HRM 517 Assignment 1: Planning Document

HRM 517-

Managing Human Resource Projects

Construct a project charter to revamp the compensation and benefits package.

Title: New Beginnings for the improvement of Human Resource Functions

Scope Overview: The New Beginnings project is to introduce a new and more efficient way of handling Human Resource functions to the company. The outsourcing of payroll systems and increasing the number of benefits the employees have access to will increase the morale of the company and decrease the current amount of stress associated with both. By changing the ways in which this team handles compensation and benefits packages to the current employees, this will give the team and employees more time to focus on more pressing issues. The new design of the payroll system is one that will save the company money and the personnel time. The latest benefits packages that are being offered to the staff, will change their lives for the better and make the company’s dealings with the vendors more constructive. The current systems being used for both compensation and the use of benefits packages is out dated and needed to be more accessible to all affected parties, more time efficient, technologically advanced with the times of modern communications, and needed to decrease time spent on the tasks and increase the productivity of both employees submissions and human resource personnel(Fleet, Dave. (n.d.)).

Business Case: The purpose of the New Beginnings project roll out is to make this company as forward thinking and operating as our competitors. The outsourcing of payroll will in fact decrease the number of staffing needed in the human resources department but will decrease the amount of errors made with payroll data and transactions and will also make payroll transactions accessible to all staff. With the increase of benefits packages offered to staff, employees will feel more validated and also have more incentive to contribute to the company with increase productivity.

Milestone Schedule & Acceptance Criteria:

Milestone Completion Date Stakeholder Acceptance Criteria

Current State

Backed up compensation records, data input backlogged, paper record files, benefits packages costing more than the employees are getting

Research and interview vendors and packages 28 Sept Management

Vendors Narrow down of 3 vendors

Selection of 3 potential vendors 4 Oct Management

IT

Vendors

Meet the requirements of management, staff, finance dept., and IT

Narrow down benefit packages 4 Oct Management

Vendors

Meet the needs of company staff, meets financial dept. requirements

Mock testing of new payroll vendor 10 Oct Management

IT

Vendors Selection of 1 vendor

Meeting with staff about changes 17 Nov Staff

Management Staff understands new processes & narrows down staff’s needs

Narrow down packages based on staff needs 26 Nov Staff

Management Selection of set agreed upon packages

Selection of new payroll vendor 30 Nov Management

Vendor

IT Integration occurs smoothly (agreements signed, IT configurations, glitches assessed)

Training on how to operate systems 7 Jan Staff

Management all employees trained

Future stat

Centralized payroll data, faster & more efficient payroll system, satisfied staff with cost effective benefits

Ultimate goal:Boost in morale for company, more money saved on payroll process, better organized records

Risks, Assumptions, and Constraints: For the rollout of this New Beginnings project there are risks, assumptions, and possible constraints that are bound to attempt to hinder the timeline of the completion that will be discussed in this section. The research and selection process of vendors and healthcare packages can possibly pose to be a problem of there are not qualified and affordable vendors and packages for that meet the company’s needs. This can affect both the timeline of the project and the budget if things get too outrageous in costs. The mock testing of the selected payroll vendor can possibly make the project go back to the drawing board if the vendor is found out to be nor as helpful to the company as initially predicted. This is another risk that can set the timeline back. The training is the final section of the project that could affect the timeline and the budget negatively. All of these foreseen risks related to this project are to be met head on if they occur by the management team. More options are to be chosen when it comes to vendors and healthcare packages, back up payroll vendors are to be selected in the event the top choices are not as suitable for the company, and the timeline dates should be able to be changed to further possible completion dates without affecting the budget of the project. The budget itself should be estimated a little higher than need be in the event of risks that may effect the completion.

Budget Estimate: The budget for this project is expected to be about $50,000 and the project manager can spend up to $5,000 per incident with no further approval.

Stakeholder List: Project Managers-Review Board-Vendors-Benefit packages participants-Financial Institution- Employees

Team Operating Principles: 1. Team members will be prepared for each meeting and be ready for possible questioning for all participating parties 2. Meetings will take no longer than 120 minutes in one sitting 3. Team leaders are responsible for their timelines and their timelines only 4. Each member is responsible for his or her job 5. The team leader will make sure all team members are aware of changes made to the project and deadlines 6. Everyone understands that team work is what makes projects run effectively and everyone is to be apart of the team…nothing less.

Project Lesson Learned: All parties are responsible for their teams assignments and also aware that the completion of their assignment affects the entire project. All parties are to stay positive and in the event of problems resulting they work it out to benefit all parties. If risks arrive, all parties are to inform the entire team immediately so as to come up with a plan. All parties should review the timelines on consistent basis to make sure their team is on track with project final deadline. Communication and team work is the key to success(Kloppenborg, T. (2009)).

Design a communication plan for the project

Purpose StructuresMethodsTiming

Direction setting

Information gathering

Status reporting

Timeline adjustments

Issues

Team Member changes

Budget

Approval of project milestones

Existing organizational forms (reuse)

Templates (adapt)

Unique (create)Meetings

Bulletin boards

Emails

Voice mail

Fax

Teleconferencing

Videoconferencing

Intranet

Routine time:

Weekly-core team and members meeting

Monthly-sponsor and core team members

As needed- when issues arise

Define the scope of the project.

Scope is the process of developing a detailed description of the project and product (Kloppenborg, 2012). The project new beginnings will make for faster, more efficient, and cheaper way of handling payroll transactions and make better benefit packages available to employees which are beneficial for the company and the recipients(Work Breakdown Structure).

Key Deliverables Acceptance Criteria

Project planacceptance by all stakeholders

Budget Analysis adequate financial abilities

Meetings (staff & management) vendor criteria set

Mock roll outerrors discussed and managed

Revisiting Budget Analysisadequate financial abilities

Training completion & understanding of new systems

Roll out of new systemsuse and acceptance by staff

Create a work breakdown structure including numbered components. Submit your WBS by creating a table inside your assignment(Kloppenborg, T. Nkomo, S).

1. Project Plan2. Budget Analysis3.Meetings4.Mock Roll Out5. Revisiting Budget Analysis6. Training 7. Roll out of New Systems

1.1Management

1.2Stakeholders

1.3Communications Plan

1.4Key Company Executives

2.1 Accounting Management

2.2 Investors

2.3 Management

3.1 Management

3.2 Staff

3.3 Recorder

4.1 Management

4.2 Vendors

4.3 Staff

4.4 Accounting team

5.1 Accounting Management

5.2 Investors

5.3 Management

6.1 Management

6.2 Staff

6.3 Training Professionals

6.4 Vendors

7.1 Management

7.2 Accounting Management

7.3 Staff

7.4 Vendors

7.5 Communications Plan

7.6 Key company executives

Reference