M E M O R A N D U M

To:Legislative Leadership, Judicial Branch Administrators, Elected Officials, Secretariats, and Department Heads
From:Martin J. Benison, Comptroller
Paul Dietl, Chief Human Resource Officer
Anne Margulies, Assistant Secretary for Information Technology
Date:February 5, 2009
Re:

Upgrade of the Commonwealth's Human Resources & Payroll System

Comptroller Memo
FY#2009-22

Executive Summary

This is a second of a series of Updates the Commonwealth is providing regarding the major upgrade of its PeopleSoft based human resources and payroll system, the Human Resource/Compensation Management System (HR/CMS). This memorandum highlights status and departmental responsibilities in making this project a success.






The Human Resource Division, the Office of the Comptroller and the Information Technology Division launched a multi-year project to improve the efficiency of human resource and payroll functions as well as expand functionality.

Project Update

With the Project Management Office for the HR/CMS Program in place, we have been planning the kick-off and the next stages of the upgrade. We have started staffing the project team with key employees and consultants in the areas of HR, Payroll and Time & Attendance. And, we are now preparing to begin the Fit-Gap process. Within the Fit-Gap process we will be reviewing customizations with a focus on eliminating customizations, in an effort to reduce the cost of ownership of the HR/CMS system and provide the foundation for future projects that are part of the HR/CMS Program.

Agency Partnership/Support

The success of the HR/CMS Upgrade initiative will depend on the continued close cooperation and partnership with departments, agencies and business unit heads from which we will seek input as we start the upgrade planning. We are asking departments to:

  • Assign a Project Liaison Key Contact to Communications Team Lead, Deidre Travis-Brown ( Deidre.Travis-Brown@MassMail.State.MA.US) by February 13 th, otherwise your Chief Financial Officer will be designated as the default liaison:

The Project Liaisons will be responsible for ensuring communications from the project are distributed to the appropriate agency staff and assisting to insure that deliverables assigned for their agency are completed on time and according to the project guidelines.

  • Recommend a Subject Matter Expert (if available) to participate in the Fit-Gap Sessions to David Herzog ( David.Herzog@MassMail.State.MA.US), Project Manager by February 13 th:

The Subject Matter Expert should know how your HR or Payroll business is run and be able to make recommendations of business changes, enhancements, or system modifications. From the Subject Matter Experts submitted, the project team will select approximately fifteen individuals for each area of HR, Payroll and Time & Attendance. Those selected for the sessions will be notified by February 19 th. The project team's goal in selection of session attendees is to obtain a cross section of the entire HR/CMS user base.

Fit-Gap sessions are being finalized and are expected to be held between February 23 rd and April 2 nd. Fit-Gap sessions would be held Monday through Thursday for approximately four hours per day. Time commitment for each Subject Matter Expert will vary based upon their areas of expertise in HR, Payroll and Time & Attendance. A detailed schedule with time commitment and responsibilities will be distributed by February 11 th.

As we go through the upgrade process we expect to work closely with all of you as issues arise regarding the functionality of the software and how it will meet your business needs. The HR/CMS Management Team will serve as the escalation point for all issues, concerns and changes to the scope or timeline of the project and will make recommendations to the Executive Committee for final decisions on the project.

HR/CMS Executive Committee

HR/CMS Project Management Office

Martin J. Benison, Comptroller

Paul Dietl, Chief Human Resource Officer

Anne Margulies, Assistant Secretary for Information Technology

Richard Divosevic, Program Director

David Herzog, Project Manager

We are excited about the capabilities that the HR/CMS upgrade will bring to the development of new opportunities for shared services in HR units throughout all of government.

Stay tuned for more updates.

Cc:Chief Fiscal Officers, General Counsels, and HR Advisory Council, Payroll Directors, MMARS Liaisons, Internal Distribution