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PROJECT PLAN
February 2010
Project Plan
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Document
Date Document Revision Description Document Author
Version
1.0 Initial version Valerie Adkins, Richard Fox
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Project Sponsor for HRMS Steering Committee
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Project Plan
TABLE OF CONTENTS
1. CONTACTS 1
2. BUSINESS PROBLEM 1
3. ASSUMPTIONS 2
4. PROJECT DESCRIPTION 2
5. PROJECT SCOPE 3
6. MEASURES OF SUCCESS – PERFORMANCE PLAN SUMMARY5
7. CRITICAL MILESTONES 8
8. BUDGET PLAN SUMMARY 9
9. PROCUREMENT PLAN 11
10. RISK PLANNING 11
11. APPENDICES 14
A. Procurement Plan 14
B. Risk Management Plan 14
C. Project Change and Configuration Management Plan 14
D. Quality Management Plan 14
E. Financial Management Plan 14
F. Communication Plan 14
G. Performance Plan 14
H. Work Breakdown Structure/Project Schedule 14
I. Resource Plan 14
Project Plan
1. CONTACTS
Points of Contact
Position Title /Name/Organization Phone E-mail
Project Manager Valerie Adkins, PMP, MIT, IT Project (804) 819-4992 vadkins@vccs.edu
Manager
Proponent Agency Dr. Glenn DuBois, Chancellor Virginia (804) 819-4903 gdubois@vccs.edu
Head Community College System
Customer (User) Dr. Christopher Lee, SPHR, Associate (804) 819-4685 clee@vccs.edu
Representative Vice Chancellor
Contractor Information
Position Name Phone E-mail
2. BUSINESS PROBLEM
The functionality of the current HR and Benefits systems, while operational, is limited in its ability to provide
valuable data to the VCCS HR offices. The system is transaction based and is developed in a UNISYS programming
language and is difficult to customize and has limited support resources. Due to the age of the system, higher-
education business processes are difficult to conduct and basic HR and Payroll tasks are labor intensive. Many
colleges store only the full-time faculty and classified employee information in the PMIS system. To account for this
limitation, the colleges have created varying, alternative methods for capturing information for the adjunct faculty,
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which constitute over 50 percent of the VCCS workforce. The VCCS HR functions are also outdated and users
cannot utilize the common tools in the HR industry, such as self-service, HR metrics, ad-hoc reporting, and
enterprise applications, which limits the expansion of functionality necessary to remain competitive in the higher
education market and to meet VCCS educational and public service missions. To address these problems, VCCS
plans to implement a proven commercial solution for human resource management. The proposed system will
provide self-service access and business process support to students, faculty, and staff and improve workflow for
major human resource functions performed throughout the VCCS colleges and System Office. The enhanced
interoperability provided by the implementation of the human resource system with other VCCS internal and
external application systems will provide additional benefits from information sharing, elimination of redundant data
entry, and business process improvement.
The Oracle/PeopleSoft application offers these capabilities with a product that was designed specifically for the
Higher Education industry. The capabilities of the Oracle/PeopleSoft human resource modules will support
reengineering efforts and business process improvements. The reduction in labor-intensive basic HR and Payroll
tasks and higher education business processing will result in significant cost savings for the 23 colleges and the
System Office represented in this project.
3. ASSUMPTIONS
This project assumes that:
VCCS (VCCS System Office and the 23 colleges) are willing to implement the best practices built into the
software
The scope will be managed through a formal change control process
Project accomplishments will be acknowledged by all levels of the VCCS
Executive support will continue throughout the life of the project
There will be sufficient availability of skilled VCCS resources
The project sponsors and project management will commit to making timely decisions
Project participants are knowledgeable of their roles and responsibilities
The project team is empowered to make business process decisions
Key Assumptions
Time Line Overview
Start date 5/7/09
Go Live 1/31/11
26 month phase duration: beginning 5/7/09 and ending 6/30/11
1 month mandatory and 2 months optional Post Implementation Support
30 to 90 days post-implementation support: beginning 2/1/11 and ending (2/28/11, 3/31/11, or 4/30/
2011) depending on the needs of the project at that time
Closeout 6/30/11
4. PROJECT DESCRIPTION
Develop and implement the Human Resource modules of the Oracle/PeopleSoft Human Resource Management
System/Campus Solutions (HRMS/CS) application to facilitate human resource management at the VCCS System
Office and twenty-three colleges. The development and implementation of the Human Resources Management
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System (HRMS) are to include the integration with the current VCCS Student Information System (SIS) in a shared
database. The VCCS development and implementation of the new HRMS are to be a combined effort enlisting
external consulting services of Deloitte Consulting and existing VCCS staff.
