Shared Services Team Toolkit Information Document Reference: D50.1 Document Name: HR Payroll Detailed Design Statement of Work Brief Description: USAGE GUIDANCE Toolkit materials should only be used with due consideration to the context and requirements of the programme in question. Materials should not be directly applied ‘off the shelf.’ CATEGORY P 1. Example material – This material has been provided by a single public or private sector organisation. It represents one possible approach to a given shared service activity, and should therefore be used by Toolkit users as a validation /cross-reference /brainstorming aid. 2. Co-developed material – This material has been produced through the collaboration of the Shared Services team and multiple public sector organisations and /or private sector organisations. This represents a tried and tested approach to the shared services activity in question. 3. Best Practice material – This material has been extensively compared against multiple sources by expert resources, and represents the best available approach to the given shared services activity in the view of the Shared Services team HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 2 of 24 HR & Payroll Detailed Design Statement of Work Working draft .HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 3 of 24 Revision History References Planned Changes HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 4 of 24 Contents 1. PURPOSE OF THE DOCUMENT............................................................................................................5 2. BACKGROUND ........................................................................................................................................6 3. SCOPE AND APPROACH ........................................................................................................................8 4. ASSUMPTIONS.......................................................................................................................................15 5. CONSTRAINTS & RISKS.......................................................................................................................17 6. PROJECT STRUCTURE........................................................................................................................19 7. WORKSTREAM PLAN...........................................................................................................................21 8. DELIVERABLES.....................................................................................................................................22 HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 5 of 24 1. Purpose of the document 1.1 This document describes the work that is required to complete detailed design of the HR and Payroll processes that are in the scope for the Shared Services Project (SSP) for the Xxx. This document should be read in conjunction with the statement of work overview document for the project. 1.2 The document describes: the scope of the work to be undertaken by the HR and Payroll process workstreams, the approach to detailed design, the key deliverables, the structures and resources required to complete these deliverables, and the risks and assumptions identified during this planning process. Separate statements of work cover finance processes, organisation design, business change and communication, and technology workstreams. 1.3 The objective of the detailed design phase will be to produce the deliverables required to enable successful progression to the realisation (build) phase within the required timescales. The key objective for the HR & Payroll process design workstream is to finalise the process design principles, agree the scope of work, design common, standard end-to-end processes and identify the functional requirements to drive detailed design and configuration. 1.4 The contents of this document will be discussed and agreed with the Design Authority and HR Directors. Final signoff will be by the SSP manager. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 6 of 24 2. Background 2.1 Following the Xxx board decision on 2X (Month) 200X to proceed with a SAP solution, subject to consultation with Ministers, this project will now follow SAP’s standard implementation approach which recognises five phases: 2.2 The project team is currently completing the project preparation phase which will be finished at the end of Month. The work undertaken in April and May will cover team mobilisation, planning, preparation and kick-off activities to ensure that the business blueprint phase, which focuses on detailed design, can formally start in Month. The detailed design will build on the high level design that formed part of the shared services blueprint reviewed by the project board on 1X Month 200X. 2.3 A brief outline of the key activities from the preparation phase is included below for completeness. Project preparation 2.4 To date the project has focused on completing phase one of the ASAP methodology, and this will be achieved by the end of Month 200X, to ensure that detailed design can formally start on 1 Month, 200X. The objective of this phase is to complete the initial planning of the project, and define the project goals, scope and objectives. 2.5 Developing common end-to-end HR processes that are acceptable to all BUs will require a focused and clearly defined approach to involvement. This approach, including roles, responsibilities and resources required is outlined in Section 6 (Project structure, roles, resourcing and governance). 