OFCCP Compliance - University of Wisconsin System



OFCCP ComplianceProject CharterApril 8, 2014 – Draft Version 1.2Project NameFederal Reporting Regulations (OFCCP) Changes: HRS-33804Project Sponsors Al Crist and Tami EberleUWSC TechSheila WhitleyUWSC PMBrian SchildrothProject Description / Statement of WorkIn September 2013 the US Department of Labor, Office of Federal Contract Compliance Programs (OFCCP) announced new reporting regulations impacting the application and hiring of veterans and people with disabilities.The new rules are effective March 24, 2014 and will affect multiple areas in HRS, specifically the TAM and HR modules. This project will assess the policy impact, understand the requirement to comply, and implement appropriate changes in HRS.Project DefinitionProject GoalsComply with new OFCCP regulationsBuild collaboration with stakeholdersProject ScopeThe Scope will benefit from a phased approach:Phase 1- Discovery and assessment of requirementsPhase 2- Implement necessary compliance measures in the following order:Recruiting – Invitations to self-identify at the pre-offer stage and updating the EEO tagline, etc.Self-Service – Provide a way for empls to enter their disability and vets status through Self Service, from the portalPhase 3- Reporting requirements and response – to use the new data in the next AA plans and reporting Project DeliverablesProject Charter Project Plan Functional Design/System change documentLessons LearnedProject Constraints / Risks (Elements that may restrict or place control over a project, project team, or project action)Delayed policy directives from federal government Immediacy of compliance need with new federal law Competing resources for project meetings and tasksImplementation Plan / Milestones) (Due dates and durations) Activity / Milestone and DateOFCCP guidance announced Commence project activitiesConduct Phase 1 Discovery Conduct Phase 2 Implementation Implementation ApproachGather and analyze requirements Obtain direction from Sr. management on key decisions Design functional and translate to technical requirementsDevelopmentTesting of solutionsIn parallel, involve Change Management and Affinity Groups to:Create communicationsCreate and provide training to end-usersConduct Phase 3 Reporting modifications for complianceLessons learned session and closeout Communication Plan (What needs to be communicated? When is communication needed? To who? How?)Coordinate necessary actions/decisions with sr. leadership/sponsors as necessaryKeep SC PMO apprised of key activities and resource needsProvide training to institutions and other stakeholders as necessaryChange Management / Issue Management (How decisions will be made? How changes will be made?)The project will interact with the Professional Development team to assess and implement Change Management necessary for the project. This may include readiness checklists and check-ins at project handoffs.Roles and Responsibilities of Project Team, StakeholdersStakeholdersRoles ResponsibilitiesAl CristExecutive SponsorDecision authorityTami EberleProject SponsorAdvocate and liease with sr. leadership and other stakeholdersSheila WhitleyTechnical LeadSubject Matter Expert, especially with TAMBrian Schildroth PMSpearhead project planning and execution, facilitate collaboration,documentationTom Oatman and other HRS AnalystsSMEProvide input to implementation plan and inter-dependenciesJodi Dunn, Scott NachazelDevelopmentDevelop solutions to be implemented through DoITAndrea KerstenPolicy advisorProvide input/resource on project, especially Policy-related. Also assist in liaising with Sr. leadership/Executive sponsorJennifer LattisGeneral counselProvide input/resource on project, especially LegalMichelle RunningChange Management (CM)Provide input/resource on project, especially CM Affinity GroupsChange ManagementAssist connecting to parties for CM activitiesApplicantsCustomerUsing current system to apply for jobsHRS UsersUser of TAMUsing current system to administer applicationsHRS ModulesImpactedRequires assessment and testing of possible impactsBrian ZehrenTestingRegression/QA test may not be required JEMSImpactedProvide input as requestedPortal groupImpactedProvide input as requestedOther State AgenciesVariedPossibly share knowledge on solutions/compliance References:Outline of new federal regulations for Veterans and DisabledFunctional Design/System Change Document (in draft) ................
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