PMIS Phase 1Haiti Site Visit – Technical Discussion

PMIS Change Management Team28 Aug 2014

PMIS Phase 1Haiti Site Visit – Administration Discussion

PMIS Change Management Team28 Aug 2014

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Topics

PMIS Scope and guiding principles

Workday functionality

Change impacts

Workday roles and high impact process examples

Training requirements by role

Discussion – benefits, issues, concerns for PMIS in Haiti

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Why PMIS?

Simplify and streamline business processes

Reduce manual data entry and manipulation

Improve quality and timeliness of information

Interconnect administrative systems– Human Resources, Payroll, Finance, Procurement, Budget

Strengthen disaster recovery/business continuity

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Guiding Principles

Configurable, not customizable– Updates twice a year means continuous change management

Same rules, new tools– Procedures and forms will change

– Policies are not changing

Same system for regional office and country offices/centers– Business processes do not vary between Departments or Country Offices

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Scope – systems that will be replaced

Phase I (Jan 2015)Workday

Phase II (Jan 2016)Workday + Tidemark

Out of Scope

PAS (HRM system) AMPES/OMIS E-Recruitment

HR Express FAMIS Taxes

HR Tracking System SOS Pension

Flexi-time AMS/FMS (Budget) Staff Health Insurance

Leave Tracking System ADPICS AETNA/Pharmacare

e-PPES Travel-On

Payroll SharePoint/Document Management

CTACs (correspondence)

GBOTs and translation tracking systems

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Functionality – Employee Self Service

Absences – Manage absence / leave of absence requests

Time Off – Request, manage, and correct time off

Benefits – Enter dependent events, benefits changes

Worker Profile – Manage and maintain contact info, licenses, passports & visas, government IDs, preferred name, photo, professional profile

Payroll – View compensation and withholding deductions, print pay slips, select pay slip delivery options, add accounts to direct deposit, managing direct deposit

Performance – Complete self-evaluation for performance review, get additional reviewer input, manage goals

Talent – Manage career/job interests, relocation preferences, travel preferences, accomplishments, certifications, education, external job history, work experience

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Functionality – Manager Self Service

Manage personnel absences and leave of absences

Create / edit positions

Hire / terminate personnel

Change jobs

Manage contingent workers

Requisition jobs

Manage travel preferences

Complete manager evaluation for performance review, cascade goals, get feedback on personnel, give feedback

Assess personnel potential, give / manage awards

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Functionality – Human Capital Management

Create, edit, and close positions

Hire, terminate

Change jobs

Manage contingent workers

Requisition jobs

Manage compensation

Manage Worker Profile – IDs, service dates

Move workers

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Functionality – General

Task delegation

Inbox

Team pages, dashboards, account preferences

Directory / search

Reports

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Change impact for Workday

Significant Changes Change Implications

All business process steps clearly visible• Status of requests/ approval are tracked • Bottlenecks easily identified and resolved• All business processes are auditable

Business processes simplified (max. 3 signatures)

• Improved efficiency through simplification • People accountable for decisions

Easy access to information in one place• Improved mission support - communication,

collaboration, and crisis response• Greater personal effectiveness

Standard (Workday) roles by business process (approx. 300 delivered BPs)

• Consistency in tasks assignment• Clarity around jobs and processes

Individual closest to data enters data• Improved accountability• Increased accuracy

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Software + Effective Management => Value

Workday will: Workday will enable management to:

Provide process transparency to identify bottlenecks Resolve bottlenecks

Provide management analytics on process efficiencies

Make decisions based on a rich set of actual data

Empower COs and other entities to perform their routine transactions Speed up processes

Improve consistency and efficiency of HRM’s involvement in processes

Free up HRM resources to spend a greater portion of time on higher value added work

Provide better tools to manage / track talent and put the right people in the right roles

Make better staffing decisions

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“Personnel” Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Non-Staff Ministry and Agency at country level

(MINP, MING, AGNF) Insurance Only (IPOP, IPOG)

“Contingent Worker”

Non-Staff Agency at Headquarters (AGNH, OSP) Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Language Services (Translators, Revisers,

Interpreters)

“Personnel” and “Contingent Workers”

People are categorized in Workday as either “Personnel” or “Contingent Workers”

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Roles in Workday: Job Titles versus Roles

Every individual plays one or more roles in Workday– All PAHO personnel and contingent workers will be assigned at least one role – either

“Personnel” or “Contingent Worker”.

