PILOT PHASE IMPLEMENTATION PLAN

Transcription

1 DEPARTMENT OF ADMINISTRATIVE SERVICES HUMAN RESOURCE SERVICES DIVISION PILOT PHASE IMPLEMENTATION PLAN STATE RECRUITMENT IMPROVEMENT PROJECT Pilot Phase March 31, 2008 to June 30, 2009 November 01, 2007 Version: Final 1

2 TABLE OF CONTENTS 1. EXECUTIVE SUMMARY SPONSORS VISION PROJECT PURPOSE ROLLOUT STRATEGY PILOT PHASE IMPLEMENTATION PHASED APPROACH PILOT PHASE PHASE ONE PILOT PREPARATION PILOT AGENCY EVALUATION PILOT PHASE ASSUMPTIONS PILOT AGENCY EXPECTATIONS ADDING AGENCIES TO IMS SRS FOR PRIORITY LISTS SUCCESS METRICS FOR PILOT PHASE TRANSITION STRATEGY TRANSITION JOB LISTINGS TO WIO COMPLETION OF MQ/SOC FOR PILOT AGENCIES PILOT AGENCIES POSTING NON-PILOT CLASSIFICATIONS TO IMS APPLICANTS IN APPL/CERT OPEN UNTIL FURTHER NOTICE JOB ANNOUNCEMENTS SUPPLEMENTAL FORMS FOR PILOT PHASE PILOT PHASE MILESTONES & DECISION POINTS PILOT MILESTONES DECISION POINTS OTHER PROJECT MILESTONES GOVERNANCE, STAFFING & FUNDING GOVERNANCE PLAN STAFFING FOR PILOT ROLLOUT TECHNOLOGY WEB BROWSER STANDARDS CONCEPTUAL DESIGN, ARCHITECTURE, HARDWARE & SOFTWARE PROJECT CONTROLS RISK/CONTINGENCY MANAGEMENT ISSUE MANAGEMENT SERVICE LEVEL AGREEMENT MARKETING, COMMUNICATING & TRAINING STRATEGY MARKETING AND COMMUNICATION STRATEGY TRAINING PLAN APPENDIX A: PILOT EXPECTATIONS PILOT AGENCY APPENDIX B: CHECKLIST FOR ACTIVATION OF IMS SRS

3 11. APPENDIX C: ADDING AN AGENCY TO IMS SRS APPENDIX D: MINIMUM REQUIREMENTS APPENDIX E: PILOT CLASSIFICATIONS

4 1. Executive Summary This implementation plan includes the strategy we will be using to pilot the new state recruitment system module within imatchskills (ims) named the State Recruitment System (ims SRS), as the state of Oregon s recruiting solution. The implementation plan will detail the processes used in strategizing, implementing and communicating the pilot phase. This document will also detail the process of transition from TeamSite to Working in Oregon (WIO) Sponsors Vision The State of Oregon is in need of skilled workers and has explored new ways to help workers apply for state jobs. For years, the state s application process has remained unchanged despite significant changes in available technology and Oregon s workforce. The State Recruitment Improvement Project (SRIP) has been launched with the vision of opening the door to previously under utilized labor markets and easing prospective applicants link to the state. Using the Oregon Employment Department s award-winning web-based imatchskills (ims) program as its base, SRIP will examine its capabilities to meet the needs of state agencies. This project has the support of key state agencies and DAS is committed to its success. We see the result as a critical element in the State of Oregon s desire to attract the best and the brightest to state service. The project vision for SRIP is to increase efficiencies by decreasing the manual recruitment processes while improving the quality and quantity of matching job applicants to State of Oregon job listings and to improve the efficiency and effectiveness of service delivery by providing a self-service approach for job seekers. The underlying business logic (method of processing data) and business process is changing. To that end, the project will pilot a new recruitment system Project Purpose The project purpose is to enhance and improve the business processes and transform the recruitment system by focusing on three target areas: Customer Service To provide applicants and recruiters a solution that improves our service and delivery of recruitment at a higher level. Efficiency To reduce the amount of paper HR staff manually process today. Effectiveness To integrate with other systems as seamlessly as possible while processing applicant information without subjective input. 4

