Q: Define a business problem & articulate a charter

A: GROSVENOR USA LIMITED: System of Record Charter

---

Problem Statement

The Grosvenor HR department currently utilizes a hodgepodge of different IT solutions to capture employee data pertinent to dates of employment, benefits, payroll, compensation history, tenure, benefits eligibility, employee data (address, dependents, DOB, degrees, certifications, spouse, etc), titles, time & attendance, and various other recordkeeping.  The most predominantly used applications are Excel (as an employee database) and Ceridian (as a payroll, tax, compliance system) but there is also a shared HR drive that only HR personnel have access.  At this time we are implementing a time & attendance software that should integrate seamlessly with Ceridian.

This system is cumbersome, often times inaccurate, time consuming to keep updated, and provides for a great deal of manual data input.  The HR department is looking for an integrated system that is accurate and automates much of the daily/monthly/annual work of the department.  Preferably with a self service option for managers and employees.

Customers

1. HR department
2. Senior Management
3. Managers
4. Employees

Business Case

Time is money.  It is predicted that 25-30% of HR time used to complete these tasks could be freed up to focus on supporting Senior Management and Managers.  Reporting is a key takeaway from having a system of record.  With this kind of functionality HR can provide the data that managers need, when they need it, and how they need to see it to make better business decisions.

In Scope

1. Solution to replace current Excel spreadsheets that house employee data
2. Solution that will integrate with current Ceridian and time & attendance solutions
3. Solution that will contain both the US & Canadian employees

Out of Scope

Not yet determined.

Success Metrics

1. Automated process that reduces the amount of time needed to access employee data
2. Capability to deliver metrics to Senior Management
3. More accurate employee data

Deliverables

1. Evaluation of options to replace spreadsheets
2. Evaluation of metrics to be reported
3. Evaluation of integration with current software
4. Discovery of data to be uploaded into new solution
5. Communication Plan

Resources

1. Sponsor - HR Generalist
2. Core Team - HR Director/HR Generalist
3. Senior Management
4. Finance Manager

Solution Options