This document provides a scope for implementing a new HRIS system at GenRays. Key points include: - GenRays wants to consolidate employee data and implement new HR functions like recruiting, payroll, and self-service to improve efficiency. - The project will select a vendor solution, configure the system, migrate data, and train employees. Acceptance criteria define stakeholder requirements. - A work breakdown structure outlines tasks, responsibilities, and deliverables. The budget is $103,000 with a 20% contingency. Resource and schedule constraints are defined. - Initial risks include going over budget, resource conflicts, time conflicts, complex system configuration, and natural disasters. Mitigation plans are outlined.

1. Project Scope
Document
GenRays HRIS Implentation
Project Scope Document
Alan Oviatt, Project Manager
24 July 2015
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2. Table of Contents
Project Scope Description........................................................................................................3
Customer Requirements...........................................................................................................3
Statement of Work.....................................................................................................................5
Project Deliverables
.....................................................................................................................................................5
Acceptance Criteria...................................................................................................................6
Work Breakdown Structure.......................................................................................................7
Project Boundaries....................................................................................................................9
Project Assumptions...............................................................................................................10
Initial Defined Risks and Constraints.....................................................................................11
Project Approval......................................................................................................................12
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3. Project Scope Description
GenRays has experienced a better than anticipated return on investment with the implementation of a
new financial management, accounting, logistics, and purchasing system that has created an
environment of growth for the company. With the savings realized by the automatic calculations of the
new system, they are now looking to explore and fund additional technology opportunities that might
yield similar returns and improve their internal workflows.
With anticipated expansion, GenRays hopes to access technological advances in Human Resource
Information Systems (HRIS) that will allow them to ease the burden of employee management by
integrating a Payroll system and an Employee Self-Service (ESS) solution. By integrating disparate
employee databases into a central system, GenRays hopes to capitalize on the cost savings and
increased efficiencies while eliminating errors and other risks associated with manual payroll practices
and disconnected HR records.
More specifically, the proposed HRIS solution will provide the following benefits:
1. Overall improved management of human capital
2. Recruiting and Performance Evaluation enhancements improve and maintain company talent
3. Succession planning provides career tracking for employees looking for advancement
4. Productivity enhancements for E-Form auto-population and automatic calculations
5. Reduced risk of errors in payroll and time savings from double entry of employee information
6. LDAP central directory for security and policy management
7. Improved Benefits and Compensation capabilities
Customer Requirements
Rory Genhardt
Recruiting - Ability to manage and analyze qualified candidates from pool of applicants as well
as allowing candidates to track and monitor progress throughout the hiring process.
Succession Planning – Ability for employees to find openings and the skills required to fill the
positions, allowing for professional growth and advancement.
Crystal Marshall
Database Consolidation – Ability to find up-to-date employee contact information as well as
other employee records in a single, central location.
E-Forms integration - Ability to auto-populate supplier forms with employee data and ability to
create standardized E-Forms.
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4. Cost Efficiencies – Ability to improve workflow efficiencies and become more productive while
reducing costs and becoming more price competitive.
Connie Barnett
Payroll Capabilities – Ability for employees to enter time and attendance, reduces burden on
management to approve only and ability for management to approve time and attendance prior
to processing payroll.
LDAP Central Directory - Ability to secure directory information and use policy management.
Darcy Martin
Performance Review – Ability to search employee performance reviews and to enter goals for
individual employees during annual reviews.
Compensation Analysis – Ability to analyze costs associated with a particular set of employees
to compare against outsource manufacturing.
Robust Reporting – Ability for HR Staff and management to pull reports as needed from a single
source, ensuring the data contains the right employees with correct information.
Ashley Burrici
Database Consolidation – Ability to report and manipulate data with records in the same
system.
Employee Self-Service – Ability for employees to information directly into the HRIS to improve
efficiency and accuracy. Employees enter time and attendance information into a single system
with the ability to track vacation time and sick leave. Managers approve the entered
information.
Certification Tracking – Ability to track certifications and education requirements quickly and
easily from a single source database improving efficiency for HR employees and reducing time
and costs.
Benefits Management – Ability for employees to review and choose their own benefits during
open enrollment through integration with benefits carrier.
Annual Review – Ability to link performance reviews to compensation to help determine
employee increases.
Government Compliance – Ability to send push notifications to employees to communicate
compliance issues. Ability to pull and send compliance reports to the government.
Rylee Anderson
Position Control – Ability to analyze employee data by salary grade and job title.
Standardization – Ability to ensure standard pay ranges for standard job descriptions across
manufacturing facilities and the company.
Tyler Guerts
Recruiting – Ability to proactively search for qualified candidates and notify them when criteria
match. Ability to proactively fill positions from Internship pool as long term employment
becomes available.
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5. Johnathan Hartwig
Database Consolidation – Ability to mine performance review data along with training records
and current employee position from a single database to see if employees have moved to
another position as a result of training.
Brian Jenkins
Database Consolidation – Disparate databases migrated to one HRIS database.
