1 of 20

Program Gradient

Tim Lawrence

2 of 20

Agenda

Program Gradient

1

2

3

Introduction

Introduction to Program Gradient and the need to move Payroll providers.

Timeline

Review program timeline and come to agreement on proposed dates.

Stakeholders

Review Stakeholders and their responsibilities as well as identify any gaps.

5

6

7

Risks & Opportunities

Review all known risks and discuss mitigation plans.

Resources & Budget

​

Resource allocation among stakeholders, responsibilities, and budget forecast.

​

KPI Dashboard

Review KPI Dashboard used to report out Program health

4

Requirements

Align on program requirements and definition of done.

3 of 20

Introduction

Program Gradient

4 of 20

Introduction

The Why

  • Program Gradient is the name for the effort Protocol Labs is spinning up to move to our new new payroll provider, ADP, over three month implementation period in order to ensure Labbers are paid in a timely manner and allow us the flexibility to scale seamlessly as we continue to grow.
  • This new provider will provide us the ability to:
    • Maintain regulatory and tax compliance for Labbers across all 50 states and more countries internationally as we expand our workforce
    • Allow for better integration with new time tracking and billable hours system for Labbers engaged in contract work

Considerations

  • PL would like to have this Program done in the next 3 months, but in consideration of the upcoming U.S. Holidays of Thanksgiving, Hanukkah, and Christmas, we are proposing to start planning in January and kick-off the three month timeline in February 2022 through April 2022.

Program Gradient

5 of 20

Timeline

Program Gradient

6 of 20

Timeline

Planning & Start

Implement

  • System requirements verification
  • Build and configure UAT Environment
  • Mock Data Conversion

​

Deliver

  • Move to production
  • Final Sign-off
  • Employee Training

Implement

  • User Acceptance Testing
  • Data Conversion
  • Data Validation

​

Program Close

  • First payroll on new system
  • Decommission of old system

​

January 2022

February

2022

March

2022

April

2022

Program Gradient

  • Charter review and planning
  • Kick-off meeting

May

2022

3 Month Program Execution

7 of 20

Stakeholders

Program Gradient

8 of 20

Stakeholders

Program Gradient

Internal

Stef Henao

External

Clients

ADP

Protocol Labs

Contractors

1

  • ADP Implementation Team
  • Contractors
  • Clients

External

2

  • Stef Henao (HR)
  • Liz Chien (Global Tax)
  • Zach vN (Payroll)
  • Tim Lawrence (PM)

Internal

3

  • Labbers
  • Future Labbers

Protocol Labs

150+ Labbers

Future Labbers

Tim

Lawrence

Liz Chein

Zach

vN

9 of 20

Requirements

Program Gradient

10 of 20

Requirements & Definition of Done

Program Gradient

User Stories

Key Requirements

Dependencies

Definition of Done

Employees are paid the correct amount on the correct schedule and Global Tax is provided the correct information needed to be compliant in all areas where Labbers are employed.

  • HRIS will be able to enter new employee information and have it pulled into the payroll software automatically.�
  • Payroll Team will be able to run payroll in all current and future US States and countries where Labbers are employed.�
  • Global Tax will be able to pull a report out of the Payroll System for tax reporting and payment.
  • HRIS will be able to enter new employee information and have it pulled into the payroll software automatically.�
  • Payroll Team will be able to run payroll in all current and future locations where Labbers are employed.�
  • Support for all countries where Labbers are located�
  • Fully operational for first payroll of May 2022
  • Two way communication between Payroll and HRIS system�
  • Communication with time tracking software used by Labbers on consultant Programs�
  • Support for SSO Login�
  • Availability and implementation timeline of 3rd party payroll software vendor

11 of 20

Risks & Opportunities

Program Gradient

12 of 20

Risks & Opportunities

Program Gradient

Risks & Issues

Potential Impact

Status

Mitigation

Implementation Timeline

Current timeline is for go-live in April 2022 and first payroll run in May 2022.

Delayed Go-Live: We are on track for Go-Live but data conversion errors are putting timeline at risk.

Data conversion errors are behind us, but PL team needs to complete validation by EOM to maintain Program timeline.

Push Go-Live to run payroll on new system for second payroll of May 2022 instead of first.

