DWS SHARE
Grants and Projects Module
Improvement Project
Project Management Plan
(PMP)
Project Management Plan
table of contents
Revision History 2
Project Overview 3
Introduction 3
Current State 4
Future State 5
Scope 6
Project Justification 6
Project Objectives 6
Business Objectives 6
Technical Objectives 7
Phases, Timelines, and Deliverables 7
PHASE ONE: INITIATION 7
PHASE TWO: PLANNING 9
PHASE THREE: IMPLEMENTATION (See WBS) 10
Work Breakdown Structure (WBS) 12
Grants-through-Billing Modules 12
Time and Labor (Payroll) to Projects 13
Budget-End Period Processing - PO Rollover 13
Project Management and Controls 14
Deliverable Approval Authority Designations 14
Stakeholders 15
Customers 15
Risk Log 16
Project Budget 17
PROJECT CLOSEOUT 18
Critical Success Factors 18
Performance Measurement (Project Metrics) 18
APPENDIX A 19
Communication Plan 19
APPENDIX B 21
Roles and Responsibilities 21
Revision History
Revision Number / Date / Comment1.0 / September 12, 2009 / Additions to Current State
1.1 / September 12, 2009 / Additions to Budget Estimates
2.0 / September 13, 2009 / Updated Consultant Deliverables
2.1 / September 13, 2009 / Updated document format and table of contents
3 / December 11, 2009 / Update to focus on DWS implementation
Project Overview
Summary
The Department of Workforce Solutions (DWS) is implementing improvements to the SHARE Grants and Programs module. By developing these configuration changes, DWS will improve the agency’s ability to report and track project information related to grants and grant funding. This improvement will provide significant value to the agency and our federal project stakeholders.
Current State
NMDWS has received funding for SHARE Improvements according to the Job Creation and Worker Assistance Act of 2002 and Section 903 of the Social Security Act, as amended, also known as the federal Reed Act; made available in Subsection 21 of Section 7 of Chapter 33 of Laws 2005 as extended by Subsection 18 of Section 7 of Chapter 109 of Laws 2007 as extended by Subsection 23 of Section 7 of Chapter 28 of Laws 2007 as extended by Subsection 28 of Section 7 of Chapter 3 of Laws 2008. This funding must be used by June 30, 2010.
To help NMDWS meet federally mandated accounting and reporting requirements not addressed by SHARE and in order to make use of the funding within the remaining time for SHARE Improvements, NMDWS began the project to undertake better setup and configuration of PeopleSoft system processes and improve technology and training under our Business Unit (63100).
NMDWS Program Managers need to be able to determine the financial status of their Program Budget according to Grant and Project Income, Activity, and Expenditures. Due to the current configurations in Project Costing and Commitment Control, our Financial Management Bureau must go through a lengthy and time-consuming process to provide this information.
Project, Activity, Combo and other codes are used injudiciously in the SHARE system. Codes need to be setup with the long-term perspective of the Project / Program, which can span over multiple Federal or State fiscal years, calendar years, or special budget request periods.
There are an estimated half-million Time Reporting Combo Codes in NMDWS Business Unit HCM module Payroll Component which were generated in error at SHARE “Go-live.” Many of the codes are now outdated and obsolete, taking up space in the system and causing confusion among NMDWS users and managers. We need to streamline unused Combo Codes and create new ones which match the new Grants, Awards, Contracts and Projects system configurations in order to accurately track, account, and report Employee Time Entry (Payroll) to NMDWS Projects.
NMDWS needs to setup and configure the Contracts Module and features according to our Business processes. Contracts need to be created and amended in the Contracts Module for federal and state funding, competitive funding, and other contracts associated with our Agency (Joint powers agreements, intergovernmental agreements, memorandums of understanding, data sharing agreements and resource sharing agreements.)
We currently use the Procurement Module Contracts section to track competitive dollars like the Workforce Innovation in Regional Economic Development ("WIRED") but the contract negotiations,monitoring and the document itself are different than for other types of agency contractual commitments. In most cases we are complying with a federal mandate, receiving funds from a different governmental agency or sending funds to anotheragency. We are using a Purchasing Module to do business in a majority of the cases when we are not procuring any service or professional service. We need to change this business system process in PeopleSoft.