5 1.3. Rollout Strategy Phase 1 will be to rollout the pilot phase which will include six state agencies and a limited number of classifications. The strategy is to begin our implementation by rolling out one pilot agency per month through a phased approach. The pilot phase will begin no earlier than March 31, 2008 and continue until June Phase 2 will be to rollout the remaining classifications and 92 state agencies during the biennium. This phase will be dependant upon the success of the pilot phase. An implementation plan for this phase will be developed in

6 2. Pilot Phase Implementation 2.1. Phased Approach The approach is to implement the project in two phases. Phase one will be the pilot phase which will include six state agencies with a limited number of classifications (Appendix E) Pilot Phase Phase One This phase will be a limited release to six agencies with a limited number of classifications. The pilot agencies will be activated every 3-6 weeks after the initial pilot agency. The pilot phase will begin on March 31, 2008 and run until June 30, The rollout strategy is to follow a staggered release by adding one agency at a time on a specified schedule. By staggering the rollout, the project team will be able to monitor business process issues, efficiency, effectiveness, network utilization and system performance and help determine the impact on agency staff. The goal is to have the designated six agencies pilot the new recruitment system and evaluate their successes, benefits, issues, concerns and comments. The strategy will be to roll out pilot agencies in the following order: 1. Department of Consumer and Business services (DCBS) March 31, Department of Administrative Services (DAS) April 28, Oregon Department of Fish and Wildlife (ODFW) June 2, 2008 Once we have activated the first three agencies, the project team will re-evaluate the system and business processes and provide the SRS Executive Committee with an update. This will be done prior to moving forward with the remaining three agencies. 4. Oregon Employment Department (OED) July 14, Department of Corrections (DOC) August 18, Department of Human Services (DHS) September 29, 2008 Once all six agencies have been deemed successful, the project team will look at an option of adding more classifications to the six pilot agencies or adding additional agencies to experience and utilize the new ims SRS system. Before doing so, we will check against the Guiding Principles in the System Support document to ensure we have the resources and ability to expand. Any expansion of the pilot phase will require the ims SRS Executive Committee s approval. 6

7 2.3. Pilot Preparation Six agencies have committed resources and time to participate in the pilot phase. The first pilot agency will begin using ims SRS on March 31, 2008 or later. Prior to an agency piloting ims SRS, the project team will evaluate to ensure the agency is prepared for the following areas: Ensure appropriate agency staff have been trained, Job listings are ready to post, Agency has been added to ims SRS (Appendix C), Agency has completed the checklist (Appendix B), Minimum PC requirements (Appendix D) have been met, Agency is ready to begin the pilot. Note: For each agency scheduled to begin the pilot phase, the pilot agency needs to ensure they have at least one job listing ready to be posted in ims SRS Pilot Agency Evaluation Once the pilot agency has been activated for using ims SRS, they will be evaluated, assessed and supported by the project team using the criteria listed below: 1. Pilot agency is able to use ims SRS for their recruitments; 2. Ability of pilot agency staff to support end-users in their use of the new business process utilizing the ims SRS system; 3. Ability for DAS and OED to provide the needed system support; 4. System performance is not impacted by pilot rollout Pilot Phase Assumptions The project team assumes the following: Each pilot agency will be evaluated prior to next agency roll out. No additional agencies will be added to the pilot phase. Resource levels are sufficient to support the six pilot agencies. Appropriate agency staff are prepared and trained prior to each agency roll out. Legislative impacts do not impede or derail the pilot phase. Every agency scheduled for activation will have a job listing ready for pilot. 7

