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Migration Planning Guidance
Previous Section 8. Migration Roadmap Deliverables, Information, and Templates
The HR LOB PMO has developed a series of deliverables, templates, and guidance documents to assist customer agencies and SSCs through the migration process. The HR LOB Migration Roadmap documentation was first presented to the HR LOB Multi-Agency Executive Strategy Committee (MAESC)in September 2006 and approved for use in the Migration Planning Guidance. It has been updated since, and its purpose is to:
- Help customer agencies and SSCs prepare for and manage migration of selected functions to the shared services environment.
- Establish a consistent format for migration reporting to the HR LOB Program Management Office (PMO).
The guidance documents for SSC migrations are based on best practices and research and fall into one of three types:
- Deliverables - documents that customer agencies and SSCs are required to submit to the HR LOB PMO during the migration process for reporting and tracking purposes.
- Information - documents provided by the HR LOB PMO that include best practices for potential use by the Shared Service Center and Customer Agencies.
- Templates - preset formatted documents that can be used and re-used by the customer agency and SSC during the migration process. Contact the HR LOB PMO to obtain editable versions of these templates.
The tables in the following sections are grouped by the document type. Click on the document title to open a PDF copy of the document.
The following graphical depiction shows the five phase methodology (introduced in Section 6 above) with corresponding practices, inputs, outputs, and roles and duties as assigned to each participant in the transformation process.
Figure 12: Practices, duties, inputs and outputs by Phase
8.1 Deliverables
Deliverables - These documents are required to be submitted to the HR LOB PMO during the migration process. While is the responsibility of the customer agency to submit the deliverables to the HR LOB PMO, customer agencies and their selected SSCs are required to work together to complete these deliverables. The "Use Description" column indicates how the deliverable will be used by the HR LOB PMO during the migration process:
- Report - HR LOB PMO will use information in the deliverable to report on migration progress.
- Oversight - HR LOB PMO will use information in the deliverable to monitor migration progress and take appropriate action as necessary.
- Review - HR LOB PMO will review the information in the deliverable to use in downstream LOB activities (e.g., EA deliverables, requirements gathering, future migrations).
Deliverables
Document |
Document Description |
HR LOB PMO Use |
Use Description |
Submission Schedule |
|---|---|---|---|---|
Notice of Intent to Conduct a Competitive Migration |
A notice in FedBizOpps of an agency’s intent to conduct a public-private competition for HR management shared services |
Oversight |
Inform HR LOB of agency’s intent to conduct a competition |
Five (5) business days before posting to FedBizOpps |
Solicitation to both (public and private) sectors |
An agency solicitation inviting offers from at least three public SSCs and at least three private SSCs on Schedule 738.X |
Oversight |
Inform HR LOB of agency’s intent to competitively select an SSC |
Five (5) business days before posting to FedBizOpps |
Exception Business Case [3271KB] |
A full justification developed by agencies that wish to make a selection based on a limited form of competition |
Oversight |
Inform HR LOB of agency’s intent to select an SSC using a limited for of competition |
Upon submission to Office of Management and Budget (OMB) |
Interagency Agreement |
Indicates the terms under which services will be provided to the customer |
Oversight |
Binding document to hold provider and customer agency accountable |
Migration Kick-off Meeting or first availability |
Service Level Agreement |
Outlines the scope of services the SSC will supply to the customer agency |
Oversight |
Binding document to hold SSC and customer agency accountable for prescribed roles, responsibilities and cost |
Migration Kick-off Meeting or first availability |
Decision Gate Evaluation Criteria |
A Decision Gate indicates a milestone in the project sequence, where the current state of the project is to be evaluated. It establishes criteria by which the Customer Agency and SSC will determine whether to move forward with the migration |
Report and Oversight |
Sets guidelines for decision making to determine whether a project phase is completed and the Customer Agency and SSC should move forward |
30 days after Migration Kick-off Meeting |
Project Schedule |
Establishes a schedule of migration activities performed by the agency and SSC. It serves as a mechanism to track activities and budget against the schedule. |
Report and Oversight |
Track activities against plan. Report to HR LOB PMO and other external agencies on migration progress. Provide for early detection of migration issues |
30 days after Migration Kick-off Meeting The latest version of the Project Schedule must be sent five (5) business days before each Monthly Status Meeting |
Migration Cost Report |
Establishes migration costs for providers and customer agencies |
Report |
Per Memorandum of Understanding, OPM has responsibility to conduct reviews of HR SSC delivery against established measures and metrics. Baseline measures will aid in reporting performance progress as well as cost savings against the business case |
Five (5) business days following the end of each month |
Lessons Learned Report |
Summarizes the overall results of the migration and highlights any critical standardization opportunities discovered during the course of migration |
Review |
Incorporate lessons learned into future HR LOB deliverables and activities (e.g., EA deliverables, service delivery model, future migrations) |
45 days after Lessons Learned Meeting |
Table 4: Migration Deliverables
8.2 Information
Information - the documents in this section are for information purposes only and include best practices and other helpful resources for potential use by the customer agencies and SSCs. They can be used as reference materials for the facilitation of successful migrations to the selected SSC.
Information
Document |
Document Description |
Audience |
|---|---|---|
Change Management Best Practices |
Used to identify and size constituencies impacted by the migration and assesses the magnitude of impact to each key constituency in terms of change in job roles and responsibilities, required skills and knowledge, processes and enabling technologies. |
SSC/ |
Details key assessment activities for transitioning affected staff to a shared services environment |
Customer Agency |
|
Communications Plan |
Creates a group of integrated activities for planning, developing and issuing project-related communications. It is designed to build stakeholder acceptance and support - both internally and externally - for process and system changes |
SSC/ |
Table 5: Migration Information
8.3 Templates
Templates - The documents in this section include recommended templates for customer agencies and SSCs across multiple areas including risk analysis, fit-gap analysis, and training strategy. These templates can be modified by customer agencies and SSCs to fit their situation and environment.
Templates
Document |
Document Description |
Audience |
|---|---|---|
Risk Analysis Report |
Identifies any customer-specific migration risk plus activities that will be initiated to eliminate or mitigate the risk |
SSC/ |
Fit Gap Analysis Report |
Identifies all system or business process changes that will be needed for migration |
SSC/ |
Provides an agenda, objectives and a starter deck for a migration kick-off session |
SSC/ |
|
Operational Readiness Assessment |
Verifies shared service centers have implemented controls necessary to deliver consistent, efficient services in a secure and effective manner. May serve as input into a go/no go decision for migration of a customer agency. |
SSC |
Training
Strategy Template |
Details major components of a training strategy for assessing customer agency training needs and developing and delivering training on processes and systems |
SSC/ |
Common Rules of Behavior Policy |
Specifies common behavioral guidelines for all SSC systems with respect to IT security. |
SSC/ |
Addresses the need for the interconnection and the security controls required and implemented to protect the confidentiality, integrity, and availability of the systems and data. |
SSC/ |
Table 6: Migration Templates
This page can be found on the web at the following url: http://www.opm.gov/egov/documents/MPG/deliverables.asp
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