Data Conversion

Failed or inaccurate data conversion from legacy to go-forward system.

Rework: Data conversion tool provided by 3rd party vendor is creating errors that have to be manually corrected by Labber teams.

Team is currently behind 1 week due to data conversion errors needing manual correction. Other work moving ahead.

If no significant progress by EOW additional Labbers will be temporarily re-assigned to assist current team in data validation.

Resource Availability

Limited resources available from both a Vendor and Labber perspective in terms of number and time zone availability.

Delays: Limited resources and time zone difference between teams could cause a lag in work being completed

Both teams embracing asynchronous work and the time zone difference has not been an issue.

Request additional resources from 3rd Party vendor and/or temporarily assign more PL resources, if needed.

13 of 20

Resources & Budget

Program Gradient

14 of 20

Resource Allocation

In addition to the Program sponsor and other key stakeholders, this Program will involve 10 resources

  • 5 - Labbers who will work on this as their primary Program in addition to their other duties
  • 5 - 3rd Party Vendor implementation team that will serve as our primary partners throughout the lifecycle of this Program

Program Gradient

Employee Type

Protocol Labs

3rd Party Vendor

FTE

  • HRIS x2
  • Payroll
  • Program Manager
  • 5 - Implementation Team
    • Program Manager
    • Business Consultant
    • UX/UI
    • Conversion Engineer x2

Contractor

  • HR Generalist (Documentation)
  • N/A

15 of 20

Resource RACI

Program Gradient

R

RESPONSIBLE:

Person(s) who completes the task.

Leadership Team

Program Team

External resources

A

ACCOUNTABLE:

Person(s) who own the end result and approves decisions.

SH

LC

TL

RG

VL

AR

ZvN

Vendor Team

C

CONSULTED:

Person(s) who reviews the deliverables

I

INFORMED:

Person(s) kept in the loop of Program progress

Phase

Task Description

​

​

​

​

​

​

​

​

Planning

decisions

Agree budget

R / A

I

A

​

​

​

​

​

Determine the scope of the Program

A / C

I

R / A

I

I

I

I

I

Verify tax rules/regulations

C

R / A

I

I

I

I

C

​

Requirements Gathering

A

C

C

C

C

C

R

C

Execution decisions

Program Kick-Off and Weekly Status Reporting

C

C

R / A

C

C

C

C

I

Build / Configure

C

​

I

C

I

I

A

R / A

Mock Data Conversion

I

​

I

I

I

I

C

R / A

Data Validation

I

I

I

R

​

I

UI / UX

A

​

I

C

C

C

C

R / A

UAT

A

C

I

C

C

C

C

C

Production Conversion

C

​

I

I

I

I

I

R / A

Mock Payroll Run

A

C

I

C

C

C

R / A

C

Post Go-Live

First Payroll Run

A

C

I

C

C

C

R / A

C

16 of 20

Budget

Program Gradient

Budget Item

Current Month

Program To Date

​

Budget

Actual

Variance

Budget

Actual

Variance

Implementation Fees

$50,000

$65,000

($15.000)

$100,000

$115,000

($15,000)

Variable Expenses

​

​

​

​

​

​

Compliance Auditor

$10,000

$3,000

$7,000

$10,000

$3,000

$7,000

Training

$10,000

$0.00

$0.00

$10,000

$0.00

$0.00

Total Variable Expenses

$20,000

$3,000

$7,000

$20,000

$3,000

$7,000

Fixed Expenses

​

​

​

​

​

​

Salaries (PL - Internal)

$60,000

$60,000

$0.00

$300,000

$120,000

$0.00

17 of 20

KPI Dashboard

Program Gradient

18 of 20

KPI Dashboard

  • Key Performance Indicators
    • Program progress for current month
    • Overall Program progress
    • Risk removed as key milestones are met throughout the Program life cycle

Program Gradient

10

100

Monthly Progress

60%

10

100

Risk Removed

30%

10

100

Overall Program Progress

85%

19 of 20

Thank You!

​

Please contact tim@protocol.ai or reach out in the #Program-gradient slack channel with any questions or follow up concerns

Program Mascot: Justice

20 of 20

PL Branding

296CE0

43D598

3AB5AE

308FC8

1A1D4A

2D5DB2