8 2.6. Pilot Agency Expectations Agencies that have committed to be part of the pilot phase have identified and assigned an HR representative to assist with unit reviews, testing, and supporting their agency staff along with training them while the pilot is in progress. The commitment and requirements for pilot agency HR representatives is further defined in Appendix A Adding Agencies to ims SRS for Priority Lists Any non-pilot agency that has individuals, or adds individuals to the priority lists will have their agency profile set up for DAS HRSD. DAS HRSD will work with these agencies to ensure the individuals are added to the appropriate priority list(s). The agency records will only be available to DAS HRSD Success Metrics for Pilot Phase The following critical success factors will be used to measure each pilot agency during the pilot phase: 1) The new recruitment processes decreased the amount of time required for manual entry of scoring and reviewing all job seeker applications. (To measure: ask recruiters to keep track of how much time all applicants for a pre-pilot announcement took to grade and qualify vs. the applicants for a pilot job listing.) 2) Individuals qualified by imatchskills were qualified according to the minimum qualifications of the job listing. 3) The time between receiving the recruitment request form to the time the position is filled has decreased. (non-critical) 4) The time between opening an announcement and sending/viewing the list of applicants to the hiring manager has decreased. (non-critical) 5) Job seekers are able to successfully register, and apply for state jobs. 6) Support questions are answered in a timely fashion as outlined in the Service Level Agreement. 7) Referral calls to the 800 number are appropriate and catalogued. 8) Percent of MQ Template exceptions asked for and resolved, and the time frame in which they were resolved. A successful rate of exceptions will be to see a decrease in trend over the pilot phase. 9) Percent of applicants dispositioned has increased. 8

9 10) Available reports are useful for the pilot agencies. 9

10 3. Transition Strategy Transition plan from current data systems to new business model will include the following: 1) Transition to Working in Oregon(WIO) 2) MQ/SOC Transition 3) Posting existing state jobs on ims SRS. 4) Applicants who applied in Appl/Cert 5) Open Until Further Notice (OUFN) job announcements. 6) Supplemental Forms 3.1. Transition Job Listings to WIO All state jobs posted will transition to display in Working in Oregon (WIO). The job listing transition will take place as follows: 1. All state jobs being posted through TeamSite will be posted on WIO in November of 2007 and continue during pilot. 2. All job listings posted in ims SRS during the pilot phase will also display in WIO. WIO will be the central repository used for all state jobs. will be used for state recruitment events such as job fairs, SEAT presentations, and marketing other recruitment endeavors Completion of MQ/SOC for Pilot Agencies The Department of Administrative Services Classification and Compensation Section (DAS Class/Comp) will be working on transitioning all state classifications from knowledge, skills and abilities (KSA) to Standard Occupational Codes (SOC). DAS Class/Comp will be required to complete the transition of the pilot classification SOC codes in order to initiate the pilot phase. The goal is to complete the remaining MQ/SOC work during the pilot phase Pilot Agencies Posting Non-Pilot Classifications to ims Currently some state jobs are posted on imatchskills and in order to apply job seekers are asked to complete a PD 100. Non-pilot agencies will continue to have this ability when the pilot phase begins. 10

11 Pilot agencies will be set up with two employer records, one ims SRS, and one regular employer file. Agencies will have the ability to post non-pilot classifications but it will be up to each recruiting unit to decide whether their workload allows this. Whether or not they use both processes, they will be trained in how to manage their postings in either system. Information in the regular employer record will not be available for reporting or statistical data. NOTE: Agencies will need to ensure their job listing instructions are clear and concise. Applicants will need to follow the instructions in the How to Apply section of the announcement. Job seekers will be directed to complete a PD100 and/or required supplemental information Applicants in Appl/Cert This section only applies to pilot classifications (Appendix E). Any announcements opened in Appl/Cert prior to pilot must be closed and processed in Appl/Cert prior to opening a new job listing in ims SRS during the pilot phase. A recruitment opened in one system will remain in that system; there will be no recruitment migration from Appl/Cert into ims SRS. Applicants in Appl/Cert will stay in Appl/Cert; they will not need to be moved over to ims SRS once the pilot phase begins Open Until Further Notice Job Announcements For pilot agencies, any job announcements that are Open Until Further Notice (OUFN) and are part of the pilot phase classifications group will need to be closed prior to opening a new job listing in ims SRS. Pilot agency HR representatives will be required to monitor and close OUFN job announcements as the agency moves closer to being activated as the pilot agency Supplemental Forms for Pilot Phase The use of supplemental forms will be the responsibility of each state agency. The documents will not be stored in ims SRS system for launch. Each agency will develop a link to direct job seekers to their supplemental documents. 11

