Transcript PCA Meeting Feb 2014 - Broward County, Florida

© 2013 PKING Consulting, Inc. | PACERS CM&T, LLC.
PACERS Change Agents Meeting
Momentum of Change
February 19, 2014
Facilitated by: PKING Consulting, Inc. | PACERS CM&T, LLC. Lead Change Consultant
& Broward County Enterprise Resource Planning Project Management Office
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Welcome
Change Management Status Update
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TODAY’S AGENDA
Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Phyllis A. King, Lead Change Management Consultant | Trainer
Momentum of Change
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CELEBRATING CM SUCCESS – SMILE PRESENTATION
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PROJECT UPDATE
Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Alison Redmond, Project Manager
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PROJECT UPDATE – TESTING PHASE
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Work and pay rules – configured
Unit tests for all agencies (except Transit) – finished
Majority of work and pay rules testing (except
Transit) – completed
Operational testing for all agencies (except Transit)
target completion by February 21st
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PROJECT UPDATE CONTINUED
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Major system features completed:
• Clocks - installed, configured, and connected to
network
• Reports - set up and tested with individual reports
for supervisors and employees
• Time-off Requests - tested and working
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WHO'S UP FIRST – PHASE I GO-LIVE
Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Alison Redmond, Project Manager
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WHO'S UP FIRST – PHASE I GO-LIVE CONTINUED (SUBJECT TO CHANGE)
• 668 Employees
Aviation
• Training begins March 31, 2014
County Administration
• Parallel go-live approach using old and FASD Administration
new systems for two pay periods
ETS
beginning April 13, 2014
• Employees paid using old system
• All employees use easyPay (Kronos) to
enter time on timecards
• Phase I employees - paid using new
system beginning May 25, 2014, pay date
June 13, 2013
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WHO'S UP FIRST – PHASE I GO-LIVE CONTINUED
USE THE CLOCK
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+
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UNTIL ADVISED TO STOP
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PC – TIME STAMP
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WHO'S UP FIRST – PHASE I GO-LIVE CONTINUED
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LAUNCH TIMELINE (SUBJECT TO CHANGE)
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WHO'S UP FIRST – PHASE I GO-LIVE CONTINUED
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WHAT YOU SHOULD KNOW – BC-102 FORM & DATA VERIFICATION
Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Rita McManus, Payroll Manager
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WHAT YOU SHOULD KNOW – BC-102 ACCURACY WITH REAL-TIME DATA
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UPDATES = TIMELY & EFFICIENT FORM PROCESSING AND ACCURATE PAYCHECKS
AGENCY NOTIFIED
EMPLOYEE SETUP VERIFIES INFO, MAKES
REAL-TIME UPDATES IN
CYBORG-KRONOS
MAINTENANCE
SCREENS DAILY
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WHAT YOU SHOULD KNOW – BC-102 IMPORTANT REMINDERS
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Payroll Central continues to find errors on forms
received from agencies:
• Common error missed FMLA Approver
• BC-102 results in the following:
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• Employee’s ability to see timecard in Kronos
• Supervisor’s ability to see their direct report
employees in Kronos and manage timecards
• Liaison’s ability to see employee’s data in Kronos
• Correct Clock Group Assignment
• Employee’s ability to enroll at Timeclock
• SUCCESSFUL
PAYROLL PROCESSING
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WHAT YOU SHOULD KNOW – BC-102 FORM & DATA VERIFICATION
QUESTIONS?
