Launching an Enterprise-Wide Solution My Government of Canada Human Resources (My GCHR)

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1

2 Tammy Labelle Public Works and Government Services Government of Canada Launching an Enterprise-Wide Solution My Government of Canada Human Resources (My GCHR)

3 Copyright Notice The contents of this presentation are Copyright 2015 by the presenter and PMI OVOC. Permission is granted for participants to print the presentation handouts for use during the conference and later personal reference. PMI OVOC reserves the right to store this content for archival purposes as a record of conference proceedings and to publish this content electronically for the purpose of disseminating conference proceedings to conference participants. All other use, storage, retrievable, distribution, or reproduction must be authorized in advance, in writing.

4 Agenda 1.Context 2.Journey 3.Achievements to Date 4.Lessons Learned / PM Tips 4

5 CONTEXT 5

6 Human Resource Renewal Human Resource Modernization is a component of the Government of Canada s Back Office Renewal Initiative Objective is to service a common Human Resource solution to all federal organizations 6

7 Value Proposition Canadians Less costly delivery of human resource services Departments Common/modern tools for human resource practitioners Employees/Managers - Accessible self-service / common enterprise service 7

8 Governance The Office of the Chief Human Resource Officer, Treasury Board Secretariat is the business owner for all HR services In 2013, Treasury Board mandated Public Works and Government Services with the delivery of a solution to provision automated HR for all federal organizations 8

9 My Government of Canada Human Resource Solution (My GCHR) Custom-off-the-Shelf Solution Peoplesoft 9.1 Software Oracle Infrastructure 9

10 Objective Evolve the Peoplesoft 9.1 product to deliver functionality required to enable common government-wide HR services Onboard 250,900 employees in 140+ departments/agencies to the common instance Stabilize centralized service provision 10

11 Key Players Business Owner Service Provider Business Team / IT Team Public Works Support Teams Departments / Agencies 3 rd Party Service Providers 11

12 Journey 12

13 Day 1 February 2014 No Project Plan Senior Executives Meeting Weekly To Talk Code Limited Team (5 Employees) Solution Does Not Deliver Business Value Delivery Commitments for April 1 st 1 st 2 Pilots No Reporting No Funding Commitment Beyond March 31st 13

14 What Did I Do Got Briefed on True Position Started Reporting With What I Had Got Rid of the Noise Clarified Direction Built Credibility with Senior Executives, Business Owner and Clients Created Plan to Go from REACTIVE to PROACTIVE 14

15 Project Management Office Project Plan Broke down project into discreet components Product Development 15 On-Boarding / Transition Production Support / Maintenance