2.6 Key activities for this phase include: Project Preparation Business Blueprint Realisation Final Preparation Go-live and Support Month 0X Detailed design Build and test Cutover Go-live Project scope, approach and infrastructure Month 0X Month 0X Month 0X HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 7 of 24 a. Completion of planning, and scoping activities b. Completion of kick off activities with the HR Directors 2.7 Key deliverables in support of project preparation include: Deliverable Description Purpose Process Scope This document will outline the HR & Payroll processes ‘in scope’ for the project. These processes will be classified into groups, and definitions for each process will be produced. A draft vision will be outlined for each process. This document will clarify the scope of activities for the detailed design phase and the terminology used to describe in-scope processes. Process Design Principles A set of agreed principles for the completion of the process design workshops. To ensure that the target end state for design is understood by all parties involved. To make best use of time in the workshops by providing guidelines for decision making. SAP scope This will map Xxx processes on to the required SAP modules. It will identify any gaps between SAP functionality and the Xxx process design. The purpose of this deliverable is to define the SAP architecture for the processes. This will form a key input to the build phase and ensures that the design can be implemented. Kick Off Meeting A kick off meeting was held with the HR Directors and representatives from a Payroll perspective. The objective of the meeting was to: · Ensure a common understanding of project objectives, benefits and outcomes · Ensure a common understanding of the high level roles within the new operating model · Confirm the high level plans & activities for the detailed design phase, and resources required for delivery · Ensure key stakeholders understand their role in the delivery of the detailed design phase · Confirm the high level design principles that will underpin the process design workshops · Confirm the scope and high level classification for the process design The kick off meeting ensured key stakeholders for HR are at a common level of understanding prior to the detailed design phase, that they understand their roles in completion of the phase, and they agreed the design principles and scope of the process work for HR and Payroll. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 8 of 24 3. Scope and Approach Scope -process 3.1 The scope of process covered by the HR and Payroll workstreams is outlined below. The scope outlined has been used as a working assumption by the project during the previous phase of work and agreed in principle by BU representatives at the high level design workshops held in (Place) on XX Month 200X. The scope includes: 3.2 Further detail on the scope, design principles, and approach to policy harmonisation is included in the appendix, discussed and agreed at the HR Director Kick off meeting (DD/MM/YY). 3.3 Current exclusions from scope are: l Workforce planning l Succession planning l Mobility l Graduate recruitment l Experience hire recruitment l Identify and manage vacancies l Source and screen candidates l Select candidates l Hire candidates l Induction and orientation Resourcing l Performance Management l Career Planning l Coaching and mentoring l Talent development l Talent assessment Talent Management l Design Compensation l Administer compensation l Design Benefits l Administer benefits l Job evaluation l Salary surveys l Payroll – gross and net l Payroll output l Pension Reward l Absence l Data protection l Employee record management l Discipline l Grievance l Employee consultation l Policy development l Compliance l Release l Time and attendance Employee Relations l Continuous change l Organisation effectiveness l Employee surveys l HR strategy l Communication l Organisation development l Competency management l Role profiles Organisation Effectiveness l Training needs l Content development l Training source and selection – vendor management l Training evaluation l Training administration l Manage training budgets Employee Learning l Personnel data administration and management l HR reporting l HR system support HR Administration l Employee health and safety Operational Risk l Completed high level review l In scope, but not included in the high level review l Out of scope KEY Scope of Processes: Working AssumptionHR & Payroll Detailed Design – Statement of Work Version 0.6 Page 9 of 24 a. employee health & safety b. communication c. pensions and benefits d. commercial training activity. 3.4 The requirement to capture accidents within SAP was raised as a requirement, as was the ability to record data on 3rd party claims, this is currently being investigated by XXX. 3.5 The finance workstream will undertake work on travel & subsistence. The design of processes for the Support Helpdesk is also excluded from current scope. 3.6 All BUs are considered to be in scope including: XXX, XXX, XXX, Xxx(c), including XXX, xx, xxx and xxx. Scope -policy harmonisation 3.7 The aim of the process design will be to develop common, standard endttoend processes for Xxx. In order to gain efficiency and improve control of processes there are some policies that should be standardised. 