Transcript Executive Leadership Team Pre

PKING Consulting, Inc. | PACERS CM&T, LLC.
Change Management Team
PORT EVERGLADES
DEPARTMENT
Pre-Launch Briefing
Presented by: Melissa Grimm, ERP Project Manager
Copyright © 2014 PKING Consulting, Inc. | PACERS CM&T, LLC.
Takeaways - Go!
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Go-Live Kit – Set?
Port Everglades Department Briefing
May 7, 2014
2
PKING Consulting, Inc. | PACERS CM&T, LLC.
Pre-Launch Briefings – Ready?
PKING Consulting, Inc. | PACERS CM&T, LLC.
Agenda
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Preparing for Phase 2 Go-Live
PRE-LAUNCH BRIEFINGS
July 18, 2015
3
Port Everglades Department Briefing
May 7, 2014
Today, May 7
Expected Attendees: Directors, Payroll
Liaisons, IT support staff & Training staff
 Port Everglades
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Accounting
Human Resources
Office of Public
Communications
Office of Management &
Budget
Purchasing
Records Taxes & Treasury
Risk Management
Tomorrow, May 8
July 18, 2015
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Pre-Launch Briefings
Port Everglades Department Briefing
May 7, 2014
Expected Outcome – Awareness of:
• County has a Go Live Support Plan in place
• What they need to do to be ready
• Importance of checklist completion
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Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
July 18, 2015
Agency Pre-Launch Briefings
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
easyPay
GO-LIVE KIT
July 18, 2015
6
Port Everglades Department Briefing
May 7, 2014
Coming Week of May 12
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
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Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Go-Live Kit
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What to expect for
EMPLOYEE TRAINING
July 18, 2015
8
Port Everglades Department Briefing
May 7, 2014
Foundations Tutorial Required
• All employees will take the
Foundations Tutorials online available May 19 (Approximately 25 minutes each)
• Instructor-led classes for
Supervisors & Payroll Liaisons start
May 27
– Supervisors = ½ day
– Payroll Liaisons – Full-day
• “A Day in the Life” Job Aids and
Quick Reference Cards
July 18, 2015
9
Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Employee Training
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
10
Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Employee Training
Agency Training Coordinator
PLEASE EMAIL
To: [email protected]
cc: [email protected]; [email protected]
Subject: Phase 2 Training Contact - Agency (i.e. OPC)
• Training Coordinator Name
• Office Address for Deliveries
• Office and Cell Phone Numbers
July 18, 2015
11
Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Employee Training
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What to expect for
COMMUNICATIONS
July 18, 2015
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Port Everglades Department Briefing
May 7, 2014
Communications Plan
Agency
OPC:
•
•
•
•
•
•
•
•
specific communications to be created by
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 point person
to distribute communications in their Agency
July 18, 2015
13
Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Specific
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Phase 2 Deployment
LAUNCH SCHEDULE
July 18, 2015
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Port Everglades Department Briefing
May 7, 2014
Launch Schedule
•
Apr 17 – Jun 4 / Master Data Clean up
 May 5 - May 9 / Agency Briefings
•
May 12 - Jun 6 / Preparation Checklist
Activities
•
May 19 - Jun 5/ Employee online tutorials
•
May 22 – Jun 6 / Time Clock Registration
•
May 27 – Jun 5 / Supervisor/Payroll
Liaison Training
•
May 28 – Jun 6 / Supervisor/Payroll
Liaison log into system for final review
of data
•
Jun 8 / Go Live
July 18, 2015
15
Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Agency Specific
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What we need for
TIME CLOCK ENROLLMENT
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Port Everglades Department Briefing
May 7, 2014
Identify Clock Ambassadors
• Point person(s) responsible
for Time Clock Enrollment
& Touch ID Registration
• Agency staff to greet
employees at Time Clock
and provide assistance
during the first two days
using them
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Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
July 18, 2015
Time Clock Enrollment
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Plans for
SUPPORT
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Port Everglades Department Briefing
May 7, 2014
Browser
JAVA Plug-in Warnings
What is JAVA? The environment/language which allows
software applications to communicate via the internet.
Why do we need it? Many County applications run on the
latest version of JAVA (version 1.7.55). The new Automated
Time and Attendance System runs on an earlier version of
JAVA (version 1.7.51).
How does this affect you? JAVA version updates are
automatically pushed to ALL County computers about every 3
months. Updates to the latest JAVA version could delay a
users’ access to the Time and Attendance System.
What can you do to minimize the impact to your Agency
users? If you have your own internal IT, request employees
communicate any warnings to you immediately, be ready to
troubleshoot, and know where to get help.
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Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
July 18, 2015
Support
Browser
JAVA Plug-in Warnings
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
July 18, 2015
Support
USERS WILL CALL YOUR INTERNAL IT SUPPORT DESK (if
applicable) or CONTACT THE ETS SERVICE DESK @ X8600
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Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
Service Desk Process
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
Port Everglades Department Briefing
May 7, 2014
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July 18, 2015
Support
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
DECISIONS & TAKEAWAYS
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Port Everglades Department Briefing
May 7, 2014
Takeaways
• Agencies need to identify Clock Ambassadors
for Clock Enrollment & Touch ID Registration
• Agencies need to identify Primary Training
Point Person for training coordination
• easyPay Go-Live Tool Kit for Supervisors &
Payroll Liaisons coming week of May 12th
• 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
23
Port Everglades Department Briefing
May 7, 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
• Identify Communications Partner(s)
responsible for distributing messages
related to the project
• Foundations online tutorial training is a
requirement for all employees
• Expect & be ready to address JAVA warnings
• The Go Live support process is planned
• Non-compliance Report to Department
Directors
July 18, 2015
24
Port Everglades Department Briefing
May 7, 2014
PKING Consulting, Inc. | PACERS CM&T, LLC.
PKING Consulting, Inc. | PACERS CM&T, LLC.
CHANGE MANAGEMENT PRE-LAUNCH BRIEFING
What’s Next