2012 implementation. Scope Statement A high-level project description of the project (i.e. statement of work)

Transcription

1 Project Charter 2012 HR-002 Electronic Recruitment Software Project Manager: Manager Human Resources Sponsor: Dean Screpnek, General Manager Corporate Services Budget Condition: Unfunded Scope Statement A high-level project description of the project (i.e. statement of work) Conduct a review and selection of electronic recruitment software that, if implement, will provide efficiencies and reduce the time required by staff to collect, track and screen job applications. Project Justification Provide the justification for the project. i.e. needs assessment, Council direction, regulatory requirements, safety, efficiency or cost savings, revenue Human Resources currently receive approximately 5,000 job applications per year. These job applications are currently manually printed, recorded in a spreadsheet, qualifications are documented and candidates are screened to create a short list of applicants who will be interviewed. Currently, these duties are completed by the HR Administrative Assistant and the HR representative and it is estimated that this consumes approximately 975 hours per year at an approximate cost of $33,150 per year. Electronic recruitment software packages have been adopted by other municipalities and have proven to improve efficiencies. Electronic recruitment software will allow applicants to submit job applications electronically on-line and the software will create a database and priorize the applications based on predetermined qualification and criteria, therefore reducing the time required to perform these tasks manually. The software would also provide better reporting capabilities for Human Resources such as tracking number of applicants, source of where the applicant saw the job posting, and tracking of applicants who have applied or been interviewed previously. These are additional duties which are currently done manually by HR staff. An appropriate review should be done of all available electronic recruitment software alternatives. The review should consider factors such as functionality of the product; impact on existing internal resources; cost of implementation; ease of use; and ongoing license or maintenance fees. It is anticipated that an appropriate out of the box software program could be selected and implemented during Implementation of electronic recruitment software will reduce the current workload of the HR Administrative Assistant and the Recruitment representative who are challenged by high workload demands due to recruitment. Therefore, it will reduce some of the overtime hours which are currently being worked to meet these demands. This software will not reduce the service to our clients; rather it will allow Human Resources to maintain current levels of service more efficiently and will provide greater reporting ability. Project Schedule Provide a summary of the major schedule milestones Land acquisition Preliminary design Design Construction Commissioning 2012 implementation Filename: HR-002 Electronic Recruitment Software

2 Project Charter 2012 HR-002 Initial Cost Estimate Provide a conceptual cost estimate (-25% to +50%) and background of how the numbers were derived; estimate in current year $$. Potential funding sources earmarked and/or special grants, stakeholder contribution Potential operating impacts upon commissioning of the project Initial cost (2012): $25,000 capital Life Cycle Costing Provide an conceptual cost estimate (-25% to +50%) for items like building heating, insurance costs, equipment replacement timelines and cost, anything that is needed to make the building run until its ultimate value has been met. A depreciation value of the infrastructure that will indentify when the building requires replacement. Project Risks or Constraints Provide a high-level summary of any project constraints that may affect the project. N/A Human Resources is at risk of burning out existing staff due to the constant high workload demands. Alternatively, we would need to consider additional staffing for the recruitment function. Public Art Accession NA 1% of the total project cost needs to be identified as public art accession. Building projects (new buildings and major restorations of City-owned buildings and building project costs) are the only projects affected with the 1% public art accession. Stakeholder Analysis Name & Role Responsibility or Contribution Filename: HR-002 Electronic Recruitment Software

3 Project Charter 2012 HR-002 Assumptions Assumption: Provide a list of all assumptions (factors assumed to be true for purpose of planning purposes) Impact if assumption is incorrect: Revision History Revision date Revised by Approved by Description of change Project Sponsor (name, position & signature) This section is to be completed when the project has been through the corporate capital projects committee and SLT for review and advancement and has been approved by Council for funding within the 3-Year Capital Plan. This charter serves to announce the initiation of the [project name] project. [Project manager name] has been selected to lead this project. Please provide your complete cooperation to the project and to [project manager name]. Corporate Capital Projects Committee Rep (name, position & signature) Note: This charter formally authorizes the project manager and is sent out from the sponsor or corporate capital projects committee. Ensure all primary stakeholders, CPO, Finance and Risk & Insurance are sent a copy of this document and notified we plan to proceed. Project Manager has contacted finance to verify project funds are available. Filename: HR-002 Electronic Recruitment Software