12 4. Pilot Phase Milestones & Decision Points 4.1. Pilot Milestones First three agencies actively utilizing ims SRS by June 30, 2008 Remaining three agencies utilizing ims SRS by November Decision Points Prior to beginning the Pilot, the team will need required approvals to proceed and ensure all required testing is completed and the system is ready for pilot. Go/No-Go Decision Point on March 16, 2008 For continuing pilot rollout, we need to ensure all pilot issues are resolved, testing and enhancements are implemented and system support model is working as planned. Go/No-Go Decision Point around July 15, 2008 For adding any additional classifications to the six pilot agencies, we need to ensure all issues are resolved, testing and enhancements are implemented and majority of MQ/SOC is completed and then review the Guiding Principles prior to expansion of pilot classifications. Go/No-Go Decision Point to expand agencies or classifications on December Other Project Milestones Budget is allocated for Phase 2 by December 31, 2008 Archival and retention strategy completed by January 31, 2009 Phase 2 Implementation plan completed by March 31, 2009 Phase 2 Marketing & Communication Strategy defined by April 30, Class/Comp completes the transition of all classification with the exception of the five listed in the Classification and Compensation section no later than June 30, For Lottery to participate in Phase 2 (09 11 Biennium), they must have their classifications transitioned no later than June 30, Resources hired/allocated for Biennium by July 1,

13 5. Governance, Staffing & Funding 5.1. Governance Plan The ims SRS Executive Committee will determine the appropriate level of funding and staff resource requirements for ensuring DAS HRSD and OED provide appropriate levels of support for the state agencies. Details of the governance model are located on the SRIP web page under DAS HRSD at the following link: Staffing for Pilot Rollout The staffing model and costs associated for the pilot phase (limited release) have been documented in the System Support Plan. 13

14 6. Technology 6.1. Web Browser Standards Web browser standards are also referred to as minimum requirements. In order for any state agency or any job seeker to access imatchskills, they will need to ensure their personal computer meets the minimum requirements which can be found by clicking on the footer link About within ims via or by reviewing Appendix D Conceptual Design, Architecture, Hardware & Software The Design and Architecture of ims SRS has been documented by the Oregon Employment Department ITS Section. 14

15 7. Project Controls 7.1. Risk/Contingency Management New risks will be identified, existing risks will be reviewed and risk levels will be reassigned as needed as we move into the pilot. Risks that have already been identified and mitigated were intended for the pilot phase and will continue to be monitored Issue Management Pilot Phase Issue Log will be created to manage all new issues as we begin the pilot. Issue resolution and escalation has been defined for the pilot phase. Issue resolution and escalation processes are the same during the project and have been documented in the System Support Document Service Level Agreement The Service Level Agreement (SLA) has been developed to ensure DAS and OED have a common understanding of the service levels that are expected and delivered for ims SRS. The first SLA has been signed and was approved prior to pilot phase and will be renewed annually thereafter. 15

16 8. Marketing, Communicating & Training Strategy 8.1. Marketing and Communication Strategy All marketing and communication efforts that will be performed during SRIP are explained in full detail in a separate document. A Marketing & Communication Strategy has been documented for communicating to state agencies, HR staff, hiring managers and other stakeholders Training Plan A comprehensive training plan has been written to ensure the appropriate staff is trained prior to pilot phase and during the pilot phase. 16

