Project Scope Document

Human Resource Information System (HRIS)

Implementation
Project Scope Document

GenRays
Feb 01, 2016

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Table of Contents
Project Scope Description...........................................................................................................................
Customer Requirements.............................................................................................................................
Statement of Work.......................................................................................................................................
Project Deliverables.....................................................................................................................................
Acceptance Criteria.....................................................................................................................................
Work Breakdown Structure.......................................................................................................................
Project Boundaries......................................................................................................................................
Project Assumptions....................................................................................................................................
Initial Defined Risks and Constraints........................................................................................................
Project Approval..........................................................................................................................................

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Project Scope Description

GenRays implemented financial system IT project and observed real ROI resulted in cost saving and it
turned out to be company income within a six-month period. Technology adopted to do automatic
calculations by the new system saving cost per employee. The company expects the similar returns with
higher employee satisfaction by implementing HRIS.

The organization hopes, integrating financial system and HRIS system will benefit the employee with
Employee Self-Service (ESS) portals. The employee data centralization is a key factor in implementing
HRIS. The centralized database of employee information is expected to save cost per employee and
reduce errors in processing payroll system as seen before with distributed different database model.

Vendor access forms are expected to be auto-filled which will save the time of retrieving data from
multiple locations of information stores.

Uniform benefits across the locations.

HRIS project implementation expected benefits are,

1. Easy management of human capital

2. Simplify the employee career management
3. Simple and easy recruitment process
4. An easy self-reviewing system for employees and centralized processing of review process.
5. Faster payroll processing with centralized employee database and expense reporting system
6. Centralized directory with standard security and policy management across locations of the
organization
7. Position Control
8. A common place to provide push notifications to employees.
9. Universal one place reporting system.

Customer Requirements
Requirements from stakeholders:

Rory Genhardt, President & CEO

The system should provide recruiting capabilities with self-service applications.

The applicant would apply for the position and monitor their progress in the hiring process.
The system should provide the ability to analyze the data and determine who are all qualified
for job openings to provide career advancement to all the employees.
New HRIS system should track employee performance review and training courses each
employee completes.

Crystal Marshall, VP marketing

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 Database of employee information should be consolidated to the most up-to-date information,
their office location, telephone, and email contact information.
E-forms should be pre-filled for suppliers with employee database.
Resultant system should save time and cost in filling the forms

Connie Barnett, VP Finance

HR and Payroll data should be in the same system to avoid double entry and reduce mistakes
The Payroll system can be integrated with an employee self-service system (ESS). ESS
would provide a workflow for attendance approval by the manager and gives the provision to
reviewed by the employee for correctness.
Directories such as LDAP are populated with the central HR information.

Darcy Martin, VP Manufacturing

The system should save time in entering goals for a performance review by manager and
employee at the annual review.
At periodic reviews, the manager could enter information that would track success and
progress to achieve the goal.
Search capability of employee information.
The compensation capabilities would allow for analysis of the changes in compensation and
have them related to the scores employees receive in their performance review.
System should provide the analysis on the actual cost of manufacturing particular
components to see what the real return on investment is for those parts and compared to
outsourcing
HR staff and management should able to pull reports with right people in the reports from the
single database.

Ashley Burrici, HR Director

A common employee database required increasing the ability to report and manipulate data
with all the records in the same system.
ESS should allow employee to enter the information and management approve. The
employee should be able to enter the attendance information and manager can approve to
provide benefits such as vacation time and sick leave linked to attendance instead of years of
service
The system should track certifications and education requirements quickly from a single
database to save time.
Having employee self-service to keep time and see benefits will be helpful. Employees
should able to change their benefits and approve them
Performance review management and links to compensation would be useful to do appraisals
of the employee salaries one each year.
HRIS would produce reports according to government compliance and send e-mails to all
employees would save money and time.

Brian Jenkins, IT Director

Consolidate the data and reduce the number of database systems to maintain.

