This document provides a project charter and plan for implementing a new HRIS system with employee self-service modules at GenRays. The project has 4 phases and will be implemented over 12 months. It aims to streamline HR processes, increase efficiencies, and improve employee satisfaction. Key deliverables include requirements documentation, vendor selection, system design and development, user training, and a post-implementation review. The project is funded at $103K and success will be measured by time savings, lower HR costs, and increased employee satisfaction once completed.

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Project Charter
HRIS with ESS
GenRays
April Drake, Project Manager

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Table of Contents
Project Title.................................................................................................................................... 3
Purpose.......................................................................................................................................... 3
Description.................................................................................................................................... 3
Objectives...................................................................................................................................... 3
Success Criteria or Expected Benefits...................................................................................... 4
Time Savings...................................................................................................................................4
HR Administration and IT Efficiencies...............................................................................................5
Employee Satisfaction.....................................................................................................................5
Funding.......................................................................................................................................... 5
Major Deliverables, Schedule & Acceptance Criteria............................................................... 6
Acceptance Criteria.................................................................................................................... 10
Approval Requirements............................................................................................................. 12
Project Manager.......................................................................................................................... 12
Role:............................................................................................................................................12
Responsibilities:............................................................................................................................12
Authority:.....................................................................................................................................12
Authorized by.............................................................................................................................. 13

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Project Title
GenRay HRIS withEmployee SelfServiceModules
Purpose
AfterrealizinggreaterthananticipatedROIwiththe rolloutof anew financial system,GenRaysdesires
to fuel additionalgrowthandexpansiontothe company.Withthe cost-savingsassociatedwiththe
automaticcalculationsexperiencedwiththe system, theyare now able tofundmore researchand
projectsto improve theirworkplace.
Due to the tripledprofitsthe companyexperienceddue tothe financial systemoverhaul,aswellas
technological advances inHumanResource InformationSystems(HRIS)andintegratedEmployee Self
Service (ESS) systems,GenRays hasdecidedthatthe time isright toinvestigate investingin acentralized
HRIS systeminorderto streamline operationsandlowercosts andrisks associatedwith decentralized
HR functions.
Description
The current GenRay HRIS and payroll systemsrelyonmanual manipulationandcanbenefitfroma
technological overhaul thatwill leadtogreateremployee satisfactionandcostsavingsforthe company.
The company recentlyconductedanoverhaul of theirfinancial systemsand the resultswere very
successful,asshownbythe time savingsassociatedwiththe automaticcalculations,whichwill likely
resultinsix months-worthof savings overoriginallyanticipatedatprojectinception.
Withthissuccess,GenRaysdecides topursue othersavingsassociatedwithtechnological advancesand
opportunities,tooverhaul theircurrentHRISand Payroll systems,now heavilydependentonmanual
manipulationsandthus bothcostly,inefficientanderror-prone.
Centralizingtheiremployee databaseswillalsoassistwithgreaterdataminingcapabilitiessuchas
reportingagainsttrainingcertificationsandresultantperformance review data,sothe companycan
gleanhigherqualityinsightsatreducedcosts.
The HRIS projectwill aimtomeetall the successcriteriaformulatedbythe keystakeholdersand
sponsorsof thisproject,withinthe budgetandresource andtime constraintsidentified.
Objectives
To implementacentralizedHRIS andESS system, inorderto streamline andautomate manyHR and
employeeself-service operations,alsoloweringITcostsand overhead,andpositivelyimpactingwork-
life balance of all employees.
The main objectivesforthe projectare summarizedinthe table below.