17 9. Appendix A: Pilot Expectations 9.1. Pilot Agency State agencies that are selected and agree to participate in the pilot (limited release) of imatchskills will need to have at least one dedicated HR representative. The state agency and HR representative will be committed and dedicated to support the project through the duration of system testing and the pilot. The type of HR representative we are looking for: 1. Someone who is analytical, detail oriented, has good communication skills and a thorough understanding of the full scope (request to fill through appointment) of the State of Oregon recruitment processes. 2. Someone who has the ability to assist with creating recruitment scenarios that will become test scripts, perform hands on testing, is comfortable training co-workers and is willing to provide support to agency staff. 3. This individual will have knowledge of Appl/Cert, Microsoft Word, Windows, databases and the internet. What will the HR representative contribute to this project? Pre Pilot: (February 2007 March 2008) 1. The HR representative s IT staff must complete a check list to ensure the computers (web browser) of all staff involved in the pilot meet the minimum requirements for imatchskills. (To view the requirements, click on the About link footer in ims). 2. The HR representative will need to be available and readily accessible for assisting with the development of test script scenarios. 3. Once test scripts have been written, the HR representative will be an integral part of testing and this individual will attend meetings where discussions will be held regarding issues that occur during testing. 4. The HR representative will be trained starting March 2008 on the full scope of how the new recruitment process will work in imatchskills. Pilot: (March ) 5. The HR representative will become the primary contact and support person for their agency during the pilot, as well as being the primary SRIP contact. 6. The HR representative will also provide on-going trainings to their agency staff. 7. The HR representative will be in daily/weekly contact with the project team in documenting issues and helping resolve outstanding issues that arise during the pilot. 8. Pilot agencies and HR representative will be required to post pilot classification job listings on imatchskills the non pilot classifications will remain on Appl/Cert. 17

18 Time commitment for the HR representative: 1. Exact timeline of their contributions will be clearly defined by early January We anticipate HR representative will be utilized on a part-time basis: a. Assist with creating and possibly writing test scenarios during February - November (10 hrs/wk) b. Perform User Acceptance Testing in January 2008 (20 hrs/wk) c. Training held starting March 2008 (20-30 hours for the month) 18

19 10. Appendix B: Checklist for Activation of ims SRS This checklist includes the items that need to be completed prior to activation of the ims SRS system. Minimum Requirements (Appendix D) are met by all users of ims SRS for the agency. HR administrators identified and granted access by DAS HRSD. Pilot Agency has received training on user name and password administration for HR Admin. HR Administrator, Hiring Manager and HR staff are all trained. Verify priority list state employees are all registered in imatchskills and coded in ims SRS with appropriate priority code. Agency HR staff verify properly coded. Class/Comp to add pilot group SOC and Skills to the Compensation section of the Web page. Communicate to job seekers that they will be able to apply for pilot jobs through imatchskills via a News Feature article. Incorporate standard language for Contact Instructions to make sure all agencies are informing job seekers that the pilot jobs are part of a pilot process and not available for all state jobs. Educate state employees on new Veterans Preference process inside ims. Become familiar with the list of pilot support contacts created for HR staff and job seekers/state employees. E- Mail sent to agency staff of the pilot start and the process in place for pilot classifications. 19

20 11. Appendix C: Adding an Agency to ims SRS Steps required prior to adding a pilot agency: EXECUTIVE APPROVAL Agency's proposal must be presented to the ims SRS Executive Committee during their regular meeting for conditional approval. After agency addition gains conditional approval, the project leader performs an analysis to determine whether the agency has any specific needs and requirements in order to use the system, or whether they are capable of implementing immediately. (This is an overview of any special requirements needed, and not the in-depth programming requirements gathering that will take place below.) Analysis returns to the ims SRS Executive Committee for final approval. If there are any additional requirements that would result in enhancements to ims SRS, the Executive Committee must determine if this is a separate project or within scope. DAS IMPLEMENTATION ANALYSIS DAS must identify the following: Whether the agency has specific needs including classifications (pilot classifications only). Whether the agency meets minimum requirements for using the system. If the agency has requirements that necessitate enhancements to ims SRS, DAS will schedule a meeting with the agency, project team, and OED system architect to capture the level of detail needed for programming requirements. The testing necessary to perform unit and user testing of the enhancements needed to implement the additional agency. The training plan necessary to implement the new agency, and the time frame and resources in which to do training. OED NEW AGENCY IMPLEMENTATION If no changes are needed and the agency is ready to use the system as-is, OED can add the agency in 1-2 days. If changes are required, DAS will request them through the enhancement process, and implementation will depend on the nature of enhancements requested and the time frame given by OED ITS after receiving the change request. 20