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 Additional requirements:

Rylee Anderson, Plant Manager (manufacturing site 1)

The most beneficial of the would be position control allow analysis of the data by salary
grade and job title.
The system should help standard pay for the same level of work across the manufacturing
locations.

Tyler Guerts, Plant Manager (Manufacturing Site 2)

Record all intern information with their data and proactively fill the open positions from this
intern database.

Jonathan Hartwig, HR Staff Member at Site 2

Record training records into a database and analyzes the information how the employee is
benefitted with training to move to another position with more authority.
Keep all the training data at one single database system to analyze training data with the
current position of the employee.

Statement of Work
The project team will perform various stages of project includes

Initiate
Plan
Execute
Monitor and control
Training
Close project

The project management is responsible for implementing the HRIS project within defined boundaries by
Executive Committee. The project team has a responsibility of reporting project key milestones, risks and
control disruptions throughout the project in progress.

The project team will prepare selection criteria on vendor selection process. Part of project planning
includes vendor selection, IT infrastructure configuration, data migration to the centralized data
repository. The project should meet the requirements defined by the stakeholders, and it should perform at
optimal performance benchmark. At the end of project lessons learned will be documented and archived
in the library for future project guidance.

Project Deliverables
Deliverables are classified under different phases of project.

Project Deliverables Time Frame Responsibility

phase

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Initiation Project Chapter Jan 10 Jan 25, 2016 Project Manager and
Needs Analysis Document stakeholders
Vendor Selection Criteria
Project Approval

Planning Project Management Plan Jan 26 Feb 28, 2016 Project Management
Project scope document Team
Resource allocations
WBS
Vendor selection

Execute Procurement of IT infrastructure Mar 01 Apr 8, 2016 Project Management

HRIS system implementation Mar 16 Apr 19, 2016 Team, vendor, IT
Centralized database Mar 21 Apr 6, 2016 staff, Procurement
Apr 20 Apr 26, 2016 team
Training material

Training Training to IT staff Apr 27 May 05, 2016 Project Management

Training to Executives Team, Vendor,
Training to managers Stakeholders
Training to all employees

System Live HRIS May 08 May 15, 2016 Project Management

Launch Team, Vendor, IT
Close Stakeholders Approval for project Project Management
project closure Team
Project Closure document May 16 May 22, 2016
o Lessons learned

Acceptance Criteria
The HRIS project should fulfill the project requirements defined by stakeholders.

Stakeholder Requirement System component

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Ashley 1. Link performance review with compensation 1. Annual review
Burrici to help annual review
2. Employee should be able to enroll, review
and modify their benefits 2. Benefits management
3. Single database for employees certification 3. Centralized data
and educations requirements. repository
4. ESS should provide single system to enter 4. ESS
employee information, allow to fill
attendance information to HRIS system with
manager approval workflow
5. HRIS should send push email notification to
employees on related to Government 5. Compliance reporting
compliance issues

Rory 1. HRIS should provide recruiting capabilities 1. Recruitment

Genhardt with applicant monitor their progress in the
hiring process
2. HRIS should provide analysis report on
finding qualified candidate for open positions, 2. Succession planning
allowing for professional growth and
advancement

Crystal 1. Single database with up-to-date employee 1. Centralized data

Marshall information repository
2. HRIS should improve efficiency of E-forms 2. E-Forms
filling by suppliers

Connie 1. Centralized LDAP repository without any 1. Centralized data

Barnett double entries repository
2. ESS should allow the employee to enter 2. ESS
attendance, manager to approve, and
employee to review for correctness before
payroll run.