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WHAT YOU SHOULD KNOW – TIMECLOCKS/TOUCH ID ENROLLMENT
Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Qunea Gordon, Project Manager-Infrastructure Services
Mike Napold, Systems Analyst IV, ETS
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
X
X
X X
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X
X
X X
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WHAT YOU SHOULD KNOW CONTINUED – TIMECLOCK ENROLLMENT
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• Agency employees will be assigned the clock
enrollment function based on agency business needs
(Supervisors, Payroll Liaisons, Backup Payroll Liaisons
or Delegated Supervisors)
• Accurate and timely enrollment is key to employees
being paid correctly and on time
• Streamline BC-102 procedures to facilitate the
employee’s change/appointment action (Promotion,
Transfer, Pay Adjustment and New Hire)
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WHAT YOU SHOULD KNOW CONTINUED – TIMECLOCK ENROLLMENT
STEP 1
BC-102 Form
Ensure paperwork is
processed correctly
and timely into Cyborg
STEP 4
Supervisor, Payroll Liaison
or Designee enrolls
employee at time clock
STEP 2
Payroll Liaison –
Notified/Verifies
status in Cyborg
STEP 5
Supervisor, Payroll Liaison or
Designee confirms
enrollment on Touch ID
Status screen in Kronos
STEP 3
Supervisor and Payroll
Liaison - Verify Employee
appears on respective
Reconcile Timecard
Screen in Kronos
STEP 6
If not correct, follow
agency support
procedures
(ETS Service Desk @ 8600)
ENROLLMENT PROCESS FLOW
(ADDITIONAL STEPS MAY BE REQUIRED)
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
THE ENROLLMENT PROCESS – STEP 4A
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• Employee and person
enrolling employee
meet at a Home
Group Timeclock
• Select > Touch ID
Enrollment
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
THE ENROLLMENT PROCESS – STEP 4B
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• Supervisor, Payroll
Liaison or Agency
designee, Enters the
last 6-digits of their
Employee ID (Badge
ID)
• Select > Enter
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
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THE ENROLLMENT PROCESS – STEP 4C
• Select > Password
• Select > Enter
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
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THE ENROLLMENT PROCESS – STEP 4D
• Select > Enroll
Employee
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
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THE ENROLLMENT PROCESS – STEP 4E
• Employee enters the
last 6-digits of
Employee ID
• Select > Enter
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
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THE ENROLLMENT PROCESS – STEP 4F
X
X
X
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X
X
X
X
X
• Follow the
instructions on
enrolling Primary and
Secondary Finger
(excluding thumb and
pinkie finger)
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WHAT YOU SHOULD KNOW – TIMECLOCK/TOUCH ID ENROLLMENT
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THE ENROLLMENT PROCESS – STEP 4G
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• Verify ‘Good
Enrollment’
• Log out of Timeclock
• Supervisor, Payroll
Liaison or Agency
Designee logs into
Kronos and verifies
enrollment on Touch ID
Status and People
Editor Screens
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WHAT YOU SHOULD KNOW CONTINUED – TIMECLOCK ENROLLMENT
• Enrollment takes place 1 week prior to go-live. Project
team will provide Agencies with the date to start and
complete enrollment
• Plan now who in your Agency will enroll employees on
the clocks
• Confirm now that employees know their Employee ID
numbers
Practice
• Step-by-step instructions are on the clock
• Members of the Project Team will be there to support
Agency Enrollment at roll-out
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WHAT YOU SHOULD KNOW CONTINUED – TIMECLOCK PUNCHING
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• Clocking In or Out = Punch
• Employee ID = Badge ID
• Employees will use the last 6-digits
of their Employee ID w/Touch ID
• Clocking instructions will be
posted in the area of the Timeclock
• Employees should not perform any
other activities at the Timeclock during
peak traffic times
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WHAT YOU SHOULD KNOW – AGENCY ENROLLMENT PROCESS
PHASE I DATE SPECIFICS IN ( )
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Two Weeks Before Go-Live (Monday, March 31 – Wednesday, April 2)
 Verify Employee Data is correct
 Verify Employee Clock Group Assignment in Kronos
Six Days Before Go-Live (Thursday, April 3 – Wednesday, April 9)
 Enrollment at Timeclocks
Three Days Before Go-Live (Wednesday, April 9 – Friday, April 11)
 Verify everything in order and all employees are enrolled
 Go over internal procedures
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QUESTIONS?
7/21/2015
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Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Jessica Palencia, Special Projects Coordinator, ETS
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CONTINUED
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HOW YOU WILL GET SUPPORT – BEFORE GO-LIVE
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HOW YOU WILL GET SUPPORT – DURING & AFTER GO-LIVE
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WHEN YOU WILL BE TRAINED
Project
Update
Who's up first
What you
should know
How you will
get support
When you will
be trained
Catrina Stewart-Cosme, Manager ETS Services
7/21/2015
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WHEN YOU WILL BE TRAINED – GO-LIVE TRAINING PLAN
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• Learning Center Registration begins approximately
2-3 weeks before your agency’s scheduled go-live
• Parallel Instructor Led sessions (Phase I) for Supervisors
and Payroll Liaisons March 31 through April 11
• Additional sessions will be announced as each phase
and agency group rolls out
• Employee Training – Foundations online will be demoed
at the March PACERS meeting and will be announced
when available to employees
• Classroom Logistics are being worked out by ETS and
the ERP Project Office
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WHEN YOU WILL BE TRAINED – GO-LIVE TRAINING PLAN
• Supervisor Training two half-day sessions (Part I and Part II)
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• Payroll Liaisons Training full-day session complete w/Supervisor
course to be in-the-know for added support



Self-Paced Tutorials
Job Aides
Quick Demonstrations
• Only agencies scheduled to go-live may sign up for class
• Knowledge Pass now available –
Navigate to BC-Net > Hot Picks > easyPay > Training > Kronos KnowledgePass™
Knowledge Pass Log In
Hire Date
Before October 7, 2013
After October 8, 2013
User Name =
Employee Number
[email protected]
Password: broward
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Momentum of Change
QUESTIONS
Momentum of Change
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Next Meeting
March 19, 2014
7/21/2015
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