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This Migration Roadmap is being provided to assist customer agencies in their migration efforts. A basic tenet of the HR LOB Program is that moving some agency HR operations to the shared service center will free up agency resources to allow HR to be more strategic and provide more value to the agency. The Roadmap provides a broad approach that addresses this transformational intent. It includes five phases:
Figure 12: Practices, duties, inputs and outputs by Phase
Supporting tools, templates, deliverables, and guidances are provided in Section 7. Selection Guidance and 8. Migration Roadmap Deliverables, Information, and Templates.
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In this phase, each agency will develop its strategy to determine which functions will migrate to the SSC. Moving highly transactional administrative services and systems to a shared services environment will allow agency HR resources to focus on more strategic activities. The overall objective of the Assess Phase is to envision this new more strategic HR organization and understand the effort required to realize the transformation within the agency, via the HR LOB shared services-based Concept of Operations.
This phase begins with a reconciliation of the HR mission against the mission of the agency. A future HR service delivery model and operating model are devised to reflect this vision, and decisions are made about which HR functions are to be moved to a shared services environment and which will be retained at the agency. Strategies are developed for IT and organizational change and an initial transformation roadmap is devised to lay out the overall effort and time frame to achieve HR transformation. HR transformation governance is established. A business case is developed to estimate overall costs and benefits and to make a projection about breakeven and return on investment.
Major Assess Phase activities are outlined below. The agency is responsible for all of the results.
The overall objective of the Define Phase is to design a future HR operation that mirrors the Assess Phase strategy and operating models and moves the agency toward shared services in a manner that makes sense for the agency while meeting the overall goals and objectives of the HR LOB. The results of this phase are used as a basis for the provider selection that is done in the next phase. Each agency will take its own approach to achieving its transformational objectives and moving to the shared services concept.
This phase begins with further definition of the HR service delivery and operating models. A Concept of Operations may be developed to define the future business processes, data, and performance measurement indicators. Detailed provider requirements are compiled and validated. A workforce plan is developed to understand the future competencies, skills and abilities required to excel in the new environment and compare them to current competencies, skills and abilities to identify gaps and plan for closing gaps. The organization readiness assessment and the business case completed in the previous phase are refined to accommodate this new information. A change management plan is created to specify the effort required to move the agency through the transition to shared services.
Major Define Phase activities are outlined below. The agency is responsible for all of the results.
The overall objective of the Select Phase is to identify a product or service provider that meets the needs of the customer agency and to define and establish the strategic partnership between the two parties.
This phase begins with an effort on the part of the customer agency to proactively define a value-based selection process that will result in a successful partnership decision. The agency identifies applicable requirements and business rules that form the basis for the selection decision. The agency must follow the guidelines stipulated in the Competition Framework (see Section 7 of this document) to engage in procurement activities associated with its SSC selection. The agency proactively drives their selection decision by gathering and evaluating information on the provider and evaluating the provider's performance and capabilities. A selection decision is made based upon predetermined criteria, the partnership is negotiated between the customer agency and its new business partner / provider and joint governance is established.
Major Select Phase activities, along with entity(s) responsible for results, are outlined below.
The overall objective of the Migrate Phase is to move toward the future HR service delivery model, transferring selected operations from the agency to the shared services provider with no disruption of service to customers - agency employees, managers and supervisors - while simultaneously managing the impact of the change upon the customer agency.
The phase begins with a migration strategy and plan that proposes an overall approach to migration and details the resources and time frames needed to move to the end state defined in the previous phase. Process designs are finalized and corresponding procedures and job descriptions are developed. A training strategy and training plan provide for equipping people to perform in this future state. A detailed project plan and data conversion specifications are developed, tested, and executed. During and after the migration, migration costs and lessons learned are gathered and analyzed.
Major Migrate Phase activities, along with entity(s) responsible for results, are outlined below.
The overall objective of the Operate and Improve Phase is to ensure providers are meeting service level expectations and to leverage performance experience to identify performance improvement projects.
During this phase, the customer agency and shared service center work together to capture, report, and analyze performance data. The results of this performance analysis are used to identify opportunities for further improvement. The HR Transformation Roadmap is updated to include these newly-identified initiatives.
Major Operate and Improve Phase activities, along with entity(s) responsible for results, are outlined below.
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