3.8 There is an understanding that where policies impact the operational BU then there will be no drive for standardisation across the whole Department but, where a policy has no operational impact, standardisation will be considered as part of the SSP scope. 3.9 The extent to which the Department wants to drive common policy was agreed with HR Directors. Policies under consideration will be referred back to the HR Design Panel for ratification. A summary of policies which were reviewed and agreed as either in scope or out of scope is listed in the Annex. Scope -technology 3.10 Based on the current process scope, it is envisaged the following SAP modules will be used, and the following workshops run. This will be confirmed as part of the preparation phase. Specific sessions will be run to cover Organisation Management and Enterprise Structure, and to capture Portal requirements for employee self service and manager self service. 3.11 The scope that was discussed and agreed by the HR Directors can be found in the attached Annex. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 10 of 24 Approach 3.12 The approach to detailed design will be based on tailoring the Xxx Shared Services Methodology1. A high level summary of this is shown overleaf. 3.13 The objective of this phase is to complete the detailed design for the insccop common end-to-end HR & Payroll business processes, including functional specification, to ensure the SAP team are able to progress through to the Realisation phase and configure/customise the system appropriately to support the new processes and structures. Ways of working 3.14 Developing common, standard end-to-end HR processes will require significant involvement and ownership from the HR communities within the BUs, as well as the BUs themselves. The approach to involvement, including roles, responsibilities and resources required is outlined in Section 8 (Project structure, roles, resourcing and governance). 3.15 The project process teams will work with the subject matter experts in the business units to design common, standard end to end processes. The approach taken will be to use workshops as the primary forum for the process team and the subject matter experts to agree the common design, based on best practice processes. A joint team of process leads and SAP resources will be used to develop the process design and functional specifications needed to drive the realisation phase of the project. xxxxxxxxx Inputs to detailed design 3.16 Ratification of the statement of work for HR & payroll is a pre-requisite for embarking on detailed design. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 11 of 24 3.17 There are a number of inputs that will be used to support the detailed design phase and its associated deliverables. These inputs come from a combination of data gathering from the Department, best practice expertise and from the SAP functional specialists. Key activities will include: 3.17.1 Preparation for process design workshops, including a. Preparation of materials b. Scheduling process design workshops c. Scheduling of process integration workshops. 3.17.2 Mobilisation of the project team and subject matter expert teams including: a. Induction to the project b. SAP familiarisation training. 3.17.3 Data gathering that will build on the current project understanding of the solutions across the Xxx family. Business units will be asked to provide information on their current: a. policies; b. reports; c. forms; d. master data e. organisation structures f. process metrics g. interfaces h. custom enhancements to existing systems 3.17.4 The initial high-level process design that was developed during phase 3 of the SSP, based on xxxx as mapped to SAP, will be reviewed and developed further to produce a best practice HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 12 of 24 process design at activity level. This will be reviewed by the process leads prior to being used in the design workshops. 3.17.5 The SAP functional specialists will support the process leads in mapping the process design to SAP Solution Maps. Together with the activity to SAP mappings that form part of IndustryPrint TM this will be used to educate the SME’s in how SAP could support the process design and as the starting point for identifying gaps in the fit with SAP. 3.17.6 The existing XXX/XXX SAP system will be used as the starting point for prototyping to provide an early opportunity to demonstrate how key processes could work on SAP. 3.18 For HR and Payroll data collation activities to confirm the existing organisation structures /jobs and positions, to inform the configuration of the Organisation Management module, are critical to the design phase. Workshops 3.19 Workshops will be used to provide a forum for process teams and subject matter experts to discuss and resolve issues, and to agree the common design. For each process area there will be three workshops, each of two days duration. For Core HR, Resourcing, Learning & Development and Reward & Performance Management (including Talent Management), an additional workshop will be held during the first round of workshops, to ensure all processes can be covered. Subject matter experts will be expected to prepare work in advance to enable the workshop to focus on issue resolution. Three rounds of workshops are planned, these assume that induction has taken place for