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Payroll,ESS & Benefits
Eliminate double-entryof time information
Reduce potential formistakes
Allowforautomatedprocessingworkflows
Enable greaterflexibilityin the PTObenefit(allowforattendance-basedPTOaccrual)
LowerHR overheadinmanagingbenefitschangesandenrollments (offerESSatopenenrollment)
Allowforgreaterdiscoveryof information (integratesystemwithcarrier’sinformation)
General - DB Consolidation- Training records, Payroll and HR, and Performance Reviewdatabases
Enable greaterreportingandanalyticscapabilities
Save time,moneyandresource overheadovermultiple systems
General - Employee InformationManagement- Self-Service andLDAP directory integration
Decrease overhead andriskassociatedwith adding&maintainingemployee information
General - Push Email Communications
Save time,moneyandmaterialsover sendinggovernmentandcompany noticestohomes
Increase level of governmentcompliance
E-forms Capabilities
Allowforstandardizedcompanyformbrandingandformatsacrossall vendors
Auto-fillcapabilitiesreducetime,costanderrorsassociatedwithmanual formentry
Career Track - Performance Review& Compensation
AssessROI of manufacturingcertaincomponents andcompare tooutsourcingbids
Ensure uniformityof compensationacrossperformancelevels andmanufacturingsites
Improvedreportingandanalyticscapabilities
Standardize goalsacrosscompanybutindividualizeper employee,allow totrackprogresstowardsgoals
Career Track- PositionControl
Ensure facilitiesprovidesimilarcompensationtoreduce cross-site movementforcareeradvancement
Ensure facilitiespayconsistentlyforsame level of work
Career Track - Recruiting
Proactivelyattracthighestqualityinterns withpushnotificationsystem
Ensure bestqualifiedcandidatesapplyforjobs,andcan be located forjobs once theyopen
Career Track - SuccessionPlanning
Enable careeradvancementand professional growth
Career Track - Training RecordsManagement
Discovereffectivenessof trainingandrecognitionwithresults
Improvedreportingandanalyticscapabilities
Success Criteria or Expected Benefits
The followingcriteriawill be usedas the successcriteriathatGenRayswill use toevaluate project
success.
Time Savings
There will be asignificanttime-savingsassociatedwith Eformsauto-fill capabilities.EstimationonROI
for thisfeature alone isroughly$46,250 peryear. Time will alsobe savedcreatingreports,recruiting

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personnel andmanagingcareertrackinformationlikeperformance review dataandmaintaining
employeecontactandbenefitsinformation.
HR Administration and IT Efficiencies
IT technologycostsperemployee should prove tobe significantlyloweroverbaselineestimatesof
$1200 annuallyperemployee,becauseITwill have onlyone database andsystemtomaintainforHR
insteadof many.
The systemshouldallowHRto manage a growingworkforce withsignificantlygreaterefficiencyand
lowerstaffingandadministrativeoverhead. Thiscanbe shown postdeploymentbythe smallerratioof
HR personnel toworkforce personnel. Inparticular,the on-siteHRofficescanlikelybe eliminated
shortlyfollowingthe systemimplementation,andthe staff couldbe reassignedtoexpansionandother
HR activities.
EmployeeSatisfaction
The systemshouldresultingreatersatisfactionof staff,because there will be less time spentanderrors
incurredwith payroll andexpensereporting, employeeinformationmanagement,aswell asgreater
benefitsaccessibility,fewererrors incurredduringprocessingpayroll, andtheycanmore easilyplotand
track towardscareer advancement.
Managerial satisfactionswill occurdue tothe improvedefficiencyandaccessibilityof reportingand
analyticscapabilities, greatercapacitytoattract and retaintoptalent,andabilitytoeasilymaintain,
locatedandcommunicate withstaff.
Funding
The GenRays VP of Finance,Connie Barnett, hasallocated 103Kfor the projectHRIS, and all on-site
resources.Thisfundingwasmade possible due tothe higher-than-expectedprofitsandsavings
experienced fromthe recentfinancial systemupgrade project.
Thisfundingwill go towardsthe projectprocurements, external vendorcosts, includingany hardware
installedand software licensed,trainingmaterialsandmarketingmaterials.A listof projectelements
that will require funding:
 ConsultingServices (if necessary)
 VendorServices (if necessary)
 Hardware for any/all environmentsorhostingfees
 Software andlicenses,includingsupportingsoftware andprojectmanagementsoftware
 Toolsand resourcesfortrainingandeducation
 Anysuppliesforcommunication,trackingandmonitoringthe project
 Marketingmaterials
A make-or-buydecisionwill be partof the projectmanagementplan, inordertoweighthe costsand
benefitsof buildingin-house orpurchasingfromaqualifiedvendor. Tosupportthe analysis,alistof

