The Ministry for the Environment is undertaking a study to improve information flows and integration between its core business applications.
The ministry is outgrowing its current financial information management system, but before it acquires a replacement, it wants to ensure a smoother flow of information between the financial and other mainstream business software including its Jade-based human resources system. The ministry is embarking on a requirements study to establish how to hook the human resources system into other major business processes.
Under the current system significant manual work is required to generate spreadsheets and Word documents — for example, following a recruitment exercise — to trigger even processes such as induction, training and payroll for new employees.
Similar issues arise when people move within the organisation or resign.
The current financial software is the Sun Systems suite, supported by Olympic Software. The ministry is now finding the functionality of that system limiting, “particularly in the way we can put information into the system and get it out,” says information management manager Steve Botica. So the ministry will be tendering later in the year for a new FMIS.
The team that takes on the HR requirements definition will find itself working with processes interfacing to a system that has not yet been selected. However, Botica says this will not be a handicap.
“We’re just mapping processes. When we come to select the FMIS, we’ll have a clear idea of what we’ll have to interface with on the HR side,” he says.
This will be an advantage in the FMIS selection and implementation, he says. The HR project request for proposal closes on April 16, and work is expected to be completed by around the end of June.
A requirements definition for the new FMIS is just about complete and selection of this will be done concurrently, and is also expected to be completed mid-year, Botica says.