all project members by mid Month, 200X. 3.20 Workshops round 1 – The purpose of these workshops are to review best processes and capture specific exceptions to the proposed solution based on the initial process maps developed by the process leads 3.21 Workshops round 2 – Following the first series of workshops the SAP configuration resource will prototype any proposed solutions as agreed from the first workshop and this will be presented to the design team for validation. Refined process maps distributed prior to the workshop will also be reviewed and SMEs will have the opportunity to provide their feedback. This will allow discussion around the proposed design and the opportunity to suggest required refinements. Work will continue on capturing specific exceptions to the proposed solutions and policy detail around each process. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 13 of 24 3.22 Workshop round 3 – The purpose will be to present back the final process maps and prototype and agree the detailed process design. This will include agreed exceptions. 3.23 Following each workshop detailed feed back will be provided to attendees and this will form the input to the subsequent workshop. There will also be bi-lateral meetings with agency design representatives to agree a way forward where agreement could not be achieved in the workshop. 3.24 There will be additional working sessions, between team leaders, required to: define the integration between workstreams, ensure that the common functional infrastructure is in place for HR and test the portal requirements, the content for these include: a. Enterprise Structure -to confirm overall structure. b. Organisation Management -to confirm local structures for configuration. c. Subsequent to the completion of the process design workshops a review of the portal to confirm ‘look and feel’ for xxx, to enable specifications to be completed for configuration in the realisation phase. d. Process Integration -to ensure the integration of the to-be HR, payroll and finance processes. Final modifications to the documentation can then be made prior to signoff. e. For Payroll, a smaller number of workshops will be held, reflecting the more specialised nature of the subject matter area. Outputs 3.25 Throughout the Detailed Design phase, work will be ongoing on developing the blueprint documentation and major outputs of the phase – including detailed process descriptions, legal & regulatory requirements, policy assumptions, configuration specification documentation, security requirements specification, field requirements documentation, and forms/reports/enhancements documentation. 3.26 Final signoff will be carried out via the HR Directors forum and the design authority. Further detail on this process is included in the statement of work overview document for the project. Milestones HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 14 of 24 3.27 A summary of the key milestones is included below. Milestone Delivery Date Issue materials for 1st detailed design workshop DD/MM/YY First round of workshops completed DD/MM/YY Second round of workshops completed DD/MM/YY Final round of workshops completed DD/MM/YY Functional specifications completed DD/MM/YY Sign-off Final Designs DD/MM/YY HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 15 of 24 4. Assumptions 4.1 Assumptions made in support of detailed process design for HR and Payroll are included in this section. A full list of assumptions is included in the detailed design Statement of Work Overview document. The following are specific to the HR & Payroll workstream. 4.1.1 Best practice service delivery models in operation in the private and public sectors aim to reduce the administrative processing activities within a BU. The reasons for this are: a. High volume, low value, repetitive, rules-based administrative activities are subject to economies of scale and can be delivered more easily and cheaply by different means (e.g. by automation at one end of the scale, through to consolidation of specific types of activity at the other) b. This allows the BU to refocus time and effort on higher, value added activities in support of frontline operations (e.g. supporting a grievance or analysing financial data to spot potential problems, emerging trends etc). c. The working assumption for the Enterprise model is to move to best practice, common end-to-end processes, supported by a single platform, and using a shared services centre. 4.1.2 Payroll and HR will be run as separate workstreams, but for the purposes of this Statement of Work have been grouped together. 4.1.3 Process integration between the finance, HR and payroll workstreams will take place through team leader interactions. Process integration workshops will ensure that the integrity of an integrated design is maintained. 4.1.4 The ownership of the baseline will rest with the benefits realisation workstream, however this data is crucial to the start of process design. Starting from a clean baseline will ensure that an accurate picture of each BU is developed as detailed design progresses, enabling discussion regarding current level of performance versus future performance targets. The data will also inform the organisation design work, progressing in parallel with process design, to develop a view of the staff likely to be HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 16 of 24 redeployed or released. This data will be gathered via a questionnaire issued as part of the pre-work for the initial process design workshop. 