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Halian Manages Mass Migration to Oracle HRMS at Central Government Department |
Introduction
Centralisation of HR systems in a central government department led to
Halian carrying out a complex migration project involving over 12,000
employees’ records, from 42 different legacy systems, to a central
Oracle HRMS version 11.5.10 system. Working in a Windows NT and Office
‘97 environment added another level of complexity to the project and
restricted the tools that Halian could use for the migration.
Background
In April 2005, a decision by the government to put over 40 disparate
operational centres under the control of one central government
department drove the need for a review of the HR department’s systems.
In order to effectively report on an additional 12,000 staff on
“government returns” across the country and make efficient use of
existing resource they recognised the need to use a Single Human
Resources system (SHRS). Implementing a central HR system would enable
HR to view, process, and report on all of its employees from a single
system and database source.
Solution
Halian has a strong track record of successful delivery of Oracle HRMS
solutions across numerous industry sectors and following a rigorous
selection process they started the project in November 2005. The
project team took total responsibility for the successful migration of
data from the current Northgate Payroll system and employee data spread
across 42 different legacy systems to a Single HR System.
Initially a team of Halian business analysts profiled the data on the
payroll and legacy systems to produce data mappings to the new Oracle
SHRS, as well as providing a gap analysis of missing data values.
A key hazard in a project of this nature is the quality of data and the
completeness of it. In order to mitigate the risk, data cleansing
activities commenced early on in the project with targeted initiatives
that addressed specific areas of concern. In addition, the business
analysts identified quality issues, following a site visit, an initial
assessment of each area, and various third party tools enabled the
completion of the data validation.
The complex nature of the project and working in Windows NT and Office
’97 environment meant that introduction of Halian specialist MS Access
and Oracle Technical skills. The development of a single Microsoft
Access based tool allowed automatic data transformation for each of the
areas. The business analysts then validated this data before returning
to the individual regions for approval. A team of Halian Oracle
Technical consultants developed scripts for loading the data into the
ultimate Oracle HRMS system, as well as developing bespoke reporting
using Oracle Reports and Oracle Discoverer. Following the migration
into the ‘Live’ SHRS environment, a Personal Print process was adopted
to get each employee to validate his or her own HR details.
The Head of HR Strategy and Policy said, “The HR Transformation Board
at its recent meeting was most impressed with the way in which this key
project in the programme has progressed.”
Outcomes/Benefits
Halian’s expertise in working with Oracle HRMS meant that this complex
project completed on time and within budget. The ability to view,
process, and report on all employees from a single system and database
source means that as well as reducing costs the central HR team is more
effective and efficient in managing an increased number of employees.
“Your
team has demonstrated a high level of professionalism in conducting the
data migration exercise and in establishing positive working relations
with People Services staff in the regions. The smoothness of the phased
implementation simply demonstrates the effectiveness of the
relationships”, says the Head of Strategy and Policy, who continues
“Stage one has demonstrated that successful IT projects can happen and
hopefully, will continue for Stage two.”
Following the
successful delivery of the first stage the company requested that
Halian deliver stage two of the project, which involves a further
migration of 14,000 existing employees from another heavily customised
Oracle legacy system onto the new Single HR System.
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