Funding controls need to be established at the Grant Award and Project level to provide “real-time-data” responses to requests for information so that decision makers and oversight entities can receive accurate and timely information for fiscal and human resource responsibilities. This will substantially reduce or eliminate the use of manual work-around processes within the NMDWS Financial Management Bureau and Administrative Services Division.
Future State
NMDWS will configure the features and functionality of SHARE PeopleSoft Financials (FIN v8.8) and Human Resources (HCM v8.9) modules in relation to three key areas:
§ Grants through Billing Modules
§ Time and Labor (Payroll) to Projects Modules
§ End of Year Budget Processing / PO Rollover
By aligning financial business processes with the automated PeopleSoft processes configured for NMDWS, we will achieve accurate Federal and State Program Funding Control, new and improved Grant and Project accounting methods, approved Time and Labor (Payroll) to Projects and certified Federal and State Reports.
As a result, our agency will be in compliance with USDOL and DFA requirements – serve as a leader in the State of New Mexico and contribute toward the centralized need for Grant and Project Accounting and Payroll to Project Processing for all State Agencies.
Scope
Project Justification
The project will re-engineer and document new system and business processes, which properly address Grant and Project Accounting with transaction-level controls, Payroll to Projects, and Budget-End Period Processing / PO Rollover.
By using the existing system version and optimizations, NMDWS will be up to date according to DoIT and DFA and in a position to strategically align with them to realize the actual improvements on upgrades to new versions of PeopleSoft. (9.x)
The improvements will eliminate manual processes which promote isolated, single source knowledge repositories. This should minimize the risk of financial process failure if the employee leaves the position; instead, leaving the knowledge with the Agency.
NMDWS will gain a technically proficient and agile workforce with the necessary knowledge to use and manage the system to the benefit of the Agency and reduce turnover in the Financial Management Bureau and Administrative Services Division.
Project Objectives
Business Objectives
Number / Description /Bus. Objective 1 / NMDWS will use the PeopleSoft SHARE Grants and Projects Modules to accurately track and account for Federal dollars for our Programs like Workforce Investment and Wagner-Peyser. We will set definitions and control points for Grant amounts by using date and funding amount (limit) controls.
Bus. Objective 2 / NMDWS Contracts, Projects and Funding Commitment Control will be defined under our Business Unit (63100) in the system according to the terms of the Federal and State Funding and Procurement rules. We will be able to verify association of Project to Contract — track the type, phase and/or status of projects (e.g., Open, Closed, Initiated, etc.) — and use the system to break down transactions to a very detailed level of Activities, Sub-projects, Phases, and Sub-categories.
Bus. Objective 3 / NMDWS will be able to determine Project costs and percentage completed. We will monitor funds distribution by Project and Activity in the system with cost share and allocation percentages. We can increase or decrease limit amounts of the Project Budget in the system if programs gain or lose funds, and we can set alerts to notify when a Project goes “Over the Limit.”
Bus. Objective 4 / NMDWS will generate billings and draws for projects based on fixed amounts and/or costs accumulated. We will report on the expenditures by Fund, Project, and Activity –which will satisfy the requirements of the State and Federal authorities and help to eliminate over 120 hours of manual workarounds each month and quarter.
Bus. Objective 5 / Using the To-Be delivered functionality of the SHARE PeopleSoft System, NMDWS will capture all employee time reported, categorize, allocate, review and report the cumulative hours and positions paid associated with NMDWS Federal and State Projects.
Bus. Objective 6 / Setup year-end closing for both purchase orders and requisitions in order to eliminate the cumbersome, time-consuming, and error-prone manual processes of disencumbering and re-encumbering each purchasing document throughout the entire agency.
Technical Objectives
Number / Description /Tech. Objective 1 / Improvements will be within the existing system functionality under NMDWS Business Unit. Configurations will not affect other state agencies.
Tech. Objective 2 / No system modifications to core PeopleSoft system. No “Development Requests” will be required to DFA.
Tech. Objective 3 / Manual work-around processes replaced with Technical System configurations according to PeopleSoft best practices
Tech. Objective 4 / Use Testing environment for system reporting enhancements, Internal / External Interfaces, documentation and training end users
Tech. Objective 5 / Document Business Processes and Procedures for disaster recovery and business continuity plan.
