1. Project Charter
GenRays HRIS Implementation
Project Charter
Alan Oviatt, Project Manager
20 July 2015
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2. Table of Contents

3. Project Title
GenRays HRIS Implementation
Purpose
GenRays has experienced a better than anticipated return on investment with the implementation of a
new financial management solution that has created an environment of growth for the company. With
the savings realized by the automatic calculations of the new system, they are now looking to explore
and fund additional technology opportunities that might yield similar returns and improve their internal
workflows.
With anticipated expansion, GenRays hopes to access technological advances in Human Resource
Information Systems (HRIS) that will allow them to ease the burden of employee management by
integrating a Payroll system and an Employee Self-Service (ESS) solution. By integrating disparate
employee databases into a central system, GenRays hopes to capitalize on the cost savings and
increased efficiencies while eliminating errors and other risks associated with manual payroll practices
and disconnected HR records.
Description
Taking advantage of technology is becoming second nature to GenRays as they have just completed a
successful implementation that they would like to repeat. This project will focus on HRIS and payroll
systems that bring, not only reduced costs and increased efficiencies, but higher employee satisfaction
and a better way to attract more qualified talent.
This project is to select a vendor and implement an HRIS (Human Resource Information System) solution
to help the GenRays better manage its human capital. As the company continues to grow and expand,
present solutions are being stretched and are not scaling with the company. To resolve this challenge,
GenRays will locate an HRIS solution from available vendors that best meets the needs, goals, and
strategic vision of the company.
Before beginning any aspect of this project, the team, with scope defined, will conduct an in-depth risk
analysis establish a project priority matrix. With the knowledge gathered from this exercise, we will be
better able to create contingency plans, and better define the scope of the project. The scope will then
be reviewed at length to ensure its alignment with goals and objectives established by the stakeholders
and sponsors of the project, within identified budget, time and resource constraints.
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4. Objective
To provide GenRays with a specific collection of tools, (through a centralized HRIS solution) that will
allow them to improve employee relations, maximize efficiency and effectively manage their human
capital with a positive impact on work life, a reduction in IT costs and other overhead, and with such
success that they can achieve all associated goals and objectives for this project.
The main objectives are summarized below.
1. Recruiting – allows job candidates to view qualifications, apply online and monitor progress
throughout the hiring process. Data will be available to best match candidates to qualified
positions. Applicant data will be stored in the system for future recruiting purposes. Proactive
recruiting will lead to stronger candidates for open positions. Internships may lead to full
employment, thus attracting better interns.
2. Position Control - standardizes salary grade levels and job titles to establish consistent
compensation throughout the organization and to reduce cross-plant transfers for career
advancement.
3. Succession Planning – the HRIS will provide opportunities for career advancement enabling
employees to track their progress and apply for openings they are qualified to fill.
4. Consolidated Database – provides the most up-to-date information available about employees.
Payroll and training records with performance reviews in one place allow for greater reporting
and analytics.
5. Integration API’s – allow employee records to auto e-forms required by suppliers. Potential for
standardizing forms and increasing branding. Results in substantial time savings.
6. Payroll Ready – these capabilities will reduce data entry mistakes and allow for Employee Self-
Service (ESS). Employees will enter their time and attendance and managers simply approve the
entered information.
7. System Security and Policy Management - Employee logins will be controlled by a central
directory such as LDAP.
8. Performance Review and Compensation Management – A standardized review system will
reduce paperwork and allow for employee goal setting. These reviews will be accessed during
changes in employee compensation.
9. Robust Reporting – provides reports to any manager at any company location. Search and
report applicants for qualifications, provide compensation reports to compare job costs with
outsourcing, provides data for Key Performance Indicators (KPI’s).

5. Success Criteria or Expected Benefits
The HRIS project has strategic importance to GenRays as it is expected to reduce administrative costs,
improve recruiting, and help employees stay abreast of company advancement, benefits, training and
certifications, vacation days and more. A successful implementation of the HRIS will provide the
following benefits:
 Reduced wasted time - Auto-populating E-forms will result in significant savings alone with an
estimated savings of nearly $46,250 per year. Other functions of the system, such as the
Employee Self-Service feature will reduce the time burden of managers. The current system
does not properly organize information. For example, performance reviews are scanned into a
document management system with limited search capabilities. It may take days for the HR
Manager to retrieve needed information. However, with the new system managers will be able
to access the information directly from the HRIS.
 Improve Employee Satisfaction – Employees lack necessary knowledge about their benefits.