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qualifiedvendorshasbeenmade available,andprojectmemberswill alsodomarketresearchtovetthe
candidates.
Cloud-computingoptionswillbe explored,inadditiontohostingplatformsandinfrastructureon
premises.
Major Deliverables, Schedule & Acceptance Criteria
Phase 1. Project Initiation,BusinessProcessAnalysis,TechnologyResearch, Infrastructure Preparation
Initiation and Project Management Jan-Feb
Deliverables  ProjectCharter
 ProjectManagementPlan
o Scope Document
o CommunicationsPlan
o StakeholderRegister
o RiskRegister
o Communications Plan
o Cost ManagementPlan
o QualityManagementPlan
o Schedule ManagementPlan
o HR Plan
o WBS Dictionary
o Team Organizational Structure andAssignments
o Critical Pathand ProjectSchedule
 Kickoff Meeting
Acceptance
Criteria
The projectcharter has beenpreparedwithadequatedetailand
inputto fullydescribethe purpose,objectivesandfundingof the
project,listingoutall majordeliverablesandtimeframes,andhas
all approval requirements.The projectcharterhasbeen reviewed
and approved bythe executivecommittee and signedbythe
sponsor.
The projectleadershipteam andSubjectMatterExpertshave been
consultedinthe preparationsforall relevantProjectManagement
planningandsub-plans,have hadsufficientinputaccordingtotheir
functional responsibilitiesandexpertise.The projectmanagement
planhas been reviewedbythe executive committee and signedby
the sponsor.
The projectteam hasbeenformallyintroducedtothe projectand
understand the projectgoals,expectationsand schedule,aswell as
theircommitments andresources.
Business Analysis, Technology Research Mar-Apr
Deliverables  BusinessRequirementsDocument
 TechnologyRecommendationReport,Review&Signoff
o Make or Buy Analysis
o VendorBidProposal Analysis

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o DB consolidationReport
o Hardware and Infrastructure Report
Acceptance
Criteria
A detailed BusinessRequirementDocumentiscreatedforeacharea
of the project outliningall functionalrequirementsandacceptance
criteria.
The TechnologyRecommendation will includeMake vsBuy analysis,
VendorBidanalysisandrecommendations, alsoDatabase and
Systeminfrastructure requiredtosupportthe project.
The Deliverablesare reviewedandapprovedbythe executive
committee.
Infrastructure Preparation for all Environments May-Jun
Deliverables  ConductProcurements
o Vendornegotiationsandcontracting(if necessary)
o Software procurementand licensing
o Hardware and supportingplatforminfrastructure
procurements
 Hardware Installation,Configuration&QA (if necessary) - Ashton
 InformationManagementSystemsPreparation - Devon
 QA Checklists - Kendall
 Phase ExitReview andSignoff
o Change RequestsReview &Approvals
o Work Performance ReportingReview
Acceptance
Criteria
All procurementsare inplace includingcontractsandonboarding
activitiesforanyconsultantorvendorengagements.
The infrastructure isinstalledandconfiguredif necessary.
The InformationManagementSystemispreparedandrolledoutto
the projectteamfor use.
All reportingandartifacttemplatesandchecklistsare inplace.
The RiskRegisterandStakeholderRegister are reviewedand
amended asnecessary.AnyChange Requestsare assessed.
The Deliverablesare reviewedandapprovedbythe executive
committee.
Phase 2. Design and Developmentof – all Environments
PlatformSystem&DB Consolidation Jul-Aug
Deliverables  Technical DesignDocumentation
 QualityAssurance Plan
 SystemDevelopmentforbothall environments
 DB Installation, ConfigurationandMigration
 HRIS Software Installation&Configuration
 QualityAssurance

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 Work Performance Report
 TrainingMaterials
 FAQsfor UI
 Phase ExitReview &Signoff
 Change RequestsReview &Approvals
 Work Performance ReportingReview
Acceptance
Criteria
All hosting(internalorexternal) systemsare fullyfunctional with
acceptable quality,accordingtothe BRD specifications.All training
materialsandcollateralsare inplace.
The Risk RegisterandStakeholderRegisterisreviewedand
amended. AnyChange Requestsare assessed.
The Deliverablesare reviewedandapprovedbythe project
leadershipteam.
ESS Modules Sept-Oct
Deliverables  Technical DesignDocumentation
 QualityAssurance Plan
 Module Development
 QualityAssurance
 Work Performance Report
 TrainingMaterials
 FAQsfor UI
Acceptance
Criteria
All ESS functionalityisfullydeliveredtoacceptable quality,
accordingto BRD specifications.All trainingmaterialsand
collateralsare inplace.
The Risk RegisterandStakeholderRegister isreviewedand
amended.AnyChange Requestsare assessed.
The Deliverablesare reviewedandapprovedbythe project
manager.
CareerTrack Modules Sept-Oct
Deliverables  Technical DesignDocumentation
 QualityAssurance Plan
 Module Development
 QualityAssurance
 Work Performance Report
 TrainingMaterials
 FAQsfor UI
Acceptance
Criteria
All CareerTrack functionalityisfullydeliveredtoacceptable quality,
accordingto BRD specifications.All trainingmaterialsand
collateralsare inplace.
The Risk RegisterandStakeholderRegisterisreviewedand
amended.AnyChange Requestsare assessed.