4.1.5 The aim of the process design will be to develop common, standard end-to-end processes for Xxx. There is an understanding that where policies impact the operational Business Unit (BU) then there will be no drive for standardisation across the whole Department but, where a policy has no operational impact, standardisation will be considered as part of the SSP scope. The extent to which the Department wants to drive common policy will be agreed with HR Directors. Policies under consideration will be referred back to the HR Design Panel for ratification. 4.1.6 The resourcing for the HR & Payroll process design teams is based on the design of common, standard end-to-end processes. 4.1.7 The HR & Payroll process design teams will be co-located with appropriate facilities, were practical, for the detailed design phase. 4.1.8 Resources will be available from the communication and business change workstreams to advise and support on the development of communications regarding process workstream activities (e.g. workshop materials, specific interventions within the workshops to build delegate capabilities for change management and communications). 4.1.9 In order to achieve maximum benefit from the new software, work will be undertaken to standardise personnel numbers. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 17 of 24 5. Constraints & Risks 5.1 The following risks are included in the project risk register with specific reference to the detailed design phase. Risk ID Risk Description Mitigating Actions 57 Lack of participation in the Detailed Design process due to clash with the holiday season. The detailed design workshops will run between mid June and mid Month, 200X. The workshops will be running during the main summer holiday season therefore, there may be date constraints that the project will have to manage. These can be mitigated by early scheduling of cross-Business Unit (BU) events to ensure attendance, and by ensuring the scheduling does not conflict with the week of the bank holiday weekend. 58 Failure to maximise the opportunity from standardisation. A core focus for the design will be to produce common end-to-end processes for the in-scope process areas, to gain efficiency and improve control of processes. Failure to agree on common processes within the design workshops will directly undermine this objective. This can be mitigated by ensuring design principles are in place to guide decision making within the workshops, and by ensuring sufficient communications with the Subject Matter Experts attending the workshops to ensure they understand the objectives of project and to be processes. The role of the SRO and the HR Directors within the wider communications effort will also be key. Generic process models will be used as a starting point for design work, ensuring a common base is in place for moving forward. 59 Lack of buy-in to the to be processes. Without significant buy-in from the HR communities within the BUs, the new processes will not be accepted, and likelihood of a successful implementation will be significantly reduced. This will be a particular issue if BUs feel their needs and requirements are being neglected in favour of those of another BUs. The role of the Subject Matter Expert will be key in ensuring staff understand what the proposed changes are, why these decisions have been taken, and what the likely effect will be. Close coordination with the Business Change and Communications workstreams will be vital in ensuring the Subject Matter Experts are appropriately briefed and able to complete the role of ‘ambassador’ for the project. In addition, the escalation paths in place for issue resolution must be clearly defined and adhered to, and a clear process put in place to capture and disseminate decisions made, together with the responsible body and underlying reasons. 60 Lack of a clear vision of how Xxx will manage its HR function resulting in failure to integrate the new HR systems/processes with the overall information management framework. As part of this project, clear reporting requirements will be needed to mitigate against this. In addition, data cleansing activities may be required, and further work on the performance management framework needed if improved visibility of quality data is to be achieved to underpin an improved decision making process. 61 Objectives for the SSP are not Benefits workstream to review the HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 18 of 24 Risk ID Risk Description Mitigating Actions sufficiently tangible to support the delivery of the Statement of Work. business case and provide tangible benefits to link with SSP objectives. Business Change workstream to articulate a case for change that can be incorporated into business process communications with key stakeholders (e.g. SMEs, HRDs, HR community) HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 19 of 24 6. Project Structure 6.1 The structure and resources required for HR and Payroll during detailed design are outlined below. The structure is based upon the SAP module configuration. 6.2 The Payroll Team includes the Payroll Team Lead, a Process Lead, and SAP resources to support configuration. 