16 Project Management Office My GCHR Onboarding Implementation Project - Monthly Summary Dashboard Report PROJECT SUMMARY Project Authority: GPP, TBS - Project Management and Implementation Project Year: 1 Start: Target Finish: Project Completion 20% complete Reporting Period: FY Q2 [September] Target Completion Dashboard date: FY FY FY FY Status Overview Working with onboarding organizations to assess business readiness as well as identifying business requirements for HR standards and release management. 8 7 PROJECT BUDGET PROJECT BUSINESS OUTCOMES Departments and agencies in the federal public service are using My GCHR consistently Standardized information is increasingly available and consistently used to strengthen strategic workforce management and business planning in departments and agencies Effective linkages with back office transformation and interoperability PROJECT WORKSTREAM Project Management / Coordination Ongoing Product Development (system functionality and release management) Onboarding Outreach and Planning Transition Services and Support KEY Milestone / Deliverable - Q1 & Q2 - FY Complete the project charter, schedule and budget Develop a change management and engagement framework Conduct the Privacy Impact Assessment Develop a workforce management strategy Develop a benefit realization framework Define business requirements for Spring 2016 release Development work on Fall 2015 Release 2.1 is complete. Functional & Regression Testing underway 75% complete Work on PayMod is delayed due to date change. Analysis is underway to determine impact. Scoping and planning of earlier Spring 2016 release ( originally planned 30 April 2016) Finalize strategy for SDA's Finalize business readiness assessment Manually onboard HRIS- Phase 2 and HRIS- Group 2 Continue onboarding process with AAFC (May 2016), EC (July 2016) and IC (July 2016) Create a Business Readiness Toolkit (how-to guide for onboarding organizations) Departments and Agencies to provide organizational profiles Status I 01-Apr Jun Apr Jul May Sep Sep Aug Sep Nov Jan Oct Aug Apr Q Q Q Q4 30-Nov Nov Sep Oct-15 $ M 30-Oct Q Q Q Q4 18-Sep-15 Allocated Actuals Allocated Forecast Allocated Forecast Allocated Forecast Work stream Data and Reporting Develop historical data migration strategy 01-May Nov-15 Work stream Hold first meeting of reporting issue specific working group 30-Sep-15 Work stream Ongoing System Management for Regular reporting from the Help desk published on 2nd working day of every month Work stream Onboarded Organizations Monthly reporting on the (Health) Production Application Status Report Work stream Work stream KEY ISSUES BEING MANAGED BY: Sub-totals: O Planned Start Planned Finish Work stream 6 Work stream 5 Work stream 4 Work stream 3 Work stream 2 Work stream 1 I Delay of Phoenix implementation Revision of onboarding schedule for organisations onboarding in the first 6 months of II Develop the Privacy Impact Assessment Comments received and revisions being undertaken. Further consultations required on issues and gaps raised. KEY RISKS BEING MITIGATED BY: III Historical data conversion IV Official Languages strategy Historical data conversion strategy under development. Securing data conversion expertise to support onboarding organizations to ensure quality of data. PWGSC is establishing a checklist to ensure that onboarding organization's converted data does not conflict with the integrity of the production environment. Special issues working groups established with Subject Matter Experts (SME) to address current My GCHR issues. Fully articulated requirements for My GCHR does not exist. Business requirement process approved, My GCHR release management plan for being developped with Departments and Agencies. V Accessibility strategy Special issues working groups established with Subject Matter Experts (SME) to address current My GCHR issues. Potential challenges exist on the implementation team with building at the same time as onboarding. Business Readiness Assessment, processes and tools being implemented to ensure departments are ready and aware of onboarding implications. PRODUCT DEVELOPMENT/RELEASE MANAGEMENT For next major release scheduled for: ONBOARDING IMPLEMENTATION FTE FTE 30-Oct Spring # Onboarding organizations 28 9, ,294 Productivity losses and the ability to deal with these during transition to full adoption should be identified and accounted for. Business Readiness Assessment and Integrated Change Management Plan (Business/IT) being implemented to identify and address business continuity and productivity risk. % Complete - business requirements inventory identification 100% - Planning ,294 % Complete of inventory, analysed and prioritized % of inventory approved for configuration / build % Completed configuration / build for approved inventory % Built requirements accepted for installation and deployment # of minor releases for housekeeping and bug fixes to date 100% - Conversion 22 8, % - On-boarded organizations % Total FTE to be onboarded 250,903 3 % Completed 13% With a limited budget, My GCHR runs the risk of exhausting funds before critial mass of functionality can be implemented. Develop and plan the critical functionalities and potential costs to implement the full solution for My GCHR. My GCHR release management plan for being developped with Departments and Agencies. 16

17 Product Development v9.1 My GCHR - FY 14/15 v9.1 My GCHR - FY 15/16 v9.1 My GCHR - FY 16/17 v9.1 My GCHR - FY 17/18 v9.1 My GCHR - FY 18/

18 Product Development Cycle 2 Releases Per Year April and October 18

19 Proposed Onboarding Schedule Based on - Organizational Readiness - Availability of Functionality - Service Provider Capacity 19

20 Production Support 20

21 Achievements 21

22 Achievements to Date Approved Program Approach with supporting Project and Resource Plan Organizational Capability Established (Approx. 120 employees) Product stabilized and delivering expected business value 22

23 Achievements to Date Onboarding strategy evolved to ensure organizational readiness, functionality match and service provider capacity Production support function operationalized Funding Strategy Approved 23

24 Achievements to Date As of October 2015, 26 organizations / approximately 39,000 employees are being serviced by the Government of Canada Common Human Resource Solution 24

25 Lessons Learned 25

26 Lessons Learned Co Locate Teams Have a Concrete / Scalable Plan Maintain the Projects Baseline Provide Clear Direction and Reduce the Noise Report Openly / Transparently - Yellow/Red is OK Catch the Curve Balls Adjust Against Baseline 26

27 Top 10 PM Tips Be Available / Visible Earn Credibility and Respect Have Skin In the Game Know Your Business Do What You Say You Will Do Be Open / Transparent Build Relationships / Partnerships 27

28 Top 10 PM Tips Create Organizational Capability Own Up to Your Mistakes Learn from Them Manage Client Expectations Give Them What They Need Leverage Leadership Throughout the Organization 28

29 For more information Thank you for your participation today! For more information on the contents of this presentation, please feel free to contact me as follows: o Tammy Labelle, Director-General, My GCHR o Public Works and Government Services Canada o o

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