4 Project Charter 2012 l ITSV-001 Office Automation Years 2012 through to 2021 Project Manager: Art Krutz Information Technology Services Sponsor: Dean Screpnek General Manager of Corporate Services Budget Condition: Funded Scope Statement Each department submits their office automation requirements to Information Technology Services for consolidation in a central budget. These funds are designated to implement technology in accordance with the City's office automation strategy. Project Justification The Office Automation fund is approved by Council on an annual basis. Project Schedule None Initial Cost Estimate Life Cycle Costing Project expenditures will be $50,000 for each and every year unless determined to be different through the budget process. In 2011 the expenditures will be $25,000. N/A Project Risks or Constraints None Public Art Accession N/A Stakeholder Analysis Name & Role ITS Department All departments Responsibility or Contribution Project Management Those that will make Office Automation requests. Assumptions Assumption: None Impact if assumption is incorrect: Revision History Revision date Revised by Approved by Description of change Filename: ITSV-001 Office Automation Program Last Revised January 2011

5 Project Charter 2012 l ITSV-001 Project Sponsor (name, position & signature) This section is to be completed when the project has been through the corporate capital projects committee and SLT for review and advancement and has been approved by Council for funding within the 3-Year Capital Plan. This charter serves to announce the initiation of the [project name] project. [Project manager name] has been selected to lead this project. Please provide your complete cooperation to the project and to [project manager name]. Corporate Capital Projects Committee Rep (name, position & signature) Note: This charter formally authorizes the project manager and is sent out from the sponsor or corporate capital projects committee. Ensure all primary stakeholders, CPO, Finance and Risk & Insurance are sent a copy of this document and notified we plan to proceed. Project Manager has contacted finance to verify project funds are available. Filename: ITSV-001 Office Automation Program Last Revised January 2011

6 Project Charter 2012 l ITSV-002 Office Systems Replacement Plan Years 2011 through to 2021 Project Manager: Art Krutz Information Technology Services Sponsor: Dean Screpnek General Manager of Corporate Services Budget Condition: Funded Scope Statement Project Justification The Office Systems Replacement Plan provides administration with the information necessary to plan for proper, cost effective, replacement and upgrade of office equipment while maintaining consistency, compatibility and leading edge technology throughout all departments. The plan covers all computer hardware, software, copiers, mailing equipment and fax machines, and scheduled replacements as per the approved replacement plan. The Office Systems Replacement Plan has been ratified by Council. Project Schedule Initial Cost Estimate None Cost estimates are established for each year as prescribed by the formal replacement plan $566, $928, $755, $539, $854, $723, $768, $574, $482, $647, $954,900 Life Cycle Costing N/A Project Risks or Constraints None Public Art Accession N/A Stakeholder Analysis Name & Role ITS Department All departments Responsibility or Contribution Project Management Equipment Owners Assumptions Assumption: None Impact if assumption is incorrect: Filename: ITSV-002 Office Systems Replacement Plan Last Revised January 2011

7 Project Charter 2012 l ITSV-002 Revision History Revision date Revised by Approved by Description of change Project Sponsor (name, position & signature) This section is to be completed when the project has been through the corporate capital projects committee and SLT for review and advancement and has been approved by Council for funding within the 3-Year Capital Plan. This charter serves to announce the initiation of the [project name] project. [Project manager name] has been selected to lead this project. Please provide your complete cooperation to the project and to [project manager name]. Corporate Capital Projects Committee Rep (name, position & signature) Note: This charter formally authorizes the project manager and is sent out from the sponsor or corporate capital projects committee. Ensure all primary stakeholders, CPO, Finance and Risk & Insurance are sent a copy of this document and notified we plan to proceed. Project Manager has contacted finance to verify project funds are available. Filename: ITSV-002 Office Systems Replacement Plan Last Revised January 2011

