# Presentation: 487154

## HR Directors and 

- June 10, 2004

- HR Directors and
- Deputy CFO’s ViTS

## Agenda

**Project Schedule**
**Project Status**
**Preparing NASA for FPPS**
**Center Stakeholder Management**
**Union Update**
**Early Communications**
**Communications Focused on Go-Live**
**Training Timeline**
**Post Implementation Operations**
**Personnel Transition**
**Issues Summary**

## Project Schedule

**February**

**FPPS Online Testing**

**Interface Design**

**System Connectivity and Acceptance Testing**

**Report Design**

**Report Development**

**CRs Available**
**5/30**

**Parallel 1**

**Interface Development / Unit Test**

**Historical Data Conversion**

**Parallel 2**

**Go-Live**
**8/8**

**Training**

**Sim. Parallel (SP) 1**
**3/22**

**SP 2 **
**4/19**

**SP 3 **
**5/17**

**CRs Available**
**7/11**

**March**

**April**

**May**

**June**

**July**

**August**

**FY2004**

**Center TRRs**
**4/26 – 4/29**

**Parallel 1 TRR**
**5/26**

**Deployment**

**Test Scripts**
**3/30**

**Notes:**
The Summary Status shall be reported for the month.  For purposes of this chart, the “month”, or “M”, is the period between the last MSR and the current MSR.  Please utilize the criteria on this page for reporting summary status.

The intent of this chart is to provide an overall status of the project.

NOTE:  Any red or yellow assessment requires an explanation.

The Integration Project Office (IPO) summary status shall reflect cost/schedule/technical status for each active project.

## Project Status

## Preparing NASA for FPPS

**A smooth transition to FPPS**

- Desired Outcome

**Training **

**Stakeholder Management**

**General Awareness**

- Targeted communication with key personnel to prepare employees

- Broad communications through Agency and center-wide media

- Instructor-led training for HR and Payroll personnel
- Web-based training/facilitated walkthroughs for supervisors and administrative personnel
- EE tutorials/demos for anyone

**+**

**+**

**=**

**To ensure the long-term success of large, enterprise-wide change such as e-Payroll, the initiative requires a solution that addresses the human and organizational impacts of change.  Change Management (CM) is charged with providing the approach and plan that proactively applies the best methods for instituting the necessary changes in each customer community.**

## Center Stakeholder Management

**Leadership-focused efforts**
**Stakeholder briefings from Transition Managers**
**Monthly status reports**
**Center management council meetings**
**Center IFMP / e-Payroll Steering Committee meetings**
**Monthly telecons with HR Directors **
**Monthly telecons with CFOs / Deputy CFOs**
**Management / Requesting Office-focused efforts**
**Briefings for center management**
**Center Director communications**
**Management council announcements**
**Emails targeted to a listserve of managers**
**HR/Payroll-focused efforts**
**Agency process meetings / telecons**
**Update meetings at centers**
**Targeted emails**

## Union Update

**In early April, the National unions received a memo about the changes in format to the NASA Leave and Earnings Statement and the mandatory use of Employee Express, except for cases of hardship**
**These changes became Agency policy when the national union review ended on May 4****th**
**GRC, GSFC, JSC, HQ, LaRC, KSC, and MSFC passed information to their union(s) informally during the national review without any negative feedback**
**SCC and DRFC do not have unions **
**ARC is working with local union to further define cases of hardship and the Center effective date for the policy**
**Considering the high level of information passed to the center unions to date and the low level of reaction from both the national and center unions, we are  optimistic that we will move through the union process without any negotiations**
**Next steps include additional meetings, as requested at the centers, and previews and/or sign offs on communications about changes to employees**

## Early Communications

**Activities through May**

**TSP Open Season email**
**Employee Express brochures and posters**
**Briefings to HR, Payroll, and Administrative Officers**
**Leave and Earnings Statement messages**** **

**June**

**Posters / brochures**
**Update affected employees, such as Donate Leave users**
**Notices about state tax changes**
**System Security forms and User ID distribution**** **

**Agency CFO and Human Resources Director  memo to **
**     ****all civil servants**
**Center newsletter articles**
**Websites (http://epayroll.nasa.gov/)**
**Center Director Letters**
**Employee Express emails and articles**