They may have to schedule time with an HR manager to ask a simple question, which can be
frustrating. Fewer errors incurred with expense reporting and payroll, greater access to benefit
information, and the ability to track their career for professional growth and advancement will
result in greater employee satisfaction.
 Decreased Costs, Greater Efficiencies – The HRIS will scale with company growth allowing HR to
manage its workforce more efficiently with a smaller staff. HR functions can be centralized back
to the main office as remote HR staff will no longer be needed and this staff can be reassigned.
The current estimates for technology costs of $1200 annually per employee will improve as only
one system needs to be maintained instead of many.
Funding
The V.P. of Finance has allocated $103,000 available funding for the project including the HRIS and on-
site resources. It is anticipated that the funding will allow for project procurements, vendor costs,
software licenses, necessary hardware, and training materials.
The project team will conduct a make-or-buy analysis as part of our research as we compare against
purchasing a solution from a qualified vendor. A list of qualified vendors has been made available to
help begin the process. The team will examine the use of existing infrastructure, cloud-based options,
and new environment hardware to provide a more detailed project budget for each of the major phases
of the project. A contingency allowance of 20% ($20,000) will be requested and held for unpredictable
changes in the project. This is a risk management tool to be used if additional funds are needed. Funds
could come from the IT department budget ($360,000) since this is an employee related technology
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6. implementation and IT stands to gain efficiencies and cost reductions from the project.
Major Deliverables
As a result of our planning, we have identified the following ten key milestones. The key project
deliverables for the HRIS implementation include:
1. Needs Analysis Documented - The needs analysis document will include results from interviews
of GenRays stakeholders to determine what they are looking to achieve from an HRIS
Implementation
2. Project Management Plan – This document is the result of the planning phase and is preceded
by the Project Charter. The Project Management Plan contains the Project Scope Document,
Communications Plan, Stakeholder Register, Risk Management Plan, Cost Management Plan,
Quality Management Plan, Schedule Management Plan, Team Management Plan, WBS
Dictionary, Team Organization Chart and Assignments, and the Critical Path and Project
Schedule. It is followed by a Kickoff meeting.
3. HRIS Technology Analysis – This document will include the results of project team research
including the Make-or-Buy Analysis, Vendor Proposal Analysis, and infrastructure requirements
analysis. After vendors have demonstrated their products, and a determination has been made
to make or buy, an appropriate solution will be selected. This is a critical step for GenRays
because knowing the solution will allow training and support documentation to begin.
4. Infrastructure Prepared – Contracts are negotiated, software is licensed, hardware and
supporting platform infrastructure is procured, and the environment is prepared for the HRIS.
5. System Configuration Completed – Once configuration is complete, the training and data
migration phases begin. The key deliverable for this step is for the system to be fully configured
and ready for use.
6. Training Documentation Completed – This step will play an important role in the actual success
of the project because training documentation will be created. Once all of the training program
components are completed, the actual training of staff members can be completed. The key
deliverable for this milestone is that all the training documentation and components will be
created.
7. Data Migration Completed – Once the system is fully configured and is about to be launched,
the data migration component of the project will begin. In this section, we will migrate data
from all existing GenRays systems into the new HRIS system. The key deliverable here is the
data migration is completed.

7. 8. Training Program Launched – In this step, the training program will be launched to all of
GenRays’ employees. This will include delivering the PowerPoint training documents and the
manuals. The key deliverable here is for all GenRays staff to be fully trained.
9. HRIS System Launched – The key deliverable here is that the system is launched on time, on
budget, and according to requirements. A comprehensive demonstration of the system will be
conducted for the executive committee for review and signoff.
10. Post Implementation Review – The key deliverable is the close out report documenting lessons
learned, success measurements, and an ROI assessment. All vendors and associated project
costs are paid and closed out. The project sponsor gives final approval for the completed
project. This is followed by a celebratory activity.
Acceptance Criteria
We have identified four key areas for acceptance criteria for this project. They are:
1. Make-or-Buy Analysis complete, vendors screened and final solution selected
2. System Configuration Completed
3. Training GenRays Administration and Employees on the New HRIS
4. Fully Implemented/Launched HRIS for GenRays
Acceptance criteria #1 is that a detailed Technology Recommendations Document containing a Make-or-
Buy Analysis, detailed evaluation and comparison of vendor HRIS solutions, an infrastructure analysis,
and a recommended solution will be delivered to the Executive Committee for review and acceptance.
 S – Completing the Make-or-Buy analysis, finding, researching, and creating a list of vendors
interested in providing GenRays with an HRIS solution. The selection of an appropriate solution
that meets all requirements and constraints.