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The Deliverablesare reviewedandapprovedbythe project
manager.
EformsModule Sept-Oct
Deliverables  Technical DesignDocumentation
 Quality Assurance Plan
 Module Development
 QualityAssurance
 Work Performance Report
 TrainingMaterials
 FAQsfor UI
 Reviewandsignoff of all Phase 2deliverables
Acceptance
Criteria
All CareerTrack functionalityisfullydeliveredtoacceptable quality,
accordingto BRD specifications.All trainingmaterialsand
collateralsare inplace.
The Risk RegisterandStakeholderRegisterisreviewedand
amended.AnyChange Requestsare assessed.
The Deliverablesare reviewedandapprovedbythe project
manager.
Review&Signoff Sept-Oct
Deliverables  Demoof the End to End system
 Review&Signoff
Acceptance
Criteria
End to End demonstrationsare giventothe executivecommittee,
whoapprovesthe final trainingandrolloutphases.
Must occur before yearendtomeetapproval requirements.
Phase 3. Conduct End-UserTraining Nov
Deliverables  Trainingplan
 End usertrainingdocuments
 User trainingsessions
 SupportPlan
Acceptance
Criteria
Trainingof all staff is appropriatelyplannedandcommunicated,
includingsignupfortraining,technical support,andcollaterals.
Trainingistrackedto ensure all staff isadequatelypreparedforthe
cut-over.
Systemisfullyfunctionalwith nocritical defectsthatimpact
deliveryof any BRDspecifications.
ProductionSupportPlanisinplace and signedoff byprojectleads.
The Deliverablesare reviewedandapprovedbythe project
leadershipteam.
Phase 4. Production Rollout Dec
Deliverables  ProductionLive
 Announcement

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 Legacy andinterimsystemteardowns
Acceptance
Criteria
Productionsystemfullyliveandoperational.
Announcement senttoall staff thatthe systemisavailable.
Legacy andinterimsystemstorndownas necessary.
Phase 4. Post Implementation/LessonsLearned Jan-Mar
Deliverables  Close Procurements
 Archive ProjectArtifacts
 Close OutReport
o LessonsLearnedReport
o SuccessMeasurements &ROI assessment
Acceptance
Criteria
All vendorandassociatedprojectcostsare paid.All projectreports
and artifactsare archivedina ProjectManagementInformation
system.
Retrospective analysisandsuccesscriteriameasurementsare
performedtoassessROIand projectoverall successmeeting
objectives.
Projectsponsorapprovescompletionof the project.
Acceptance Criteria
Acceptance of the systemto be achievedthroughthe followingkeystakeholders onthese top-level BRD
items.
SystemComponent Requirement Stakeholder
Benefits Abilitytoaccrue PTO basedonattendance insteadof
yearsof service
AshleyBurrici
Abilitytochange andapprove benefitsduringopen
enrollment
AshleyBurrici
Databases Abilitytoreport& manipulate datawithall recordsin
the same system
Ashley Burrici
Ensure HR and payroll data are in the same system Connie Barnett
Migrate current trainingrecordsdbintothe new HRIS
centralizeddb
JonathanHartwig
Migrate old db'sintothe new system Brian Jenkins
Eforms Capabilities Abilitytocreate new Eforms Crystal Marshall
Eformshave "mail-merge"- like auto-populate
capability
Crystal Marshall
Employee
Information-
Management
Abilitytoadd,change and quicklylocate the most
currentemployee info, locations,phone,email (LDAP)
Crystal Marshall
Abilityforemployeestomaintaintheirown
information
Crystal Marshall