21 12. Appendix D: Minimum Requirements Version: 1.0 Release Date: 04/12/2004 imatchskills The imatchskills system is a service of the Oregon Employment Department. Purpose: To match Employers with qualified Job Seekers and qualified Job Seekers with Job Listings that are a good fit based on the Job Seeker's Skills, etc. Minimum Requirements: This site uses web technologies that may not work adequately with all browsers, as every web browser and personal computer's configuration are different. This site has been tested and should work well with the following minimum requirements: JavaScript MUST be enabled on your browser to use imatchskills Internet Explorer (IE) 5.5 (Netscape not recommended) Hyper Text Markup Language (HTML) 4.0 Cascading Style Sheets (CSS) 1.0 JavaScript 1.2 Resolution: 800 by 600 pixels (recommended) PC Memory: 64 MB RAM PC Processor: 300 MHz Operating System: Windows 98 Accessibility The imatchskills website has been designed to meet guidelines established by the Americans with Disabilities Act (ADA), Section 508 of the Rehabilitation Act, and the W3C's Web Content Accessibility Guidelines (WCAG). We use a tool, called Bobby from Watchfire Corporation, to check this site against the above stated guidelines. We are dedicated to ensuring this site meets Bobby's level 1 or "A", Priority 1 requirements. If unsure about what your client PC consists of, feel free to log into the imatchskills system by accessing and using the system as a job seeker. To obtain this information while using imatchskills, click on the footer - About. 21

22 13. Appendix E: Pilot Classifications PILOT CLASSES (DAS, OED, DHS, DCBS, and ODFW) Department of Corrections (DOC) class no. state classification title class no. state classification title 0101 OFFICE ASSISTANT Correctional Officer 0102 OFFICE ASSISTANT 2 Note: DOC will only pilot this classification 0103 OFFICE SPECIALIST OFFICE SPECIALIST 2 Agency Specific Requests 0112 SUPPORT SERVICES SUPERVISOR SUPPORT SERVICES SUPERVISOR 2 OED class 0114 SUPPORT SERVICES SUPERVISOR 3 no. state classification title 0210 ACCOUNTING TECHNICIAN Employment Adjudicator 0211 ACCOUNTING TECHNICIAN Business & Emp Specialist ACCOUNTING TECHNICIAN Business & Emp Specialist PUBLIC SERVICE REPRESENTATIVE PUBLIC SERVICE REPRESENTATIVE 2 DCBS 0323 PUBLIC SERVICE REPRESENTATIVE 3 class no. state classification title 0324 PUBLIC SERVICE REPRESENTATIVE Occupational Safety Specialist Procurement and Contract Assistant 5710 Occupational Safety Specialist Procurement and Contract Specialist Occupational Safety Specialist Procurement and Contract Specialist Procurement and Contract Specialist 3 DHS 0854 PROJECT MANAGER 1 class no. state classification title 0855 PROJECT MANAGER Mental Health Specialist 0856 PROJECT MANAGER Psychiatric Social Worker 0864 PUBLIC AFFAIRS SPECIALIST PUBLIC AFFAIRS SPECIALIST 2 ODFW 0866 PUBLIC AFFAIRS SPECIALIST 3 class no. state classification title 1115 RESEARCH ANALYST * Fish & Wildlife Technician Entry 1116 RESEARCH ANALYST * Fish & Wildlife Technician 1117 RESEARCH ANALYST * Fish & Wildlife Technician Senior 1118 RESEARCH ANALYST 4 *New classifications to be ready by September 1215 ACCOUNTANT ACCOUNTANT ACCOUNTANT ACCOUNTANT SUPERVISING ACCOUNTANT 1243 FISCAL ANALYST FISCAL ANALYST FISCAL ANALYST HUMAN RESOURCES ANALYST HUMAN RESOURCES ANALYST HUMAN RESOURCES ANALYST 3 22

23 1338 TRAINING & DEVELOPMENT SPECIALIST TRAINING & DEVELOPMENT SPECIALIST SAFETY SPECIALIST SAFETY SPECIALIST 2 23