Statement of Work
The work of the project team will be to initiate, plan, execute, monitor and control, and close all phases
of the HRIS Implementation Project according to the boundaries prescribed by the Executive Committee.
The project team will report to the Executive Committee at key milestones during the project and work
to mitigate risks and control disruptions throughout the project life cycle.
Although vendors will be evaluated to deliver an HRIS solution, the project team will conduct a make-or-
buy analysis to weigh vendor costs against a building in-house option as a way to evaluate the decision
to buy. The project will include the selection of an appropriate HRIS system, system and environment
configuration, data migration to the new system, and training of all GenRays employees on the new
system. The new system will have key performance indicators according to the requirements outlined
by the Executive Committee that will establish success toward meeting project objectives, both during
and after the system is implemented. Lessons learned should be archived for future project research.
Project Deliverables
Project Phase Deliverable Time Frame
Initiation
Develop Project Charter, conduct Needs Analysis,
conduct Make-or-Buy Analysis, conduct Feasibility Study,
acquire project approval
Jan - Feb 2015
Planning
Develop Project Management Plan and sub-plans, staff
the project team and assign members to WBS, review
vendor proposals, approve and select appropriate
solution.
Mar - May 2015
Execute
Create system environment, complete vendor and
environment procurements, build out infrastructure
Jun - Jul 2015
Conduct system and environment configuration,
complete data mapping, complete data migration, create
training collaterals.
Aug - Sep 2015
Training &
Implementation
Conduct training of Administrators and Executives,
complete training of all staff members.
Sep - Oct 2015
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6. Closing
ROI assessment, lessons learned documentation, close all
procurements, celebrate.
Nov - 2015
Acceptance Criteria
System
Component
Requirement Stakeholder
Annual Review
Ability to link performance reviews to compensation to help
determine employee increases.
Ashley Burrici
Benefits
Management
Ability for employees to review and choose their benefits during
open enrollment through integration with benefits carrier.
Ashley Burrici
Certification
Tracking
Ability to track certifications and education requirements quickly
and easily from a single source database improving efficiency for
HR employees and reducing time and costs.
Ashley Burrici
Compensation
Analysis
Ability to analyze costs associated with a particular set of
employees to compare against outsourcing manufacturing.
Darcy Martin
Cost Efficiencies
Ability to improve workflow efficiencies and become more
productive while reducing costs and becoming more price
competitive.
Crystal
Marshall
Database
Consolidation
Ability to report and manipulate data with records in the same
system.
Ashley Burrici
Disparate databases migrated to one HRIS database. Brian Jenkins
Ability to find up-to-date employee contact information as well as
other employee records in a single, central location.
Crystal
Marshall
Ability to mine performance review data along with training
records and current employee position from a single database to
see if employees have moved to another position as a result of
training.
Johnathan
Hartwig
E-Forms
Integration
Ability to auto-populate supplier forms with employee data and
ability to create standardized E-Forms.
Crystal
Marshall
Employee Self-
Service
Ability for employees to information directly into the HRIS to
improve efficiency and accuracy. Employees enter time and
attendance information into a single system with the ability to
track vacation time and sick leave. Managers approve the entered
information.
Ashley Burrici
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7. Government
Compliance
Ability to send push notifications to employees to communicate
compliance issues. Ability to pull and send compliance reports to
the government.
Ashley Burrici
LDAP Central
Directory
Ability to secure directory information and use policy management. Connie Barnett
Payroll
Capabilities
Ability for employees to enter time and attendance, reduces a
burden on management to approve only and ability for
management to approve time and attendance prior to processing
payroll.
Connie Barnett
Performance
Review
Ability to search employee performance reviews and to enter goals
for individual employees during annual reviews.
Darcy Martin
Position Control Ability to analyze employee data by salary grade and job title. Rylee Anderson
Recruiting
Ability to manage and analyze qualified candidates from a pool of
applicants as well as allowing candidates to track and monitor
progress throughout the hiring process.
Rory Genhardt
Ability to proactively search for qualified candidates and notify
them when criteria match.
Tyler Guerts
Ability to proactively fill positions from Internship pool as long term
employment becomes available.
Tyler Guerts
Reporting
Capabilities
Ability for HR Staff and management to pull reports as needed
from a single source, ensuring the data contains the right
employees with correct information.
Darcy Martin
Standardization
Ability to ensure standard pay ranges for standard job descriptions
across manufacturing facilities and the company.
Rylee Anderson
Succession
Planning
Ability for employees to find openings and the skills required to fill
the positions, allowing for professional growth and advancement.
