HR/Payroll System Replacement Project

June 2, 2008 Visioning Sessions

Bert Gordon and Phil Goldstein, Project Consultant
What is HRMS?

HRMS =
Human
Resources
Management
System
What does it do?

• It is the system that delivers your pay and benefits:

What does it do?

• It also maintains over 100 fields of employee data:

Why Decision to Implement a New System?

• Currently HRMS is over 15 years old:

• vendor package
• mainframe based Cobol
• exceeded system limits

• Growing concerns about vendor.

• Growing concerns with and our ability to keep pace

with much needed changes, as well as to extract and
exchange data.

• Increased reliance on shadow

systems and duplicative efforts
to accomplish work.

• System not able to meet the growing complexity of Brown,

changing needs, and way in which work is accomplished.
 HR Project Governance

•Executive Sponsors:
Beppie Huidekoper, Karen Davis,
Michael Pickett, John Deeley,
Dick Spies, Rajiv Vohra
•Functional Owner:
Roberta Gordon

•Project Coordinator:
Pamela Voccola

•Planning Committee:
Bert Gordon, Don Schanck, Terri-Lynn Thayer, John Styer, Linnea Wolfe, Mike Enos, Phil
Goldstein (external consultant)

•Steering Committee:
Interim Planning Committee members plus…Mary Ryan, Chris Wood, Doreen Brandley
Burgers, Drew Murphy, Geoff Greene Mete Tunca, Carina Hermann, Cynthia
Schimelpfenig
 Key Dates

Important Target Dates:

•~July 1, 2008 – Send out proposals to vendors
Subject to Change and Fine-Tuning
•Late Summer/Early Fall 2008 – Conduct vendor interviews and demos

•Fall 2008– Conduct site visits and references

•Late Fall 2008 – Recommend Vendor

•October Corporation Meeting – Request approval of vendor

recommendation and to proceed past planning phase

•January 1, 2009 – December 31, 2010 – Plan, design,

and Implement

•January 1, 2011 – Go Live

Next Steps?

1. Evaluating Interim Improvement Projects:

a) Bi-Weekly Payroll Initiative – ITPRC approved in December
1) Gathered feedback
a) Impacted Employees
b) SAC
c) Payroll Administrators
d) Academic Department Managers
2) Go/No Go Decision last week
b) All student employees on Kronos – deferred
c) Outsource payroll production and pay stubs – deferred

2. Gathering info for RFP - Scope and Unique Requirements

3. Identifying Process and Policy Analyses to be performed

4. Meeting the Challenge – ensure that a new system meets core needs
and requirements and has capacity to do more as funds and priorities
dictate.
Near Term Impact

• Campus announcement of HR Project on May 13 to

Administrative Leadership Group.

• Campus team members moved to Davol 4th floor:

• Bert Gordon (100%), Christine Wood (100%),
Mike Enos (50%)

• HR team and other administrative

computing resources increasingly
devoted to this effort as year progresses.
Focus Group Discussion Questions
1. Describe the most significant challenges we will face in next three
to five years and the impact that will have on our future HR/Payroll
system, processes or services (e.g., more competitive labor
markets, regulatory changes, etc.)?

2. Describe the two or three most important changes you would like
to see this project introduce to how our HR/Payroll processes
work (e.g., self service in particular areas, more decentralized
authority for processing particular transactions, automated
workflow, etc)?

3. What are the most important analytical/ reporting capabilities that

this project should help us gain?

4. What are the most significant benefits that this project should
deliver to individual faculty and staff?

5. What are the three most important capabilities we should look for
in a new HR/Payroll system?