See SOW Document (Emailed separately to PIR@vita.virginia.gov (George Williams and Chris Hinkle) –
HRMSSOWFinal.doc).
5. PROJECT SCOPE
The scope of the HRMS project is the implementation of the Oracle/PeopleSoft Human Resources modules which
includes Absence Management, Time and Labor, Payroll for North America or Payroll Interface, Benefits
Administration, Base Benefits, Human Resources, Query, Crystal, Self Service (eProfile, eProfile Manager Desktop,
Absence Management, and eDevelopment), Data Conversion, and interfaces to CIPPS, BES, and PMIS. The HRMS
system is being integrated with the existing Student Information System (SIS) using a shared database environment.
The project scope includes all phases of the project life-cycle. The specific life-cycle methodology to be employed
will include Fit/Gap analysis, design, development, testing, training, and quality assurance reviews. The
implementation includes the analysis, design, development and implementation of interfaces to the Commonwealth
of Virginia systems Personnel Management Information System (PMIS), Benefits Eligibility System (BES), and
Commonwealth Integrated Payroll Personnel System (CIPPS).
The implementation of the HRMS system is to facilitate human resource management at the VCCS System Office
and twenty-three colleges. The system will provide self-service access and business process support to students,
faculty, and staff, and improve workflow for major human resources functions performed by all VCCS colleges and
the System Office. The enhanced interoperability with other VCCS internal and external application systems will
provide additional benefits from information sharing, elimination of redundant data entry, and business process
improvement. The goal for HRMS Project is to implement a unified personnel database to manage HR functions
including position management; improve the efficiency of HR transactions and the interfaces with multiple state
systems; in addition, to implement policy improvements, best business practices and improved compliance reviews.
Oracle/PeopleSoft Modules and HR Interfaces
HR Modules & Tools
Absence Management
Time and Labor
Payroll for North America or Payroll Interface
Base Benefits
Benefits Administration
Human Resources
Query, Crystal
Self-Service Modules
o eProfile
o eProfile Manager Desktop
o Absence Management
o eDevelopment
HR Interface/Functional Requirements
o Oracle/PeopleSoft delivered Interfaces:
Human Resources Module
Benefits Administration Module
Payroll for North America or Payroll Interface (as noted above)
Absence Management Module
Time and Labor Module
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7. CRITICAL MILESTONES
See Appendix H for complete details.
User Acceptance Testing & Training Jan 7, 2011 Feb 14, 2011
Close HRMS Implementation Project Mar 22, 2011 Jul 29, 2011
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Hardware 250,000.00
Maintenance 10,000.00
Facilities 3,000.00
Telecommunicatio
ns
Training
IV&V 5,000.00
Contingency 175,000.00
(Risk)
Other 1
Other 2
5,606,813.75
Total
Telecommunicatio
ns
Training
Other 2
5,449,284.24 11,056,097.99
Total
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Hardware 250,000.00
Maintenance 20,000.00
Facilities 3,000.00
Telecommunicatio
ns
Training
IV&V 15,000.00
Contingency 350,000.00
(Risk)
Other 1
Other 2
11,056,097.99
Total
Non-General Fund
Federal
5,606,813.75
Total
Non-General Fund
Federal
5,449,284.25
Total
Non-General Fund
Federal
11,056,098.00
Total
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9. PROCUREMENT PLAN
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11. APPENDICES
A. Procurement Plan
1. HRMS Procurement Plan
B. Risk Management Plan
1. HRMS Risk Management Plan
C. Project Change and Configuration Management Plan
1. HRMS Project Change Control Plan
2. HRMS Configuration Management Plan
D. Quality Management Plan
1. HRMS Quality Management Plan
2. HRMS Testing Strategy
3. HRMS Data Conversion Strategy
E. Financial Management Plan
1. HRMS Financial Management Plan
F. Communication Plan
1. HRMS Communication Management Plan
2. HRMS Project Status and Reporting
G. Performance Plan
1. HRMS Performance Plan
H. Work Breakdown Structure/Project Schedule
1. HRMS Work Breakdown Structure/Project Schedule
I. Resource Plan
1. HRMS Resource Management Plan
2. HRMS Roles and Responsibilities Overview
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