Darcy Martin 1. HRIS should provide search capability to 1. Centralized data

employee performance reviews. repository
2. HRIS should allow employee to enter goals 2. ESS
and manager during annual review process
3. Provide compensation analysis on the actual
cost of manufacturing particular components 3. Reports
against ROI compared to outsourcing
4. Compensation reports related to the scores
employees receive in their performance
review
4. Reports

Brian Jenkins 1. Single database system to maintain 1. Centralized data

repository

Rylee 1. HRIS should provide position control allow 1. Reports

Anderson analysis of employee data by salary grade and
job title

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 2. HRIS should define standard pay for the same
level of work across the manufacturing 2. Standardization
locations

Tyler Guerts 1. HRIS should store all the intern information 1. Recruiting
2. HRIS should match open positions 2. Recruiting
proactively with intern qualifications and help
in offering a job

Jonathan 1. HRIS should provide report how the training 1. Reports

Hartwig helping employee performance to move to
another position with more authority
2. Keep all training data at one single database
system
2. Centralized data
repository

Work Breakdown Structure

WBS Duration Start date End date

Item Description Responsible Deliverables

GenRays HRIS 95 days 1/10/17 5/22/17

HRIS
Implementation

12 days 1/10/17 1/25/17 Project Team,

Project Initiation Project Charter
1.0 Stakeholders

5 days 1/10/17 1/16/17 Project

Needs Analysis
1.1 Manager

3 days 1/17/17 1/19/17 Project

Project Charter
1.2 Manager

2 days 1/23/17 1/24/17 Project

Vendor Selection Criteria Manager,
1.3 Ashton

1.4 Project Approval 1 day 1/25/17 1/25/17 Stakeholders

2.0 Project Planning Phase 24 days 1/26/17 2/28/17 Project Team & Project
Stakeholders Management

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 Plan

Develop Project Scope 5 days 1/26/17 2/1/17 Project Project Scope

2.1 Document Manager Document

2 days 2/1/17 2/3/17 Resource

Resource planning Alex, Madison
2.2 allocation

Create Stakeholder 2 days 2/6/17 2/7/17 Project Stakeholder

2.3 Register Manager Register

Create Communication 2 days 2/8/17 2/9/17 Project Communication

2.4 Plan Manager Plan

2 days 2/10/17 2/13/17 Project Risk

Create Risk Management
Manager, Management
Plan
2.5 Ashton Plan

Create Cost Management 2 days 2/14/17 2/15/17 Project

Budget plan
2.6 Plan Manager

2 days 2/16/17 2/17/17 Project

Create Quality Quality
Manager,
Management Plan document
2.7 Ashton

2 days 2/20/17 2/21/17 Project

WBS Dictionary creation WBS Dictionary
2.8 Manager

1 days 2/22/17 2/22/17 Project

Project Plan Approval Manager &
2.9 Stakeholders

4 days 2/23/17 2/28/17 Shannon,

HRIS vendor
Vendor Selection Jayden, Dakota,
selection
2.10 Shea

43 days 3/1/17 4/28/17 HRIS

Project Execution Phase
3.0 Implementation

5 days 3/1/17 3/7/17 Ashton,

Analyze existing System
3.1 Kendall

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 3 days 3/8/17 3/10/17 Software
Procure IT infrastructure Drew licenses,
3.2 hardware

3 days 3/13/17 3/15/17 Deployment

Configure deployment Kendall,
environment
environment Ashton, Amari
3.3 configured

25 days 3/16/17 4/19/17 HRIS initial

HRIS Installation and
Project Team system
configuration
3.4 configured

Design system 3 days 3/16/17 3/20/17 System design

Kendall, Ashton
3.4.1 implementation document

5 days 3/21/17 3/27/17 GenRays related

Custom
Kendall custom
Development
3.4.2 development

4 days 4/03/17 4/6/17 Functional

Database
HRIS with
Integration with Jessi
integrated
HRIS
3.4.3 database

8 days 4/7/17 4/18/17 Rylee, Ashton, Quality

HRIS testing Morgan, assurance
3.4.4 Dakota passed

1 day 4/19/17 4/19/17 HRIS

HRIS deployment
Project Team deployment
completion
3.4.5 completion.

