stored in the project folder.

The following individuals have been identified as reviewers for this document.

Table of Contents

Human Resources Employee Management Solution, CAVS Inc. 2

1.0Executive Summary 2

Scope and objectives 2

Findings and recommendations 2

Management Response 3

Revision History 3

Approvers 4

Reviewers 5

About this Document 7

Approval and Sign Off 8

Primary Project Contacts 8

Project Overview 10

Critical Success Factors 11

Project Methodology 12

Waterfall Deployment Methodology 13

Scope 14

Assumptions 16

Constraints 19

Dependencies 20

Performance (Indicators) 20

High Level Deliverables 20

High Level Project Timeline and Milestones 21

Risk Assessment 21

24

Team B Organization Diagram 24

Team Contact List 24

Project Resource Allocation 25

Provider 25

Customer 25

Post Implementation Team 27

Provider 27

Customer 27

Project Status 27

Issue Management 27

Risk Management 28

Change Management 28

Communication and Governance (Control) Plan 29

Escalation Path 29

Communication Path 29

Customer Communication Path 29

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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 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.

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.

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.

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.

The 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).

The following are the major deliverables to be created throughout the project life cycle:

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:

The following is a list of risks, corresponding impact levels and mitigation plans:

Project Team and Organization

CAVS Organization Diagram

Team B Organization Diagram

This list defines the project team consisting of Team B, Customer, and potentially outside consultants

Involvement Levels

H = High, Heavy (60-100%)

M = Medium (33-60%)

L = Low, Ad-Hoc, As Needed (5-32%)

x = None or Not Applicable

NOTE: Resource utilization rates are a product of past project experiences. 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 a 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.

The purpose of issue management is to provide visibility and a means of communicating and resolving issues that impact the project. An issue can be defined as anything that may impede project progress. Issues should be resolved at the level at which they can be appropriately addressed. When an individual recognizes an issue, they should first attempt resolution through an informal conversation within the team. Those issues that cannot be resolved by the originator within the team should be raised to the project manager.

Open issues are added to the Project Status Portfolio and will be discussed with the Project Lead during project status meetings. If the issue is of a high priority, the Project Manager should discuss it immediately instead of waiting for the project status meeting. As issues arise, they are recorded in the issue log with the appropriate documentation. The issue log is used to track and record all issues associated with a project.

Risk Management is a process used to provide visibility to and management of project risks. Proper risk management helps to ensure that projects achieve their objectives in a timely fashion. Risks that are ignored or not addressed by the project team can cause delays, cost overruns, and even project failure.

Risks will be assessed by performing a Failure Modes and Effects Analysis (FEMA) with the Team B and CAVS teams. The outcome of this exercise is a list of project risks prioritized according to their severity (impact), likelihood of occurring (probability), and detectability. Once identified, mitigation steps will be discussed and documented for each risk. The status report will include risks and will be monitored on a regular basis.

Change Management controls requested changes to scope, schedule, budget, or legal agreements that may occur during the project lifecycle. Robust planning and Change Management practices are followed to prevent unnecessary surprises later in the project. A change request can be any change in functionality, data, requirements, or legal terms not defined in the Solution Requirements documentation or legal agreements.

The following change control process will be followed:

In an effort to partner and manage change effectively, the parties agree that a contractual change order will not need to be executed if the change comes within the agreed upon threshold below:

If the change is within the agreed upon amount, the change will still be documented but via email with acknowledgements.

References

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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

Kendrick, T. 2015. Identifying and Managing Project Risk: Essential Tools for Failure-Proofing Your Project. 3rd Ed. AMACOM

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