Rory Genhardt
Work Breakdown Structure
WBS Item Description Responsible Deliverables
GenRays HRIS Implementation
1.0 Project Initiation Phase Alan Oviatt Project Charter
1.1 Develop the Project Charter Alan
1.2 Conduct Needs Analysis Alan, Dakota
2.0 Project Planning Phase Alan, Drew, Dakota, Project Management Plan
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8. Shannon
2.1 Develop the Project Scope Document Alan
2.2
Create Schedule Management Plan
Alan, Drew, Dakota,
Shannon
2.3 Create Stakeholder Register Alan
2.4 Create Communications Plan Alan Communications Plan
2.5 Create Risk Management Plan Alan
2.6 Create Cost Management Plan Alan Project Budget
2.7 Create Quality Management Plan Morgan
2.8 Create Team Management Plan Alan
2.9 Complete the WBS Dictionary Alan
2.10
Project Plan Review & Approval
Alan, Drew, Dakota,
Shannon
Plan Approved
3.0
Project Execution Phase
Ashton, Alex, Kendall,
Drew, Dakota, Shannon
HRIS Vendor Selected
3.1 Assemble Project Team Alan with Team Leads
3.2 Conduct Research & Analysis Dakota
3.3 Conduct Procurements Drew
3.4 Prepare Infrastructure Environment Kendall Environment Configured
3.5 System Configuration Vendor-Ashton System Configured
3.6 Database Field Mapping Alex
3.7 Data Migration Alex
4.0 Project Training Phase Shannon Staff Trained
4.1 Training Planning Shannon
4.2 Conduct Training Shannon
5.0
Deployment Phase
Ashton, Alex, Kendall,
Morgan
System Live
5.1 Conduct Final System Quality Review Morgan
5.2
Conduct Final Environment Quality
Review
Morgan
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9. 5.3
Move System from Test Environment to
Live Environment
Ashton, Kendall, Alex
6.0 Close Project Alan, Drew Final Delivery Approval
6.1 Close all procurements Drew
6.2 Complete Lessons Learned Document Alan Lessons Learned Doc
6.3 Celebrate All Team Members
Project Boundaries
Budget - The project budget has been set at $103,000 to include hardware and software procurements
and licensing, allocated staff time and all project expenses. A contingency allowance of 20% has been
approved if the project meets with unexpected delays or its completion is in jeopardy.
Schedule – Work will start after W-2s are issued (as per the company newsletter), and continue until all
elements of the project are complete, and the system is functioning before year-end closing.
Resources – The Project Manager will coordinate with team leads before assigning support staff to the
project to minimize conflicts and create strong and manageable work teams. Resources will be assigned
in the Project Management Plan (PMP) along with change control procedures if a scheduling or other
conflicts should arise. The Resource assignments will be approved by the team leads.
According to HR Memo “Work Limits”, staff will be limited to eight hours per day and five days per work
week.
One technical representative from the selected vendor will be available for 20 hours per week until the
completion of the project. The cost of this person is included in the cost of the system and should not
affect the budget.
Labor Resource Restrictions:
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10. Project Assumptions
The Make-or-Buy Analysis will be conducted during the planning phase in an effort to compare costs
only. It is not assumed GenRays will build an HRIS when competent vendors exist. There is no
competitive advantage to build in-house, no secrecy required, no social, political, or environmental
reasons to “make” the product. The exercise will help determine value and will help vet vendor
proposals.
It is assumed that in-house resource cost-per-hour includes all overhead charges and fees for facilities
and administration.
It is assumed Organizational Factors and Best practices will influence all project activities.
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11. Initial Defined Risks and Constraints
Risk Impact
Likelihood
of
Occurrenc
e
(L,M,H)
Degre
e of
Impact
(L,M,H
)
Action
Trigger Responsibility Response Plan
Over Budget
The project may
be delayed
while
additional
funds are
approved
L M
Forecasted EAC
exceeds BAC
by 20% or
Critical path
analysis
shows project
behind
schedule
Project Manager
Negotiate compromise in
project scope. Obtain
approval to access
contingency allowance or
Fast Track non-dependent
activities.
Resource
Conflict
Team members
not getting
along may
interfere with
project
progress or
objectives
M M
Team
member(s)
complaining
about
performance
or attitudes of
other team
member
Team Lead
Follow example from
lessons learned during
the previous project and
request functional
manager intervention.
May need to move tasks
or remove a member from
the team.
Time Conflict
Conflicting
meeting
schedules
interfere with
project
progress
M H
Milestones
begin to slip as
team members
miss meetings
and project
updates
Team Member,
Project Manager
Do not rely on a single
resource, find backups in
as many areas as
possible without
overstaffing and
increasing costs.
System
Configuratio
n
Challenges
The system
may be too
complex or
certain
features not
as presented
by the vendor
L H
Project plan
stalls as
difficult
configuration
is worked out
Team Lead, Project
Manager, Vendor
Prioritize system
requirements and
configure critical
requirements first. Report
to sponsor and get
acceptance
Natural
Disaster
All systems go
down due to
storms,
power
outages,
security
faults, or
other.
L H
Any downtime
for a
prolonged
period during
project
execution
Team Members,
Vendor
Fault tolerant and redundant
practices, cloud base
backups and resources
for all critical systems will
mitigate impact
Key: L = low, M = medium, H = high
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12. Project Approval
Approved by the Project Sponsor:
___________________________________________ Date:____________________
Rory Genhardt CEO
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