6.3 The HR Team includes the HR Team Lead, and three teams covering each of the HR areas (i.e. Transaction Management, Lifecycle Management, and Service Delivery & Analytics). Each of the teams will assume responsibility for specific aspects of the design delivery as the phase progresses, e.g. for Data, Processes, and Systems. Each HR sub-team within the HR areas (e.g. Recruitment) consists of a Process Lead, together with SAP resources to support configuration, and in some cases additional process support. Each HR sub-team will contain a nominated resource responsible for data within their area. 6.4 An outline of the roles is included below. Payroll Team Lead Lead x1 Payroll Team • Process Lead • SAP Resource x2 HR Team Lead HR Lead x1 Transaction Management Team Lifecycle Management Team Service Delivery & Analytics Team Time Management * • Process Lead • SAP Resource x1 Organisation Management • Process Lead • SAP Resource (0.5) Personnel Admin • Process Lead • SAP Resource Recruitment • Process Lead • SAP Resource Training & Event Management • Process Lead • SAP Resource (0.5) Compensation Management • Process Lead • SAP Resource Performance Management • Process Lead • SAP Resource x2 ESS /MSS • Process Lead • SAP Resource Reporting • Process Lead • SAP Resource 19 4 Team Structure •Time Management wil be undertaken by a joint team including resources from Finance, Payroll and HR. It is shown here for completeness HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 20 of 24 Resource No. Role Profile & Knowledge Required Input Team Lead 2 Accountable for the overall delivery of the Design Team to agreed timescales and in line with Quality Standards. Strong project management skills, HR /Payroll experience and ideally SAP process design experience. FTE Process Lead 10 HR/Payroll functional experts drawn from the BUs, responsible for the outputs from their sub-team. Strong functional understanding of their specialist areas, with strong communication and influencing skills. Process design experience /SAP experience an advantage. FTE Process Support 1 HR functional experts drawn from the BUs, providing support to their subteeam Strong functional understanding of their specialist areas, with strong communication and influencing skills. Process design experience /SAP experience an advantage. FTE SAP Resource 12 SAP expert resources able to contribute to process design workshops and develop the required blueprint documentation. SAP design and configuration experience within required area essential. Strong communicators able to explain complex ideas to non-specialists. FTE 6.5 The delivery of the Detailed Design will depend on the involvement of Subject Matter Experts both in the process design workshops and in support of the design effort itself. These SME’s will be BU functional experts, who will contribute to each of the relevant process areas. 6.6 The escalation process for decision making and overall governance model is outlined in the Statement of Work Overview document for the project. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 21 of 24 7. Workstream Plan 7.1 The workstream plans for HR and Payroll are included in the annex of this document (MS project file). HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 22 of 24 8. Deliverables 8.1 The deliverables from this workstream represent the detailed design that the delivery team will work with during the realisation phase. They will form the functional specification to be followed to configure the required solution. 8.2 A summary of the deliverables, together with a statement of purpose, is included below. Once the deliverables have been agreed, together with the project plan and milestones, a detailed deliverable description will be produced. Deliverable Description Purpose SAP Scope This will map Xxx processes on to the required SAP modules. It will identify any gaps between SAP functionality and the Xxx process design. The purpose of this deliverable is to define the SAP architecture for the processes. This will form a key input to the build phase and ensures that the design can be implemented. Standards & Templates Document outlining the templates used by the process workstream for the detailed design phase. This will include the purpose and objectives for each deliverable template, an outline of what the completed template will deliver, and how it integrates with the implementation of the project across the different phases. This document will provide clarity from the outset on what standards, templates and tools will be used to complete the deliverables for this phase. Process maps This deliverable will consist of detailed process maps (process, sub-process and activity) showing the flow of each transaction. The maps will initially be drafted in Visio, and then inserted into a final word document, incorporating a description of the key elements of the process. There will be a single process map for each of the elements defined as ‘in scope’. The maps will be in swimlane format/colour format to distinguish responsibilities, in line with the roles described within the Xxx operating model. The maps will include a clear indication of which are process activities and which are SAP activities. Final versions will be completed subsequent to the System Requirements Workshop. The process maps will be aligned to SAP best practice and will be used by the build team to configure the system. They provide input to the design of the training material and user documentation. They form a key part of the solution documentation. Process Description Each process map will