Proposal for

Proposal for

IPPIS BPSR – Federal Government of Nigeria

Change Mgt

Existing Process

Org. Estab

Recruit

Absence

ERP Implementation

Payroll

Data Capture

HR Report

Exit

Process As-is

Technical Feasibility & Adapt

Process To-be

Alignment to Change

Automation

1

2 Existing Process

RD 020 (Draft)

User Vetting

Amends

TOR

RD 020

3 User Vetting

BR 030 (Draft)

Unique Identity Plan

4

Amends

BR 030

Matching Personnel Records - Back Office

Biometrics, Iris, Facial

CV 050 Data Capturing EDMS Data loading

Payroll Config.

Scanning

Legacy System

DFF / SIT’s

5 Data Migration

System Admin Trg

Archiving Assign UR Work Structure

Oracle HRMS

Business Group

6

Values

9 Design & Build

Security Profiling

BR 100

7

Go-live

BR 110

User Responsibility (UR)

8 User Training

Testing

Parallel

TE 040 Sign-off

IMPLEMENTATION PROCESS FLOW

3

DC Bigger Picture

CrDC DCFA

BO-DCF

DCFF DCFD

BO-Scan GZ

LTKT

DMIG

DC 3FAT DC 3FAT 4T

DLOAD

QDC Form Design

RDC

Form Design

- New Data Capture evolved from studying the Policies (What) –Process (How) -Systems (Why)-Procedures (who) – Practices (when)

DC 3FAT 4T

- “Data Capture Form” Filling Facilitation and Authentication “Training for Trainers”

DC 3FAT

- Data Capture Form Filling Facilitation and Authentication Training at Head quarters, Divisions & Independent Units

LTKT

- Laptop Keying Training on Critical Data Capture, Biometric, Photograph

DCFD

- Data Capture Form Distribution to the MDA

DCFF

- Data Capture Form Filling

DCFA

- Data Capture Form Authentication

CrDC

- Critical Data Capture in the Fields

BO-DCF

- Back Office for keying the remaining data from the DC Form; and assorting with the Critical Data captured in the MDA.

BO-Scan

- Back Office for Scanning the existing records

DLOAD

- Data Loading into the Development / Test Server from Back Offices of DCF & Scan

DMIG

- Data Migration into the Production Server

QDC

- Quarantine Data Centre to capture the discrepancies, Personnel uncovered during the Operation, all grievances.

RDC - Recruitment Data Centre to capture the HR Data of the New Recruits and generate Trainee Service Number which will be autotransferred upon successful completion of Training GZ

- Grey Zone Capture Various occurrences in a LOG. The Log shall have OCCURRENCES starting from CrDC

4

Data Capture Process MDA Heads

Forms

Distributed in the MDA’s Application

Facilitated by HR / Admin

Attendance Recording System

ID Card

Forms get filled

Back Office Authenticated by MDA Head, Respective Superior & Head HR / Admin

Forms vetted Scanning Capture Critical Data Remaining Data keying

Laptop Keying Team Collect DC Forms

5

Preparatory stage

Design of Data Capturing [DC] Form (Draft)

DC form Approval by • MDA

DC forms filled in the MDA

Identification of DC facilitator •DC Laptop operators •Laptop Authentication team •Authentication

Data collection team move to the field to collect data

Authentication by the Authentication team

Training Data capture operators 1. Facilitating Form filling 2. Data capturing in laptops 3. Authentication Training

6

Fresh Documentation Only critical data keyed in the field, the remaining in the Back Office

Only Employees identified by the AT will be accepted for Data Collection

Keying in the critical data in the MDA from the DC form, other details shall be entered in the Back office

Photograph, Blood Group, Logistic Data (Uniforms) e.t.c

Finger Print acquired and record saved 7

Electronic Document Management System Existing

Exited

New Joinees

Future DC

Data Capturing Process & vetting

DC Form

Back office & verification

Loading into Application

Critical Data into DC form Historical Record

Cannot be Captured into DC form

Personnel Records maintained

Study

Scanning Office

HRMS Implementation Plan

Files

Documentation Design (Arranging / Layout)

Scanning Process

Folder Directory Assorting Personnel Files

ORACLE HRMS APPLICATION

Folders

Sub-folders

EDMS Sorting

Nomenclature

Planning

8

Change Management Process Flow

Steering Committee

DC Operators Selection

Alignment Workshop Workgroups

Authentication Training

SME Identification

Data Capturing Training

Security Profiling

Pre- Align Meeting

SLA Workshop

Print User Training

Conduct

Visibility & Image

IPPIS System Admin Trg

Education KCP Information

Target Specific Content

Reading Material

Co-ordinate

Sequencing the flow

Intimation / Appointment

Works MDA’s Alignment

Women Affairs

User Dept R&R W/Shop

Planning Comm.

Alignment Meeting / W/shops

Training

Employee Information Management

Dry run & Save

Presentation Material

Publicity

Organizing DC

Alignment / Learning / Change

SLA

User Acceptance

Assign Security 9 (User Responsibility)

Document Management Document Capture Scanners Interface Document Storage

Scanner Sharing

Disaster Recovery

Image Editing

Indexing

Viewing

Active Directory Integration

Add-on Optional Modules

Advanced Image Editing Content Indexing

Annotations CD Publishing

XML Export & Backup Document Routing

Advanced Security ODMA Support Multiple Application Versioning

Image Enabling

Data Import

Additional Interface Language COM Object Integration API Indexing Fields Auto fill Productivity Reports

Image Printer

Search

Security

10