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HR Line of Business Migration Planning Guidance

8. Migration Roadmap Deliverables, Information, and Templates

The HR LOB has developed a series of deliverables, templates, and guidance documents to assist customer agencies and SSCs through the migration process. The HR LOB Migration Roadmap documentation was first presented to the HR LOB Multi-Agency Executive Strategy Committee (MAESC) in September 2006 and approved for use in the Migration Planning Guidance. It has been updated since, and 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.

The guidance documents for SSC migrations are based on best practices and research and fall into one of three types:

  1. Deliverables - documents that customer agencies and SSCs are required to submit to the HR LOB during the migration process for reporting and tracking purposes.
  2. Information - documents provided by the HR LOB that include best practices for potential use by the Shared Service Center and Customer Agencies.
  3. Templates - preset formatted documents that can be used and re-used by the customer agency and SSC during the migration process. Contact the HR LOB to obtain editable versions of these templates.

The tables in the following sections are grouped by the document type. Click on the document title to open a PDF copy of the document.

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. 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. The tables in Sections 8.1 to 8.3 outlines the practices, inputs, outputs, roles, and duties assigned to each participant in the transformation process.
Figure 12: Practices, duties, inputs and outputs by Phase

8.1 Deliverables

These documents are required to be submitted to the HR LOB during the migration process. While is the responsibility of the customer agency to submit the deliverables to the HR LOB , customer agencies and their selected SSCs are required to work together to complete these deliverables. The "Use Description" column indicates how the deliverable will be used by the HR LOB during the migration process:

  1. Report - HR LOB will use information in the deliverable to report on migration progress.
  2. Oversight - HR LOB will use information in the deliverable to monitor migration progress and take appropriate action as necessary.
  3. Review - HR LOB will review the information in the deliverable to use in downstream LOB activities (e.g., EA deliverables, requirements gathering, future migrations).

DocumentDocument DescriptionHR LOB UseUse DescriptionSubmission 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 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 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 Oversight Inform HR LOB of agency’s intent to select an SSC using a limited for of competition Upon submission to Office of Management and Budget (OMB)
Interagency Agreement Indicates the terms under which services will be provided to the customer Oversight Binding document to hold provider and customer agency accountable Migration Kick-off Meeting or first availability
Service Level Agreement Outlines the scope of services the SSC will supply to the customer agency Oversight Binding document to hold SSC and customer agency accountable for prescribed roles, responsibilities and cost Migration Kick-off Meeting or first availability
Decision Gate Evaluation Criteria A Decision Gate indicates a milestone in the project sequence, where the current state of the project is to be evaluated. It establishes criteria by which the Customer Agency and SSC will determine whether to move forward with the migration Report and Oversight Sets guidelines for decision making to determine whether a project phase is completed and the Customer Agency and SSC should move forward 30 days after Migration Kick-off Meeting
Project Schedule Establishes a schedule of migration activities performed by the agency and SSC. It serves as a mechanism to track activities and budget against the schedule. Report and Oversight Track activities against plan. Report to HR LOB and other external agencies on migration progress. Provide for early detection of migration issues 30 days after Migration Kick-off Meeting

The latest version of the Project Schedule must be sent five (5) business days before each Monthly Status Meeting
Migration Cost Report Establishes migration costs for providers and customer agencies 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 as well as cost savings against the business case Five (5) business days following the end of each month
Lessons Learned Report Summarizes the overall results of the migration and highlights any critical standardization opportunities discovered during the course of migration Review Incorporate lessons learned into future HR LOB deliverables and activities (e.g., EA deliverables, service delivery model, future migrations) 45 days after Lessons Learned Meeting

8.2 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.

Table 5: Migration Information
DocumentDocument DescriptionAudience
Change Management Best Practices 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 PracticesM Details key assessment activities for transitioning affected staff to a shared services environment Customer Agency
Communications Plan 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 SSC/Customer Agency

8.3 Templates

The documents in this section include recommended templates for customer agencies and SSCs across multiple areas including risk analysis, fit-gap analysis, and training strategy. These templates can be modified by customer agencies and SSCs to fit their situation and environment.

Table 6: Migration Templates
DocumentDocument DescriptionAudience
Risk Analysis Report Identifies any customer-specific migration risk plus activities that will be initiated to eliminate or mitigate the risk SSC/
Customer Agency
Fit Gap Analysis Report Identifies all system or business process changes that will be needed for migration SSC/
Customer Agency
Migration Kick-Off Meeting Presentation Provides an agenda, objectives and a starter deck for a migration kick-off session SSC/
Customer Agency
Operational Readiness Assessment 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 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 Specifies common behavioral guidelines for all SSC systems with respect to IT security.
 		 SSC/
Customer Agency
InterConnection Security Agreement 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

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