 M – A document delivered with a decision made and solution selected by the end of the period
 A – This task is possible within the time limits given the time available to complete the analysis
and evaluate listed HRIS solutions and have detailed discussions with vendors.
 R – New and developing firms will be contacted as well as more established, harder to reach
vendors. All solutions will meet the specifications outlined by the project.
 T – The time period for this criteria is three months.
Acceptance criteria #2 is that all procurements and environments are in place and properly configured
for the necessary functionality according to specifications, including report templates, migration tables,
etc. and that all systems are working at acceptable quality and according to specifications.
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8.  S – The select solution will be configured for installation and data migration within 60 days.
 M – The system will be installed, configured and ready to for the next phase.
 A – This task is achievable within the time constraints as detailed plans for configuration are
available and vendor technical support is available 20 hours per week.
 R – System configuration is a key milestone as it will prepare the solution for data migration and
allow for testing to ensure it meets all project objectives.
 T – The time period for this criteria is two months
Acceptance criteria #3 is that training of all staff is appropriately planned and communicated at all
levels. This is to include a registration form, technical support tools, and collateral materials to ensure
all employees are prepared for the transition. All training will be tracked and confirmations
communicated that all employees have completed the training.
 S – Training will take place on company premises at each location and in phases. Executives,
Administrators and their staff will lead, followed employees at each location until complete.
 M – All employees will receive a certificate of training upon completion
 A – Training schedules will be available over an extended period of time allowing all employees
an opportunity to attend. There will be three levels of Pre-launch training and Post-launch
training will also be conducted
 R – Employees will be trained according to their area of responsibility. Training will be timely
and relevant to their positions
 T –This criterion will be completed by November 30, 2015.
Acceptance criteria #4 is that a fully functional system, with no critical defects is operational and fully
live. A product support plan is in place, announcements have been sent to all staff that the system is
available and the solution meets all project objectives.
 S – A fully functional system is operational meeting all project objectives with no critical defects.
 M – System is operational and announcements have been sent.
 A – This final criterion is the planned and expected consummation of the HRIS project.
 R - Meets all business requirements as outlined by the project scope document.
 T – Project will be completed on-time – by end-of-year.
Milestone Schedule

9. Task Name: Start End
GenRays HRIS System Implementation Jan 2015 Dec 2015
Project Initiation and Planning Jan 2015 Feb 28, 2015
System Evaluation and Selection Mar 2015 May 2015
Infrastructure Preparation Jun 2015 Jul 2015
System Configuration Aug 2015 Sep 2015
Complete Data Migration Aug 2015 Sep 2015
Systems Integration Aug 2015 Sep 2015
Training Materials Completed Jul 2015 Aug 2015
Pre-Launch HRIS HR & IT Training Aug 2015 Sep 2015
Pre-Launch HRIS Management Training Aug 2015 Sep 2015
Pre-Launch HRIS Employee Training Aug 2015 Sep 2015
System Launch Sep 2015 Sep 2015
Post Launch HR & Admin Training Oct 2015 Oct 2015
Acceptance and Closing Oct 2015
Approval Requirements
This project is constrained by costs, not to exceed the approved budgeted amount; and by time, must be
completed by years’ end. The executive committee has reviewed the Project Charter and has found it
acceptable, having approved the budget of $103,000 with a contingency allowance or 20% and given the
order to proceed.
The Executive Committee for the project consists of the following:
 Rory Genhardt, CEO
 Connie Barnett, VP Finance
 Crystal Marshall, VP Marketing
 Darcy Martin, VP Manufacturing
 Ashley Burrici, Human Resources Director
 Brian Jenkins, Information Technology Director
Project Manager
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10. Alan Oviatt has been nominated Project Manager by the project sponsor, Rory Genhardt, CEO of
GenRays. The Project Manager will manage the project team to its successful conclusion, having
completed the project on time, on budget, and according to all requirements.
It is the responsibility of the Project Manager to:
 Evaluate and interpret the risks, requirements, scope, assumptions and all constraints
 Develop the Project Management Plan and all associated plans
 Organize the project team in coordination with the project sponsor
 Lead the project team in the development of all deliverables
 Manage the project team schedule
 Track progress and report performance
 Manage the budget for the project
 Negotiate and approve change orders and manage scope, costs, and timelines accordingly
 Balance the competing demands for scope, quality, time, and cost
 Manage risk factors to control scope and quality
 Communicate with all stakeholders and manage expectations
 Adapt the project management plan to the needs of the project
Authorized by
Signing this document indicates your agreement to, and acceptance of this project charter and
constitutes an order to proceed.
___________________________________________ Date:____________________
Rory Genhardt CEO