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Migration Planning Guidance

8. Migration Roadmap Deliverables, Information, and Templates

A set of migration tools was developed in 2006 and compiled in a document titled "HR LOB Migration Roadmap." This document was presented to the HR LOB Multi-Agency Executive Strategy Committee (MAESC) in September 2006 and approved for use in the Migration Planning Guidance. Its purpose is to:

Help customer agencies and SSCs prepare for and manage migration of selected functions to the shared services environment.
Establish a consistent format for migration reporting to the HR LOB Program Management Office (PMO).

The document includes tools used for the e-Payroll migration and additional new tools proposed for use in SSC migrations based on best practice research. Each tool falls into one of three types:

Deliverables - documents customer agencies and SSCs required to submit to HR LOB during the migration process for reporting and tracking purposes.
Information - documents provided by HR LOB PMO that will include best practices for potential use by the Shared Service Center and Customer Agencies.
Templates - preset formatted documents that can be used and re-used at customer agency and SSC discretion.

The tables that appear in this chapter define each tool, grouped by type, and link the documents to a website that provides the tools.

The following graphical depiction shows the five phase methodology (introduced in Section 6 above) with corresponding practices, inputs, outputs, and roles and duties as assigned to each participant in the transformation process.

Figure 12: Practices, duties, inputs and outputs by Phase

8.1 Deliverables

Deliverables - In accordance with the HR LOB Migration Roadmap document, customer agencies and/or SSCs are required to submit these deliverables to the HR LOB PMO during the migration process.

The column titled "Submission Responsibility" denotes which organization is responsible for submission. The columns titled "HR LOB PMO Use" and "Use Description" indicates how the deliverable will be used by the HR LOB PMO during the migration process:

Report - HR LOB PMO will use information in the deliverable to report on migration progress.

Oversight - HR LOB PMO will use information in the deliverable to monitor migration progress and take action as necessary and / or appropriate.

Review - HR LOB PMO will review the information in the deliverable to use in downstream LOB activities (e.g., EA deliverables, requirements gathering, future migrations).

DELIVERABLES

Document	Document Description	Submission Responsibility	HR LOB PMO Use	Use Description	Submission Schedule
Notice of Intent to Conduct a Competitive Migration	A notice in FedBizOpps of an agency’s intent to conduct a public-private competition for HR management shared services	Agency	Oversight	Inform HR LOB of agency’s intent to conduct a competition	Five (5) business days before posting to FedBizOpps
Solicitation to both (public and private) sectors	An agency solicitation inviting offers from at least three public SSCs and at least three private SSCs on Schedule 738.X	Agency	Oversight	Inform HR LOB of agency’s intent to competitively select an SSC	Five (5) business days before posting to FedBizOpps
Exception Business Case	A full justification developed by agencies that wish to make a selection based on a limited form of competition	Agency	Oversight	Inform HR LOB of agency’s intent to select an SSC using a limited for of competition	Upon submission to OMB
Project Plan [802KB]	Establishes a schedule of migration activities performed by the agency and SSC. A mechanism to track activities and budget against plan	Customer agency will work with SSC to complete. The SSC will submit to HR LOB PMO	Report and Oversight	Track activities against plan. Report to HR LOB PMO and other external agencies on migration progress. Provide for early detection of migration issues	60 days after customer kick-off meeting and subsequent periodic updates
Service Level Agreement [1051KB]	Outlines the scope of services the SSC will supply to the customer agency	SSC	Oversight	Binding document to hold SSC and customer agency accountable for prescribed roles, responsibilities and cost	30 days after execution
Interagency Agreement *Note: Each SSC will use their own interagency agreement*	Indicates the terms under which services will be provided to the customer	SSC	Oversight	Binding document to hold provider and customer agency accountable	30 days after execution and migration start
Migration Cost Report [747KB]	Establishes migration costs for providers and customer agencies	Customer agency will work with SSC to complete. The SSC will submit to HR LOB PMO	Report	Per Memorandum of Understanding, OPM has responsibility to conduct reviews of HR SSC delivery against established measures and metrics. Baseline measures will aid in reporting performance progress in Y1 and out years as well as cost savings against the business case	10th of each month
Risk Analysis Report [990KB]	Identifies any customer-specific migration risk plus activities that will be initiated to eliminate or mitigate the risk	Customer agency will work with SSC to complete. The SSC will submit to HR LOB PMO	Oversight	Manage migration risk and feed HR LOB Risk Management Report	30 days after completion of the preparation / analysis phase
Communications Plan [963KB]	Creates a group of integrated activities for planning, developing and issuing project-related communications. It is designed to build stakeholder acceptance and support – both internally and externally – for process and system changes	Customer agency will work with SSC to complete. The SSC will submit to HR LOB PMO	Report	Feeds HR LOB communication plan	30 days after completion of the initial project plan
Fit Gap Analysis Report [974KB]	Identifies all system or business process changes that will be needed for migration	Customer agency will work with SSC to complete. The SSC will submit to HR LOB PMO	Oversight	Manage migration risk	60 days after the completion of the preparation / analysis phase
Lessons Learned Instructions and Template [738KB]	Summarizes the overall results of the migration and highlights any critical standardization opportunities discovered during the course of migration	Customer agency will work with SSC to complete. The SSC will submit to HR LOB PMO	Review	Incorporate lessons learned into future HR LOB deliverables and activities (e.g., EA deliverables, service delivery model, future migrations)	45 days after migration

Table 4: Migration Deliverables

8.2 Information

Information - the documents in this section are for information purposes only and include best practices and other helpful resources for potential use by the customer agencies and SSCs. They can be used as reference materials for the facilitation of successful migrations to the selected SSC.

Information

Document	Document Description	Audience
Change Management Best Practices [813KB]	Used to identify and size constituencies impacted by the migration and assesses the magnitude of impact to each key constituency in terms of change in job roles and responsibilities, required skills and knowledge, processes and enabling technologies.	SSC Customer Agency
Workforce Planning Best Practices [792KB]	Details key assessment activities for transitioning affected staff to a shared services environment	Customer Agency

Table 5: Migration Information

8.3 Templates

Templates - the documents in this section include recommended templates for customer agencies and SSCs across multiple areas including operational readiness, training, and IT security. These templates can be modified by agencies and SSCs to fit their situation and environment.

Templates

Document	Document Description	Audience
Customer Kick-Off Meeting Presentation [991KB]	Provides an agenda, objectives and a starter deck for a migration kick-off session	SSC Customer agency
Operational Readiness Assessment [744KB]	Verifies shared service centers have implemented controls necessary to deliver consistent, efficient services in a secure and effective manner. May serve as input into a go/no go decision for migration of a customer agency.	SSC
Training Strategy Template [816KB]	Details major components of a training strategy for assessing customer agency training needs and developing and delivering training on processes and systems	SSC Customer agency
Common Rules of Behavior Policy [979KB]	Specifies common behavioral guidelines for all SSC systems with respect to IT security.	SSC Customer agency
InterConnection Security Agreement [961KB]	Addresses the need for the interconnection and the security controls required and implemented to protect the confidentiality, integrity, and availability of the systems and data.	SSC Customer Agency

Table 6: Migration Templates

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