be supported by a Process Description document. This will include: · process name, triggers, objectives, inputs and outputs · any relevant legal/regulatory requirements · connectivity points with other The process descriptions will be aligned to SAP best practice and will be used by the build team to configure the system. They will also provide a useful input to the Business Change and Communication workstreams. HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 23 of 24 Deliverable Description Purpose processes · outline of roles & responsibilities, and the technology requirements to deliver the activity to each of the roles/responsibilities · any relevant information driving the design decisions (e.g. timeframes, need to consult with specific authorities etc) · security requirements (which role has access to which transactions) · any high level change implications captured between as-is and to-be, to inform the business change workstream Process Design Workshops A series of process design workshops will be held for each of the HR areas in scope. In addition to the workshops, documents will include: · pre workshop material, including a questionnaire to identify as is processes and metrics · workshop presentation materials (including draft process maps based on best practice (IndustryPrint) and accelerator tools) · workshop summary of key discussions The aim of the process design workshops is to drive the design of the to be processes, to ensure sufficient information is captured to draft these processes, and to capture all relevant information to substantiate the design decisions taken. Process Integration Workshop Following completion of the process design workshops and the draft process maps, the Integration Workshop will ensure consistency and integration of the to be HR process design and Payroll across all in-scope HR areas. This workshop will ensure consistency of design across the in-scope HR areas and Payroll– e.g. integration points /handovers etc. Process metrics For each process a set of metrics will be developed. This will include transaction volumes/frequency, criticality, failure rates etc. Metrics will be used to do the following: monitoring the performance of the process, monitoring and managing the performers in the process and monitoring the flow of activity through the process. Glossary of terms The glossary will provide standard agreed terminology to be used by the Xxx. The purpose of the glossary is to ensure that all terminology is understood and standard. In particular where there are a number of possible meanings to a term a common one will be adopted and used within Xxx. Report Requirements & Strategy This document will outline the HR requirements for reports, and define the approach for reporting. The aim of the document is to clarify the report requirements (both Department wide and BU HR & Payroll Detailed Design – Statement of Work Version 0.6 Page 24 of 24 Deliverable Description Purpose specific) and outline the approach for reporting Forms Functional Specifications These documents will detail the purpose, output medium, content and graphical layout necessary to construct SAP programs, scripts or Smart Forms to generate required output. These documents will be used by the SAP team during the Realisation phase to configure the SAP system appropriately. Reports Functional Specifications These documents will detail the purpose, delivery medium, selection parameters, output fields and layout necessary to construct SAP programs or queries to generate the required report. These documents will be used by the SAP team during the Realisation phase to configure the SAP system appropriately. Interface Functional Specifications These documents will be covered by the Technology workstream. These documents will be covered by the Technology workstream. Data Migration Functional Specifications These will detail the data that needs to be migrated. These documents will be covered by the Technology workstream. These documents will be used by the Technology stream to develop data migration programs. Enhancements Functional Specifications These documents will detail the functional requirements necessary to build any enhancements to SAP standard functionality. The only anticipated enhancements currently in scope are SAP workflows and the associated documents will specify the workflow flow diagram including task details, where the task will be executed (GUI, portal, background), task deadlines, who is responsible for executing the task and what notifications are required if any. These documents will be used by the SAP team during the Realisation phase to configure the SAP system appropriately. Configuration Specifications This document will review exceptions required against the standard SAP HR and Payroll functionality. This document will confirm the infotypes used, and the sequencing of the infotypes, as well as fields required to be configured during the Realisation phase. FTE Sizing Support the definition of requirements for future FTEs mapped against the organisation design for the SSC and retained organisations. To support the organisation design workstream and benefits realisation. High Level Authorisation Framework Early definition of SAP roles and profiles for end user system authorisation. To provide a starting point for detailed definition during the Realisation Phase. 8.3 Examples of selected deliverables are provided in the Annex of this document.