8 Project Charter 2012 LEGAL-001 Risk Management Information Software Project Manager: Manager, Risk and Insurance Sponsor: Dean Screpnek, General Manager Corporate Services Budget Condition: Funded Scope Statement A high-level project description of the project (i.e. statement of work) Project involves research and implementation of a Risk Management Information System (RMIS) software program. Evaluate opportunities for coordinated RMIS implementation with HR. Project Justification Provide the justification for the project. i.e. needs assessment, Council direction, regulatory requirements, safety, efficiency or cost savings, revenue Review and selection of software that if implemented will improve tracking and management of claims and improve recording, reporting and management of the Insurance Risk Reserve. A RMIS is specialized software that will facilitate the delivery of the Insurance Program, improve efficiency in recording data, manage claims costs and the status of the City s claims fund, decrease redundancies, increase the integrity of data, manage policy details, and improve reporting of loss trends to City departments. Agresso does not provide an effective way to do this type of tracking and reporting. Project Schedule Provide a summary of the major schedule milestones Land acquisition Preliminary design Design Construction Commissioning Initial Cost Estimate Provide a conceptual cost estimate (-25% to +50%) and background of how the numbers were derived; estimate in current year $$. Potential funding sources earmarked and/or special grants, stakeholder contribution Potential operating impacts upon commissioning of the project Life Cycle Costing Provide an conceptual cost estimate (-25% to +50%) for items like building heating, insurance costs, equipment replacement timelines and cost, anything that is needed to 2012 implementation Based on preliminary investigation of basic RMIS programs Initial cost (2012): $20,000 capital License fee: $6,000 operating N/A Filename: LEGAL-001 Risk Management Information Software Last Revised January 2011

9 Project Charter 2012 LEGAL-001 make the building run until its ultimate value has been met. A depreciation value of the infrastructure that will indentify when the building requires replacement. Project Risks or Constraints Provide a high-level summary of any project constraints that may affect the project. Basic RMIS programs are typically web-based, therefore the storage of information and the technical support are both off-site. Public Art Accession NA 1% of the total project cost needs to be identified as public art accession. Building projects (new buildings and major restorations of City-owned buildings and building project costs) are the only projects affected with the 1% public art accession. Stakeholder Analysis Name & Role Responsibility or Contribution Assumptions Assumption: Provide a list of all assumptions (factors assumed to be true for purpose of planning purposes) Impact if assumption is incorrect: Web-based system would not pose compatibility issues. A RMIS system typically includes modules for employee health and safety, worker injury claims tracking, and return to work programs so a coordinated Risk and Insurance/HR implementation may be an option. Revision History Revision date Revised by Approved by Description of change Filename: LEGAL-001 Risk Management Information Software Last Revised January 2011

10 Project Charter 2012 LEGAL-001 Project Sponsor (name, position & signature) This section is to be completed when the project has been through the corporate capital projects committee and SLT for review and advancement and has been approved by Council for funding within the 3-Year Capital Plan. This charter serves to announce the initiation of the [project name] project. [Project manager name] has been selected to lead this project. Please provide your complete cooperation to the project and to [project manager name]. Corporate Capital Projects Committee Rep (name, position & signature) Note: This charter formally authorizes the project manager and is sent out from the sponsor or corporate capital projects committee. Ensure all primary stakeholders, CPO, Finance and Risk & Insurance are sent a copy of this document and notified we plan to proceed. Project Manager has contacted finance to verify project funds are available. Filename: LEGAL-001 Risk Management Information Software Last Revised January 2011