– Additional roles will be assigned depending on the individual’s job function

Workday interacts with personnel and contingent workers based on roles, not titles

Roles do not determine pay grade, as titles do

Workday roles allow personnel and contingent workers to, depending on the role:– Access to specific areas of functionality within the system

– Participate in business process execution

– Access processes or reports

– Edit / update specific types of data

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Key Roles in Workday

Compensation Finance Partner

Absence Partner

Benefits Partner

Contingent Workers

Compensation Administrator

PBU Comp. Finance Partner

Personnel

HR Administrator

HR Partner

Manager

Recruiter

Succession Partner

Talent Manager

HRM Partner-HR

HRM Comp. Partner

Cost Center Manager(“allottee”)

HRM

By Country Office/Center

GeneralPopulation

PBU

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Workday Role: Personnel as selves

Item Detail

Description Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Non-Staff Ministry and Agency at country level (MINP,

MING, AGNF) Insurance Only (IPOP, IPOG)

Examples Enter, view, update their personal information via Employee Self-Service, search directory, request leave, initiate benefit changes, initiate performance evaluations

Tasks Employee Self-service information entry / update. Initiation of various processes, e.g. Leave requests, benefits changes

Data Access Their own personal information and directory information for others

Issues / Considerations None

PAHO Job Titles All staff postsAll non-staff posts - Agency, Ministry

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Workday Role: Contingent Workers as selves

Item Detail

Description Non-Staff Agency at Headquarters (AGNH, OSP) Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Language Services (Translators, Revisers, Interpreters)

Examples Enter, view, update their personal information via ESS, search directory

Tasks Employee Self-service information entry / update.

Data Access Their own personal information and directory information for others

Issues / Considerations None

PAHO Job Titles All contingent workers

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Workday Role: Manager, aka Supervisor

Item Detail

Description Defined as anyone who supervises other workers and every manager will have a supervisory organization that houses their direct reports. Role performs limited HR management functions for assigned organizations (Note: Does not need to be the head of an entity.)

Examples Initiate job requisitions and position requests. Initiate hire of non-staff posts and contract contingent workers.

Tasks Manager Self Service Approvals, e.g. performance, leave requests

Data Access Access to “My Team” data which includes data concerning their team members (everyone below), excluding benefits, dependents info, bank account information

Issues / Considerations Workday uses the terms Manager and Supervisor interchangeably.

PAHO Job Titles Director, Unit Chief, PWR, Center Director, Manager, Supervisor, Specialist, etc. Anyone who supervises.

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Role: Cost Center Manager

Item Detail

Description Manages the finances of a budget entity / cost center. Has Delegation of Authority for financial transactions. Usually the head of the entity.

Examples Final approver for staff posts & non-staff post requisitionsNotified of staff posts & non-staff post worker hires

Tasks Approve financial events impacting their budget entity / cost center

Data Access For Phase 1 financial access will be through legacy systems

Issues / Considerations Knowledge of and access to legacy financial systemsAbility to determine availability of fundingMust be a staff memberNo sensitive information access

PAHO Job Titles Entity Manager (Allottee)

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Terminology – Business Processes & Roles

New language Meaning Old language

Business process (BP)

Work to be done, the order in which that work is done, and who needs to do what in order to complete work

Procedures or Guidelines linked to from the E-Manual or in GIBs

Sample BP:“Create job requisition”

“Create job requisition” starts the hiring process

A to-do step of the PAHO562

Sample BP: “Create hire”

“Create hire” hires a person as PAHO personnel after selection

A to-do step of the PAHO562

Workday Roles

PAHO personnel assignments in Workday with specific BP responsibilities and associated security permissions

Roles exist in PAHO, but are not standardized

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Workday Role: HR Partner

Item Role Detail

Description • Perform HR management functions for the entity

Examples

• Initiates job requisitions for staff posts & non-staff posts• Initiates hire for non-staff posts• Initiates new positions (those that are not in the HR plan• Manages Job Requisitions, Positions, Worker Data, Terminations

and Reports

Tasks• Initiates Human Capital Management (HCM) business processes

within his/her entity

Data Access• Access to assigned organization(s)’ HR data, excluding

performance, benefit, dependent data, and bank account information

Issues / Considerations • Needs to undertake enough transactions to retain skills

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Workday Role: Comp. Finance Partner

