Transcript Phase 3 Pre-Launch Briefing

PKING Consulting, Inc. | PACERS CM&T, LLC.
Change Management Team
PHASE 3
Pre-Launch Briefing
Presented by: Melissa Grimm, ERP Project Manager
Pre-Launch Info – Ready?
Getting Ready for easyPay– Set?
Time Clock Registration- Go!
2
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agenda
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Preparing for Phase 3 Go-Live
PRE-LAUNCH INFO
July 18, 2015
3
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
Human Services
Public Works
- Administration
- Administration
- BARC
- Community Partnerships
- Highway Construction and Eng.
- Highway & Bridge Maintenance
- Family Success
- Elderly and Veterans
- Construction Management
- Port Construction
Convention & Visitors Bureau
- Convention Center
- Solid Waste & Recycling
- Traffic Engineering
- Facilities Management
Economic Development
July 18, 2015
4
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Phase 3 Agencies Going Live
July 20, 2014
Information for:
Directors, Payroll Liaisons, IT support staff & Trainers
• County has a Go Live Support Plan in place
• Preparation is the Key to Success
• Your agency will need to identify Strategic
Partners to assist with preparation efforts
July 18, 2015
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Strategic Communications
Partner
Agency Training Coordinator
Agency Point of Contact
Time Clock Ambassadors
5
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What You Need to Know
Agency Training Coordinators
 Primary point of contact for Training
activities in your Agency
 Assists in identifying Supervisors
and Payroll Liaison who should
take Instructor Led class
 Confirms that employees take the correct training
 Ensures classroom access for Trainers
 Verifies equipment is ready and IT support is on-call
before and during training sessions
 Receives training material deliveries for classroom
July 18, 2015
6
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Agency Training Coordinators
• Training Coordinator Name
• Office Address for Deliveries
• Office and Cell Phone Numbers
ETS Contact(s):
Catrina Stewart-Cosme, Matt Constantine
July 18, 2015
7
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
PKING Consulting, Inc. | PACERS CM&T, LLC.
Agency Point of Contact
• Point person(s) responsible
for Time Clock Enrollment &
Touch ID Registration
• Coordinate with Agency
staff to greet employees at
Time Clock and provide
assistance during the first
two days using them
ETS Contact: Qunea Gordon
July 18, 2015
8
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
PKING Consulting, Inc. | PACERS CM&T, LLC.
Communications Partner
• Responsible for
distributing messages
related to the project
• Works with the project
team to keep your agency
informed
OPC Contact: Shelly Turetzky
July 18, 2015
9
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
easyPay
GETTING READY FOR EASYPAY
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July 18, 2015
GO LIVE KIT
TRAINING
COMMUNICATIONS
SCHEDULE
10
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
Go Live Kits
Who is it for?
•
Supervisors and Payroll Liaisons (Liaisons to
distribute & support checklist completion effort)
Go-Live Kit Contents
• Preparation Checklist – Must be completed,
signed by supervisors, and returned to ERP PMO
• Training Plan and Guide to Training Resources
• Communications Plan
• Launch Schedule and What’s Happening When
• Clock Enrollment Plan w/Activities Timeline
• Support Desk Information
11
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Week of June 23
Foundations Tutorial Required
• All employees will take the
Foundations Tutorials online –
(Approx. 25 minutes each)
• Instructor-led classes for
Supervisors & Payroll Liaisons
start July 7
– Supervisors = ½ day
– Payroll Liaisons – Full-day
• “A Day in the Life” Job Aids and
Quick Reference Cards
July 18, 2015
12
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Employee Training
Agency
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specific communications to be created by OPC:
Pre-Launch Meetings
Go Live Kit
Supervisors/payroll liaisons to sign up for
classroom training
When employees (hourly and salaried) may take
the mandatory Foundations Tutorials
A Day in the Life of a Hourly, Salaried, Supervisor
and Payroll Liaison
Time Clock Enrollment
Support Desk
Work with Agency Communications Partner to
distribute communications in their Agency
July 18, 2015
13
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Communications Plan
•
July
Jun 9 – Jul 11 / Master Data Clean up
Sunday
 Jun 18 - 20 / Agency Briefings
20
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Jun 23 – Jul 18 / Preparation Checklist
Activities
•
Jun 23 – Jul 18/ Employee online tutorials
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July 7 – 17 / Time Clock Registration
•
July 8 – 17 / Supervisor/Payroll Liaison Training
•
July 9 - 18 / Supervisor/Payroll Liaison
log into system for final review of data
•
July 20/ Go Live!
July 18, 2015
14
Phase 3 Agencies
Go Live!
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Phase 3 Schedule
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
TIME CLOCK ENROLLMENT
15
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
Touch ID Registration
• Agency Point of Contact coordinates
a schedule for registering employees
• Supervisors and Payroll Liaisons
attend Training
• Supervisors meet employees at the
clocks for registration
• Supervisors and Payroll Liaisons signon to easyPay to verify a successful
Touch ID Registration
July 18, 2015
16
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Time Clock Enrollment
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
17
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
18
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
19
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
20
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
21
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
22
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
23
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
July 18, 2015
24
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Strategic Partners
Launching Time Clocks
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
WHERE CAN I FIND HELP!?!
25
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
Where to Get Help
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Support
954-357-8600
[email protected]
Self Service Xpress
July 18, 2015
26
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Support
Known issue: JAVA
What is JAVA?
Why are we having JAVA issues?
What can you do to minimize the impact to
your Agency users?
July 18, 2015
27
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
Browser
JAVA Update Warnings
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Support
If users experience this warning: NOTIFY THE ETS SERVICE DESK @ X8600
July 18, 2015
28
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
Browser
JAVA Plug-in Warnings
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Support
If users experience this warning: NOTIFY THE ETS SERVICE DESK @ X8600
July 18, 2015
29
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
Preparation Do’s & Don’ts
• DO confirm that you can access Kronos without any
network error messages (e.g., JAVA)
• DO Log in to Kronos to verify employee data:
o Can you see all of your direct reports?
o Are employees assigned to the correct supervisor?
o Do your employees’ show the correct schedule?
• DON’T SUBMIT LEAVE REQUESTS
• DON’T ATTEMPT TO DELEGATE
July 18, 2015
30
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Support
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
DECISIONS & TAKEAWAYS
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Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
Decisions & Takeaways
• Agencies need to identify:
 Communications Partner(s)
 Agency Training Coordinator
 Agency Point of Contact
 Time Clock Ambassadors
• easyPay Go Live Tool Kits for Supervisors &
Payroll Liaisons distributed week of June 23rd
July 18, 2015
32
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What’s Next
Decisions & Takeaways
• Foundations Online Tutorial training is
required for all employees
• The Go Live support process is planned
• Non-compliance Report to Department
Directors
• We need support of Executive Leadership
and Payroll Liaisons to ensure supervisors
comply with required deployment checklist
activities and return sign-off timely
July 18, 2015
33
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What’s Next