Project Planning Sheet

HUMAN RESOURCE INFORMATION SYSTEMS

This planning form, provided by Perfect Software, a division of Aspetuck Systems, Inc., can be used and modified to be sure that your organization considers all the elements relevant to planning for an HR software purchase or upgrade.

Proper planning of your HRIS project will ensure the selection of a high-value, cost effective system. Be sure to consider all of the critical elements when upgrading or installing an HRIS. Expand this plan as necessary to include specific needs, and remember, there is no such thing as too much planning. Select the Right Vendor Vendors come in all flavors and sizes. While this Project Planner is simply a guideline, it will help you find a vendor that suits your budget and requirements. Additionally, this will provide your vendor with a clear statement of your organizations needs. Here are 3 price ranges with the most popular vendors in each range. There are many more things than cost to consider; paying more money does not necessarily buy a better product. These ranges are typical for most companies. Under $10,000If you are less concerned about growth, customization, a link to payroll, and prefer an off-the-shelf solution:

$10,000 to $50,000You need a more sophisticated solution, are considering your growth, perhaps to Client/Server, but dont have an unlimited budget:

$60,000 and upPrice and implementation are not a concern you want a customized solution. These products are typically sold as part of an integrated financial package. Implementation costs are often many times the original investment.

PeopleTrak ABRA Trak-it

PerfectSoftware Spectrum HR Microsystems ADP Perspective

Peoplesoft SAP Infinium ADP CSS Horizon (Older Peoplesoft version)

Get your Project Approved How does the approval process work in your company? Some companies will consider an HRIS investment a frivolous expense. Why? This happens when the project is not carefully thought out and the value of a system is not communicated to senior management. Consider the time savings when you no longer have to duplicate employee data. Consider the value of management analysis, government reporting and compliance, reduced need for staff increases, and, finally, assistance with financial impact and analysis reporting. A good vendor will help you effectively present these benefits to management.

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

Do you need project approval? By what date would you like the system installed: How long does the vendor estimate for installation: Software budget: _________________ _________________ _________________

__ Yes__ No

No date established

No budget established

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

Training budget: Implementation budget: Maintenance and support budget:

_________________ _________________ _________________

No budget established No budget established No budget established

Factors for your Decision Decide in advance what will help determine the best vendor for your company.

Price (Value) Ease of Use

Support Training

Location of Vendor Features

Ability to grow Other_____________

Involve Key Personnel in the Decision Process This process should include members of the HR, Finance, and IT Departments. Each member should be responsible for evaluating his or her respective areas of the project. Committee members: _________________________________________________ _________________________________________________ _________________________________________________

Hardware Considerations Your Operating System

Processor/Speed: Client/Server?

_________ _________

Current Report Writer:

Windows 3.x (16 bit) Windows 95 (32 bit) Windows 98 (32 bit) Windows NT (32 bit)

Crystal Reports Microsoft Access R&R

Number of HR Users: _________

User Skill Level:

Other: _____________

Other: _________________ Network: Microsoft Novell Other: ___________________

Basic Advanced Power User

List Your Current or Future Plans for Hardware or Software Upgrade _____________________________________________________________________________ What payroll product or service do you use? _________________

Would you like to interface from payroll to HR? _________________ Describe the process and frequency for moving data between payroll and HR: _____________________________________________________________________________ _____________________________________________________________________________

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

Areas of Interest

Applicant Management Benefit Statements Benefits Administration Cafeteria Benefits Client/Server Cobra Tracking Company Property Tracking Compensation Education EEO And AAP Financial Planning Flexible Benefits Grievance Tracking Health

I-9 Tracking Import/Export Job Analysis Job History Life/Accident Insurance Medical Insurance Multiple Job/Cost Centers Organizational Development Payroll Interface Position Control Review Forms Safety Salary Administration Salary Analysis

Salary History Site Replication Skills Tracking Terminations Training Vacation Accruals Wellness Workers Compensation Other

_____________________ _____________________ _____________________ _____________________ _____________________

Current Data Sources Identify the current sources for your employee data, including payroll data, spreadsheets, older HRIS systems, and databases that you use to track employee information. Your vendor should be easily able to put this data into your new system.

Spreadsheets

Databases

Current HRIS

Payroll data

Describe the information that is contained in each of the files (list each field of data) and the uses of this information. How much of the information is duplicate entry? How can an integrated system save you time and effort? If you are entering data more than once, what is the frequency of errors created due to redundant data entry? Duplicated elsewhere? Type of information? Spreadsheets Current use? (Yes/No) Usable for workforce reporting & analysis?

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

(Continued)

Duplicated elsewhere? Type of information? Databases Current use? (Yes/No)

Usable for workforce reporting & analysis?

Duplicated elsewhere? Type of information? Current HRIS Use? (Yes/No)

Usable for workforce reporting and analysis?

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

Payroll Data

Manual files and information List all information contained in files and folders with employee information. How much of this information is duplicated in other systems? How difficult is access to this information? _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ Schedule A detailed project schedule is critical to ensure a successful implementation. This should cover all elements of the project with target dates. Here is a sample schedule to follow: Week 1 Week 3 Week 5 Week 7 Week 12 Week 13 Week 17 Week 21 Complete negotiations with vendor and sign contracts Send specifications for benefit and attendance information to vendor Send sample ASCII files from current HR system and other sources Specifications for reports and modifications completed Send final ASCII files for complete data load Installation of system and initial training Advanced training Report creation training

Internal Resource Allocation

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

Some packages may require your internal resources during the implementation. Determine what tasks you will be responsible for. Your chosen vendor should be able to help determine how long each task will take to accomplish. List all of your Insurance Plans Plan Name

Days to Configure ______________ ______________ ______________ ______________ ______________ ______________ ______________ ______________ ______________ ______________ ______________ ______________

Cost if vendor configures (for vendor use) _____________________ _____________________ _____________________ _____________________ _____________________ _____________________ _____________________ _____________________ _____________________ _____________________ _____________________ _____________________

Life Insurance Supplemental AD&D STD LTD Medical HMO PPO Other_________ Other_________ Other_________ Other_________

Reports What reports are required for each department in your company? Your HRIS must be able to satisfy your reporting requirements through either standard or easily built custom reports. Government Compliance List all of the reports you will be required to file:

EEO-1 EEO-1 Detail EEO-4 EEO-4 Detail EEO New Hire

EEO Terminations HIPPA Certificate COBRA Letter Vets 100

OSHA 101 Applicant Flow Reject Reason Analysis OSHA 200

Other reports: _________________________________________________________________ _____________________________________________________________________________ Current Projects and Activities Create a list of all of the current projects that your department performs on a routine or special
Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

circumstance basis. Activity Create Benefit Statements Produce Government Reports Calculate vacation accruals Enter employee time off Produce headcount reports Verify insurance premiums Analyze insurance expenses Produce imuted income reports Produce accrual liability reports Create COBRA letters Salary budgeting reports Employee review forms Track Applicants Employee Disciplinary actions Labor Department Audits OSHA Reports Frequency Time Spent

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.

Required new features List all of the new features that your department needs in an HRIS:

Reproduced from The Human Resources Software Handbook by James G. Meade. Copyright 2003 by James G. Meade. Published by Jossey-Bass/Pfeiffer, San Francisco, CA.