CTR061240_Change_Request_-_CR024_Adopt_FIN_Unit_Structure_State_View.pdf

HRIS Modernization Project – Change Request

Client name State of Arizona Request ID CR024

Project name HRIS Modernization Project ID 3000000000XXXXX

Description A previous decision was made to create a separate Unit structure in AZ360 based around organizational levels in HRIS (Process Level & Department) from the existing financial Units. We are now requesting a change by utilizing the existing FIN Units for both structural and financial purposes.

Requested by: Travis Butchart Date 8/23/24

Completed by: Travis Butchart Date 8/23/24

Reason for Change (Detailed description on why the above item is wanted, needed, or not needed.)

At one of the agency debriefing meetings with DES, representatives from the agency commented that our proposed Unit structure would create more work for them. They indicated that today they crosswalk all HRIS Process Level and Department Values to corresponding Units in FIN Production. They requested utilizing a single Unit structure so that they could discontinue having to crosswalk unit values since for them, the two structures match 1:1. After researching several of the other large agencies, it was determined that most have this same model that DES uses. We now believe that a unified Unit approach will work for most agencies and this preferred method covers at least 80% of our workforce. In addition, agencies own the Unit table in FIN production, so they’ve spent the last 8+ years building out the structure that we’re proposing to adopt rather than prescribing something new.

Business Value

The largest value is that this proposed approach will be met favorably by our largest customers, covering most state employees. It also simplifies our Unit structure going forward by tens of thousands of (probably unnecessary or duplicative) records. It streamlines our data conversion process by no longer needing to develop the Unit table, or updates to the Unit crosswalk. It also provides a level of consistency with ongoing maintenance post-go-live because agencies will continue to own and make updates to the Unit table like they’re used to.

Change Process

The simplicity of this change request is that the data to make the change already exists. In HRIS today, a custom table exists (zfunction) which identifies FIN Production Units associated with each expense account, and ultimately position. So every position in HRIS basically has an identified Unit today. With a few hours (at most, per Jody) of programming changes, our programmers could build this logic into the PSMT data conversion to grab the correct Unit as positions are created. This would eliminate the Unit reference table spreadsheet process (FIN Units are already copied over from production by Brian before we begin loading reference tables like the PSMT) and eliminate the Unit crosswalk. This same logic could be used on the ESMT, which currently shares the Unit crosswalk on positions.

Priority ⛝ High ☐ Medium ☐ Low

Complexity ☐ High ☐ Medium ⛝ Low

Project change request impacts assessment (by activity: analysis, design, etc., or item: database, programs, etc.)

Data Conversion Programming

● An interface from HRIS to AZ360 will need to be adjusted to capture the HRIS data needed to populate the UNIT field as each position is created through the PSMT

Interface Updates (specifically for PageUp outbound)

● There is logic currently that parses Unit Short and Long Descriptions. This could likely be replicated by pointing to the Unit rollup level of Division.

Test Script Updates

● Any UAT test scripts that reference Units that will no longer exist will need to be updated to point to valid, FIN Units.

Report Designs

● No report impact is expected

Risks and Mitigation: It’s estimated that 20% or fewer of our workforce will likely have FIN units that won’t be sufficient and/or agencies will want greater delineation. Adding additional “Z” units is still an option in these cases. Agencies could work over the next several months to identify any gaps in their unit structure and utilize the existing processes they have for adding new units to FIN production. Alternatively, agencies could wait until go-live to add these additional units.

Another risk is that some financial units are likely inactive but attached to active positions being converted from HRIS to AZ360. This could be addressed by assigning default labor distribution profiles, but the preferred method would be a cleanup performed by agencies to inactivate any positions no longer needed, which would reduce the amount of cleanup required.

The above items should be communicated through the CFO council jointly with HR. Both groups have a vested interest in cleaner data being converted so inactivating unused positions should be a top priority. Once completed, agencies should analyze their FIN Unit structure and determine if the current state is sufficient. If not, a decision needs to be made globally on the timing of adding additional “Z” units: now or post go-live.

CGI will bring on a Benefits SME to guide the state with finalizing the business processes for Benefits as they relate to the changes associated with this CR and others as needed. This resource will be 50% for 18 weeks starting November 4th if the signed change request is completed in time.

"Completion of Mock Conversion 2: All reference tables and transactions loaded into environment with >= 80% success rate"

Item / activity Notes Effort (days/hours) Cost

CGI State

Data Conversion Programming 3 Tables - PSMT, PAMT ESMT (10 h ours per table) ( 2 developers) 5 hours for analysis - stateside meetings for change

0 35

Data Conversion Programming Testing 5 hrs per table 0 15

Functional Data Conversion effort Reference Table Updates - to remove unit crosswalk

32 10

Data Conversion Loads State steps: Run HTML (1), func review (2), error resolution (3), code update (4). Repeat process 2x per conversion table

98 60

Interface Design sessions with Partners

Meetings with ASET and Education on design

0 10

Interface Functional 8 interfaces needing updated (4 hours each)

40 32

Interface Development 120 0

Interface Testing 2 hours per interface file for new design approval (20 interfaces)

40 40

UAT Test Script Updates 40 scripts - 8 min a script for update 0 5

Report Designs 0 0

IST Regression script identification/re-write and execution

Benefits Process Design 18 weeks at 50% 360

TOTAL 730 207 CGI Cost $132,000.00 Reference

Attachment 12 Payment Schedule

Date: Approved Cancelled Deferred Deferred to

CGI Decision

State Decision

Approval Signatures

CGI: Date:

State of Arizona: Date:

Sean Price (Oct 4, 2024 10:18 PDT)

X o o o

10/04/24

X o o o

10/04/24