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General
Communications
Abilitytoemail employeesforgovernmentcompliance
and companyinformation
AshleyBurrici
Payroll & Integrated
ESS
Abilitytoadd management-onlyinformation Connie Barnett
Abilitytoentertime andattendance information Connie Barnett
Abilitytoreview andapprove time andattendance
informationbefore processing
Connie Barnett
Performance Review
& Compensation
Abilitytoanalyze actual costassociatedwith
manufacturingparticularcomponents
Darcy Martin
Abilitytoanalyze changesinemployeescompensation
by performance data
Darcy Martin
Abilitytodetermine amountof compensation
increasesawardedbased onperformance
AshleyBurrici
Abilitytoentergoalsatannual review Darcy Martin
Abilitytoreconcile actual performance realized,to
annual goals,at periodicreviews
Darcy Martin
Abilitytosearchperformance review information Darcy Martin
PositionControl Abilitytoanalyze employee compensationbyjobtitle
and salarygradesacross manufacturingsites
Rylee Anderson
RecruitingDatabase
- Reporting&
Notifications
Abilitytopushnotificationstoqualifiedcandidates
whenmatchingjobcriteriaidentified
TylerGuerts
RecruitingEfforts Abilitytoanalyze whoismostinterestedandqualified
fromcandidate pool
Rory Genhardt
Abilitytoapplyforpositionsandmonitorprogressin
hiringprogress
Rory Genhardt
Abilitytorecordandsearch for external resumesfrom
college campusvisits
TylerGuerts
SuccessionPlanning Abilitytodefinecareerpathandtrack progress
meetingrequirements
Rory Genhardt
Abilitytoentercompletedcoursesandcertificates Rory Genhardt
Abilitytotrack answersto performance reviews Rory Genhardt
Abilitytotracktrainingcoursesemployee completes Rory Genhardt
SystemIntegration Abilitytoviewbenefitcarrier'sinformationdirectly
throughGenRay'sOpenEnrollmentapplication
AshleyBurrici
Ensure Directoryservice canintegrate withHRIS
database
Crystal Marshall
Capacity
Requirement
Eformsscale to at least3700 per year Crystal Marshall
Training Records Abilitytoanalyze whohastakentrainingandif result
was move togreaterauthorityposition
JonathanHartwig
Abilitytomine performance review data JonathanHartwig

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Approval Requirements
The projectmust notexceedfundingrequirementsof 103K peryear as detailedinthischarter,aswell
the projectdeliveryandtrainingmustbe completedbyyearsendandcannotbeginuntil W2’sare
issued.
The executive committeehasreviewedandagreedthatthe projectcharterisadequate to proceed with
the HRIS withESS project,andapprovesthe fundingtodoso. The sponsorauthorizesthe project
managerto implementthe charterutilizingthe ascribedresourcesasappropriate.Thischarter,once
signed,entersintoformal change control,andanyamendmentsmustbe reviewedandapprovedbythe
projectsponsor.
The executive committeeforthis projectiscomprisedof these executiveteammembers:
 Rory Genhardt,CEO
 Crystall Marshall,VPMarketing
 Connie Barnett,VPFinance
 Darcy Martin, VPManufacturing
 AshleyBurrici,HRDirector
Project Manager
April Drake has beennominatedProjectManagerby the projectSponsor,RoryGenhardt,CEO, as per
the companynewsletter.
Role:
Manage the projectteamto successfullycompletethe projectontime,withinbudget,andaccordingto
the requirements.
Responsibilities:
 Analyze andunderstandthe scope, requirements,assumptionsandconstraints
 Developthe ProjectManagementPlanandsubsidiaryplans
 Lead the projectteaminthe creationof all deliverables
 Track and reporton overall projectprogressandperformance
 Manage the project’sbudget
 Balance the competingdemandsforquality,scope,time andcost
 Performriskmanagementtocontrol projectscope andquality
 Interface withall stakeholdersandmanage theirexpectations
Authority:
 Assemble the projectteamincoordinationwiththe projectsponsor
 Manage the projectteamto the agreedto schedule
 Negotiate andapprove requirementsandchangestoprojectgoals,scope,andtimelines

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 Adaptthe projectmanagementplantothe needsof the project
Authorized by
Signingthisdocumentrecordsyouragreement tothe contentsof the projectcharterand confirmsthe
orderto proceedwiththe project.
__________________________________________ Date: ___________________
Rory Genhardt CEO