3.5 Database Design 3 days 3/21/17 3/23/17 Jessi, Ashton

Data Migration to 5 days 3/27/17 3/31/17

Centralized data
Centralized data Jessi, Ashton
repository
3.6 repository

5 days 4/20/17 4/26/17 Alex, Bailey, Training

Training documentation
3.7 Chris documents

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4.0 Training 7 days 4/27/17 5/5/17 Staff Trained

2 days 4/27/17 4//28/17 Training plan

Training planning Alex
4.1 document

5 days 5/1/17 5/5/17 Bailey, Chris, Training

Provide Training
4.2 Alex complete

5.0 HRIS Launch 6 days 5/8/17 5/15/17 HRIS Live

Move HRIS from Testing 1 day 5/8/17 5/8/17

Kendal, Ashton
5.1 to Staging

1 day 5/9/17 5/9/17 Ashton, Carson,

Review final quality
5.2 Rylee

Move HRIS from Stage 1 day 5/10/17 5/10/17

Kendall
5.3 to Production

1 day 5/11/17 5/11/17 Rylee, Ashton,

Final Quality review Morgan,
5.4 Carson, Dakota

HRIS environment 1 day 5/12/17 5/12/17

Kendall
5.5 Security review

1 day 5/15/17 5/15/17 Final system

Go live Kendall
5.6 ready

5 days 5/16/17 5/22/17 Project Closure

Close Project
6.0 Approval

Document Lessons 2 days 5/16/17 5/17/17 Project

6.1 Learned Manager

6.2 Stakeholders Approval 1 day 5/18/17 5/18/17 Stakeholders

Archive the document in 1 day 5/19/17 5/19/17 Project

6.3 the library Manager

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Project Boundaries

Schedule Project will start after W-2s are issued and closes before the end of the year.

Budget Project has to be completed within the budget allocated. Of $103,000

Resources Project planning should consider resources work Limits as per the organization policy. Any
conflicts in availability, resource manager have to approve the availability.

Physical Security Project doesnt integrate with physical security policy like key card access mechanism
to track the employee work hours

Project Assumptions
1. HRIS product will be purchased from the competitive vendor.
2. In-house custom development executed in building HRIS product.
3. There is no overtime cost paid to resources.
4. The company has a policy in place to resolve resource allocation conflicts.
5. The company will provide a resource for each knowledge area.
6. There is procurement team to purchase the required hardware and software, and it coordinates
with IT department.
7. The organization will purchase HRIS required hardware and software requirements.
8. There is a process defined by previous projects to handle change requests while executing the
project.
9. Natural and political influences will not have considered as part of project planning and
scheduling.
10. The vendor will provide engineering assistance in deploying the product.
11. The vendor will provide training material about the system implementation.
12. The company will do the acceptance testing.
13. Best practices in planning and execution will be followed from the previous project.
14. The company allocated budget will be released based schedule and need.
15. The company had IT infrastructure to accommodate the new hardware.
16. The scope of the project is limited to that described in the project charter.

Initial Defined Risks and Constraints

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 Likelihood Degree
of of
Occurrence Impact
Risk Impact (L,M,H) (L,M,H) Action Trigger Responsibility Response Plan

Over a period
The project plan should
new
be adjusted and change
Requirements Schedule requirements or
M H Stakeholders request approval
Change Changes compliance
process should be
requirements
followed.
changed

Select another competent

Resource and adjust the
Loss of Schedule Resource Leave project plan according
M M Project Manager
Resource Changes Company to resource availability.
Follow the previous
project learnings

Some features
may not be
Complex as vendor Modify the project plan
Project
System presented Project Manager, and prioritize the
L H requirements
Configuratio due to Vendor complex task as first to
changed
n implementati finish
on
complexity

System is not
Plan high availability
accessible
Natural Project Manager, across all geo locations
due to power L H Nature calamities
Disaster Vendor of the organization's
unavailabilit
units
y or other

Key: L = low, M = medium, H = high

Project Approval
Approved by the Project Sponsor:

Rory Genhardt President & CEO__ Date:December 12th, 2016

<Project Sponsor> <Project Sponsor Title>

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