Phases, Timelines, and Deliverables
PHASE ONE: INITIATION
Deliverable One / Timeline Due Date: December 16, 2009Task / Description
Project Certification / Develop and submit project certification documents.
Define governance structure / Work with DFA, DoIT to develop a multi-agency team to lead the project via an executive steering committee.
PHASE TWO: PLANNING
Deliverable One / Timeline Due Date: January 27, 2009Task / Description
1. Identify Key Processes, Configurations, and Controls
2. Attend Trainings / · Current Business Processes
· Identify system configuration examples
· Existing User access / internal controls
· Assess project risks and constraints
· Functional and Technical Users attend scheduled trainings
Specifics / · Grants through Billing processes
· Time and Labor (Payroll) to Billing processes
· End-of-Year Budget Processing / PO Rollover
Deliverable / · Updated Project Management Plan to CIO
· Risk Assessment
· Business Process Documentation
· Configuration Documentation
· User Access / Security Controls Document
Deliverable Two / Timeline Due Date: January 27, 2009
Task / Description
1. Recommend Improvements
2. Attend Trainings
3. Identify Consultants / · Benchmark against delivered PeopleSoft
· Recommend system configurations
· Recommend business processes and procedures
· Recommend future controls
· Functional and Technical Users attend scheduled trainings
· Identify available consultants to review NMDWS planning stage
Specifics
(see Work Breakdown Structure) / · Grants through Billing processes
· Time and Labor (Payroll) to Projects processes
· End-of-Year Budget Processing / PO Rollover
Deliverable / · User Security Listings
· Baseline Business Process and Approval Flows
· Documentation Process Manuals
· Create Consultant Contract with NMS Contract / Legal
PHASE THREE: IMPLEMENTATION (See WBS)
Deliverable One / Date: January 27, 2010 – March 15, 2010Task / Description
Consultants Plan / Design / · Review previous deliverables
· Assess project risks and constraints
· Plan / Design business processes and procedures
· Design Application configuration
· Design Controls
· Design Training
· Design Reports
Deliverable / · Updated Risk and Constraint Document
· Documentation of Future State Business process flows
· Documentation of key manual and automated controls
· Configuration Design Document
· Training recommendations and schedule
· Report recommendations
Deliverable Two / Date: March 15, 2010 – April 15, 2010
Task / Description
Consultants Build / Configure
in Test Environment / · Create Testing and Implementation plan
· Build Future state business processes and procedures
· Create Application configuration in Test
· Develop and build reports in Test
Deliverable / · Testing and Implementation Plan
· Publish Coniguration document
· Modification Analysis document
· Training Materials and Documents
Transition to Operations Planning / · Prepare process for documentation of system support
· Define Business support needs
· Define Technical support needs
· Define Training needs and schedule
Deliverable Three / Date: April 15, 2010 – May 10, 2010
Task / Description
Test and Train / · Refresh Test Environment with current data
· Update Configurations
· Communicate and train control owners on key controls
· Users assist with testing
· Test new processes and procedures
· Testing of new reports
· User acceptance / signoff
Deliverable / · Publish NMDWS Business process flows
· Publish key manual and automated controls
· Publish Training Materials and documents
· Conduct User Training
Deliverable Four / Date: June 1, 2010
Task / Description
Deploy and Support / · Deploy new business practices & system enhancements
· Migrate configuration changes through Production
· Implement reports
· Monitor Results
· Support Users
Support / · Provide Deployment Support
· Provide ongoing assistance with new processes and functions (e.g., help desk, working labs, super users.)
· Provide appropriate training and supporting materials
· Modify materials as necessary
Deliverable / · Project Documentation and Reports
§ Training Materials and Documents
§ Deliver Project Closeout
Work Breakdown Structure (WBS)
Grants-through-Billing Modules
Using the PeopleSoft delivered functionality, setup and configure NMDWS Business Unit to manage Federal and State Grants, Contracts & Projects to meet all Federal and State reconciliation and reporting requirements at the most granular level. Currently the Agency does not use delivered features of specifying budget detail at the project level.
A. Establish new standards for accounting methods in Grants, Awards and Projects.
B. Setup Grants, Awards, Contracts and Projects with funding control, distribution structures, and time specifications.
C. Setup accounting structures in PeopleSoft FIN Grants and Projects that range across multiple fiscal years, calendar years, or program special budget request periods.