**Support for Employee Express demos and deadlines**
**Briefings to center managers and administrative staffs**
**HR, Payroll, and Administrative Officer briefings**

## Communications Focused On Go-Live

**July**

**HR, Payroll, and Administrative Officer briefings**
**System Security forms and User ID distribution**** **

**August**

**Beyond Go-Live**

**Feedback meetings**
**Reports on first pay period**
**Reports from pilot organizations**
**FAQs / help desk info**
**Celebrations**

**FAQs / improvement info**
**Open season notices / tutorials**
**W2 reminders**

**Memos to employees on changes**
**Management cascading of fact sheets**
**Directorate meetings, if possible**
**Training support, as needed**

**“****Go” decision notices**
**Center Director Letters**
**Go-Live articles**
**How-to messages for HR and Payroll reporting**

**Training support, as needed**
**RO roll-out support, as applicable**

## Training Timeline

| Jan | Feb | Mar | Apr | May | Jun | Jul | Aug | Sep | Oct |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |

**HR and Payroll Instructor-Led Training (ILT) **

**HR, Payroll, & Pilot ROs,       Go-Live On Aug 8**

**Additional RO**
**Go-Lives**

**Requesting Office (RO) Training**

**Employee **
**Express **
**Training**

**Brio **
**Training **

**Refresher Web-Based Training for HR and Payroll**

_**RO Roll Outs**_
**DFRC****	****08/04**
**HQ****	****08/04**
**JSC****	****08/04**
**SSC****	****08/04**
**GRC****	****09/04**
**KSC****	****10/04***
**ARC****	****10/04**
**MSFC****	****10/04****
**LaRC****	****01/05***
**GSFC****	****01/05**
*** = Pilot RO 08/04**
**** = Tentative/TBD**

##  Post Implementation Operations 

**Liaison Payroll Office (formerly Consolidated Payroll Office)**
**Serve as liaison between DOI and NASA Centers for policy guidance and problem resolution**
**Perform key “centralized/standardized” functions**** **
- Payment of Non-NASA Employee Awards (i.e., separated employees, military
-      personnel
- Management of accounts receivables for all Payroll indebtedness
- Prior pay period adjustment process
- T&A errors and missing timesheet validation
- Time and attendance (T&A) system administration functions
- Agency-level FPPS Application Security Administration
**Records transfer to OPM and DOI (retirement cards, court ordered deductions, tax levies, etc.)**
**Center Payroll Office **
**Forward requests for comp time extension or payment, annual leave restoration, and sick leave advance **
**Process donated leave**
**Process continuation of pay approvals**
**Provide Employee Express assistance **
**Interface with employees for personalized assistance**** **** **

##  Post Implementation Operations (cont’d)

**Human Resource Office**
**Transactional processing **
- Efficiencies gained over current system functionality include
- Process automation (i.e., retroactive pay changes, Thrift Savings Plan    status changes)
- Personnel actions process improvement (corrections, cancellations, etc.)
**Automated routing of SF 50/52 actions by Requesting Officers**
- Managers electronic routing of SF 50/52 request and approval
- Several Centers have elected to deploy this functionality after go-live due to implementation time constraints
**FPPS application security for “Requesting Officers” **
- Establish users and routing paths
- Reset passwords
- Request userids
**Manual process work arounds may be required due to system Change Requests (CRs) that will not be implemented until after go-live **
-  “Future CRs” will not be implemented until December 2005
- Conducting assessment of impact to Centers

## Personnel Transition

**FTE Considerations for Post Implementation**
**Center Payroll Office**
- Workload will be substantially reduced
- Majority of duties migrated to Department of Interior *or* centralized at one site (Liaison Payroll Office)
**Liaison Payroll Office **
- Reduction in FTEs realized after post implementation data clean-up
-     activities are completed
- New centralized functions located at LPO will negate some FTE reductions
**Human Resources Office****   **
- No substantial change to current operations for transactional processing
- Staffing requirements *may* be reduced due to DOI system efficiencies
- FPPS application security for requesting officers will require at least 1 FTE
- Configuration is arduous and time consuming
- Continuous maintenance required

## Issues Summary