11 Project Charter 2012 LEGIS-001 Council Chambers Upgrade Phase 2 Project Manager: Chris Belke, CLO Sponsor: Dean Screpnek, General Manager, Corporate Services Budget Condition: Unfunded Scope Statement A high-level project description of the project (i.e. statement of work) Project Justification Provide the justification for the project. i.e. needs assessment, Council direction, regulatory requirements, safety, efficiency or cost savings, revenue This project complements a minor 2008 renovation to the external entrance to, and interior of, Council Chambers. This second phase would see the replacement of the seating area, upgrade of Council and Administrative workspaces/desks, upgrades for Council s voting system, integration of technology into the facility, and improvements to Council Lounge. As St. Albert Place is likely to continue as the seat of government into the future, a long-term solution in Council Chambers would be prudent. This renovation is designed to improve the facility, while also accommodating a larger municipal Council and Administration (assumption linked to continued growth), new technologies, and a more complex governance process. The upgrade will reflect the pride of our community and organization, improve the functionality of the facility for our users, support electronic records management and e-governance efforts, and improve the governance process in general. The building's existing architecture will be respected at all times. This renovation includes: The replacement of Council s desk (to enhance the aesthetic of Council Chambers, increase Council's prominence both in Chambers and on television, improve Council's comfort and productivity, support built in voting systems, support integrated computing capacity linked to electronic records, provide improved lighting, and support "built in" audio technology; New voting system software / hardware to provide increased remote meeting capability, instant messaging capacity, and increased scalability. Note: voting screens to be replaced as per Office Systems Replacement Plan; Replacement of the seating in the Public Gallery with new, more comfortable seating; Replacement of the Administrative workstations with a built-in solution, matching the aesthetic of the new Council desk and incorporating the items listed above; and The addition of a built-in projector and SmartBoard in the Council Lounge to address business needs. New furniture may also be contemplated, budget permitting. Filename: LEGIS-001Council Chambers Upgrade-Phase 2.docx Last Revised January 2011

12 Project Charter 2012 LEGIS-001 Project Schedule Provide a summary of the major schedule milestones Land acquisition Preliminary design Design Construction Commissioning Initial Cost Estimate Provide a conceptual cost estimate (-25% to +50%) and background of how the numbers were derived; estimate in current year $$. Potential funding sources earmarked and/or special grants, stakeholder contribution Potential operating impacts upon commissioning of the project Design 2013 Q Q2 Approvals 2014 Q2 Construction / Installations Summer 2014 $202,000 (+/- 50%) Figure based on 2008 contractor estimate. Negligible operating impacts anticipated. Life Cycle Costing Provide an conceptual cost estimate (-25% to +50%) for items like building heating, insurance costs, equipment replacement timelines and cost, anything that is needed to make the building run until its ultimate value has been met. A depreciation value of the infrastructure that will indentify when the building requires replacement. Project Risks or Constraints Provide a high-level summary of any project constraints that may affect the project. Impact needs to be minimized on: City Council business members of the public attending Council meetings members of Administration providing advice to Council Public Art Accession NA 1% of the total project cost needs to be identified as public art accession. Building projects (new buildings and major restorations of City-owned buildings and building project costs) are the only projects affected with the 1% public art accession. Stakeholder Analysis Filename: LEGIS-001Council Chambers Upgrade-Phase 2.docx Last Revised January 2011

13 Project Charter 2012 LEGIS-001 Name & Role Responsibility or Contribution Assumptions Assumption: Provide a list of all assumptions (factors assumed to be true for purpose of planning purposes) Assumptions include that: City Council will have grown in size by 2014 City Administration will have grown in size by Materials in Council Chambers will continue to deteriorate at current rates. Impact if assumption is incorrect: Revision History Revision date Revised by Approved by Description of change Project Sponsor (name, position & signature) This section is to be completed when the project has been through the corporate capital projects committee and SLT for review and advancement and has been approved by Council for funding within the 3-Year Capital Plan. This charter serves to announce the initiation of the [project name] project. [Project manager name] has been selected to lead this project. Please provide your complete cooperation to the project and to [project manager name]. Corporate Capital Projects Committee Rep (name, position & signature) Note: This charter formally authorizes the project manager and is sent out from the sponsor or corporate capital projects committee. Ensure all primary stakeholders, CPO, Finance and Risk & Insurance are sent a copy of this document and notified we plan to proceed. Project Manager has contacted finance to verify project funds are available. Filename: LEGIS-001Council Chambers Upgrade-Phase 2.docx Last Revised January 2011