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Case Study: Program Management Office

Governance to support a global Human Capital Management systems implementation in nine countries.

Business Issue
A large global life science company is transforming human resources processes to better improve customer service to employees and managers, have consistent global processes, and streamline HR operations.

The ERP modules for Human Capital Management (HCM) needed to be implemented quickly in nine countries, including a self-service HR portal for employees and managers, an HR Data Warehouse, Call Management for global HR Service Centers, and a database for Employee Core Data Elements that was compliant with European Union and other data privacy standards. The scope of the project includes the following HR processes:

• Talent Acquisition and New Hire Integration
• Compensation and Benefits
• Learning and Development

Adroit's Role
Adroit was engaged to establish and manage the Program Management Office (PMO) for this global, three-year project. Stages in the engagement included:

• Creating the Technology Master Plan
• Implementing PMO governance processes
• Schedule management for on-time delivery
• Budget management for on-budget delivery
• Risk and issue management
• Scope change management
• Developing a change management plan and a communication plan for accurate, crisp, and consistent messages to the global HR and IT stakeholders and constituents
• Planning and harmonizing results for the Global Design workshops across HR functions including Talent Acquisition and Retention, Learning and Development, Compensation, Benefits, HR Data Operations and Employee Record Management, and HR Strategy. Organization hierarchy and position structures were standardized across multiple divisions, countries and regions. Call Center Management, Portal Governance, and HR Employee and Manager customer experience were also part of the scope of global systems design.

Outcome
The results of Adroit's PMO Management led to:

• A technology master plan for each of the technology streams and the overall three-year initiative so the multi-million dollar, multi-year funding request could be approved.
• Seamless progress reporting for progress on milestones, schedule and budget. The information was gathered once and used for a variety of HR and IT reporting needs.
• A Web-based project library for project plans, implementation strategies, progress reporting, deliverables, risk and issue logs and mitigation plans, and training plans for the Life Science company to assimilate multiple new technologies simultaneously.
• An approach for Global System Design workshops that included participation from all global regions so the technology solutions could be extended beyond the nine countries funded in the initial capital request.
• Budget management processes that were integrated with Project Accounting, the Controller's office, and Sarbanes-Oxley compliance requirements.
• A Safe Harbor global data privacy approach.