Item Role Detail

Description • Performs commitment accounting functions for entities

Examples• Approves requisitions for non-staff posts• Receives notification of non-staff post hires

Tasks • Approves entity budget

Data Access • Financial information (During Phase 1: from AMPES/OMIS)

Issues / Considerations• Person ensures funding availability for non-staff posts by entity • During Phase 1: knowledge of AMPES/OMIS is required

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PMIS Role: PMIS Trainer

Item Detail – this is NOT a Workday Role

Description• Offers 1st level PMIS Support• Introduce new-hires to PMIS

Examples• First person to contact if anyone in your entity has a problem with

using Workday – going forward the first point of contact is the PMIS Trainer for business process support, not ITS

Tasks• 1st level support on business processes and reporting• Collects issues and logs them for action with PMIS Support

Data Access • Same access as HR Partner.

Issues / Considerations • Able to view personnel information.

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Specific Business Processes to illustrate*

Roles and Workday terminology

Process simplification and transparency

Reduced number of approvals

BP for hiring staff posts in the approved HR Plan

BP for hiring non-staff posts in the approved HR

Plan

*Other BPs key to Country Offices/Centers, e.g. Transfers and new position not illustrated today

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Hiring BP – Staff Posts (in the approved HR Plan)

HRM Partner

Cost Center Manager

PBU Comp. Finance Partner

Supervisor (aka Manager) or HR Partner

JobRequisition BP

Recruitment(outside Workday)

Create Hire BP

CreateJob Requisition

ApproveRequisition

Approve Requisition -

Final

Select Candidate via

E-Recruit&

SelectionProcess

(Centrally administered)

CreateHire

Notified

Notified

Workday Role

EXM Member and /or CSC

PAHODirector

Notified

Notified Notified

Notified

Initiate

Approve

Notified

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Hiring BP – Non-Staff Posts (in the approved HR Plan)

Comp. FinancePartner

JobRequisition BP

Recruitment(outside Workday)

Create Hire BP orContract Contingent Worker BP

CreateJob Requisition

ApproveRequisition

Approve Requisition

- Final

Select Candidate via

SelectionProcess(Locally

administered)

Create Hire /Contract

ContingentWorker

NotifiedTo create

obligation – Phase 1 only

NotifiedCost Center

Manager

Workday Role

PAHO Director, EXM Member and /or CSC

Notified

Supervisor (aka Manager) or HR Partner

Initiate

Approve

Notified

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Staff Staff Positions (PRFP, GSP, NOP, Detail) Staff Temporary Positions (PRFN, GSN, NON) CLT (NATP, NATN) Services Language (Translators, Revisers, Interpreters)

Non-Staff Non-Staff Ministry and Agency (MINP, MING, AGNH, AGNF, OSP)

Non-Staff Consultants (NPC, IPC) and TAV Non-Staff Interns (INT) Non-Staff Volunteers (UNV and Non UNV) Insurance Only (IPOP, IPOG)

PAHO Contract Types

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PMIS Role Assignments – Haiti Phase 1Country Offices and Centers role assignment model

Entity/Role

Primary Alternate

HR Partner Lea OriolEdithe Pascale (1)

Jean Louis (2)

Comp. Finance Partner Jean Claude Paraison

Jean Ronel Bien-Aimé (1) Marie-Mica Alexis (2)

PMIS Trainer Rustam Ergashev Lea Oriol

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A comprehensive training strategy and plan has been elaborated that includes training for the various target audiences and end users

A variety of methodologies will be used to deliver the training, including online reference materials, classroom and virtual training

Training materials such as videos, job aids, and Power Point presentations will be available via the PMIS Learning Portal

On-going support and briefings will be offered

Training Overview

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Training Overview

8-10 hours

4-6 hours

12-20 hours 32 hoursHR Partner PMIS TrainerPersonnel /

Contingent Workers

Manager

Training will vary according to the roles and may be spread over different days, taking on average:

The total amount of training that you will need is based on the role(s) that you hold

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Questions so far

Discussion

What benefits do you expect / hope to see out of PMIS? What are the issues and concerns that you see here in Haiti related to

PMIS? Do the people assigned as PMIS Trainers, HR Partners, Compensation

Finance Partners have a reasonable understanding of the roles / commitment?

Are you getting what you need to help you understand and prepare for the changes to come?

How can we help you further?