PACERS - PowerPoint Presentation

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PACERS Change Agent MeetingCommunications Plan Launch Onboard with easyPayMarch 21, 2013Slide2

AgendaMarch 21, 20132Slide3

easyPay PACE SettersChange Management TeamMelissa Grimm, Director of Change Management, ETSMargaret Stapleton, Director Office of Public Communications

Phyllis A. King, CCM ITCMPKING Consulting, Inc. | PACERS CM&T Lead Change ConsultantCatrina Stewart-Cosme, Training ManagerAlison Redmond, easyPay Project Manager, ETSWilliam Cowell, Project Manager, Kronos

March 21, 2013

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Project Status UpdateMarch 21, 20134Slide5

Project Status Update - ProgramNew Pay Card replaces paper paycheck ( May 2013)Paper “blue slips” replaced with online statements via new secure website (July 2013) New Timekeeping System (early 2014)

March 21, 20135Slide6

Project sponsors approved Workforce Timekeeper, Leave and Attendance Design documents in March. Vendor will be able to start configuring the system in April.Project Plan is in the process of being developed and timekeeping system go live dates will be determined upon completion of the plan in March.Project team to start collecting and updating important employee master record data including supervisor name, role, schedule, etc. in March.Project Status Update

Timekeeping SystemMarch 21, 20136Slide7

Project team to start planning for clock unit location/distribution in March.Broward project team to document test plan in April.Unit testing to start in May.Project Status Update

Timekeeping SystemMarch 21, 20137Slide8

ETS Cyborg team and Payroll Central conducted dry run with vendor last December. Test was successful and team is ready to move the file to production.Working out the final decisions on the layout to identify all the fields for the online pay statement.Project Status UpdateVisa Card and Online Pay Statements

March 21, 20138Slide9

Introduction - What are PACERS?HR/Payroll Liaisons, Strategic Communications Partners, and Internal Examiners who are visibly present and available to answer employee questions or direct questions to the CM Team. Aware of the coming change and ready to share information about the project with the organization, distributing news clips, posters, breaking news, key messages, FAQs, and explaining how the change will affect their agency employees. Willing to

communicate information about the new system as an extension of the CM Team. Encouraging acceptance and adoption of the system through positive messages and conversations with employees and staff. PACERS reinforce the organizational transition to the new system through continuous feedback and supporting training and other activities of the CM Team through facilitation and coordination of events within their agencies, throughout the implementation process and beyond.March 21, 2013

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Introduction – easyPay ChallengesBroward County has nearly 6,000 employeeseasyPay will affect the entire organization and how we get paid.Challenges include:Awareness that easyPay is comingKnowledge of the positive affect easyPay will have on us both individually and as an organization

and Ability to adapt to the change that easyPay will bringOur primary goal is to ensure everyone receives the same information related to these challenges at all levels across the County.March 21, 201310Slide11

CM Team GoalsMarch 21, 201311Ensure everyone receives the same information at the same time and it is clearly understoodEnsure everyone has the same opportunity for feedback and responsesEnsure everyone receives the necessary training and supportEnsure all levels of our organization adapt to the new way of managing our hours worked, payroll and Leave

Provides feedback to Executive Leadership on the County’s transition to the new systemProvides support to agencies throughout implementation and beyondSlide12

All PCA Roles & ResponsibilitiesMarch 21, 201312All PACERS will perform the following tasks:Attend a monthly PACERS meetingWear an “Ask me about easyPay button”

Share any misperceptions and misinformation by emailing easyPay@broward.orgPromote positive conversations about easyPay with agency leadership and staff. Share your knowledge, and tell people what you know about the new systemS

upport

awareness, training and

education on

easyPay

, and the adoption of change throughout the organizationSlide13

HR/Payroll Liaison Additional ResponsibilitiesFirst point of contact for your agency’s managers, middle-managers, supervisors and employees:Maintain the Tool-kit of information provided to you by the CM TeamKeep the CM team up-to-date with any HR/Payroll Liaison staffing or role changes within your agency

Distribute flyers, posters, brochures and messages about easyPaySupport the organization’s staff in learning about and understanding new payroll processes and procedures as they are introducedEnsure messages are verbally communicated throughout the organizationProvide feedback to both employees and the CM teamMarch 21, 201313Slide14

Strategic Communications Partners Additional ResponsibilitiesYou are the first line of communication to Executive Leadership, employees and staff:Ensure that the HR/Payroll Liaison for your agency receives the latest information about easyPayReceive and ensure distribution of posters, brochures, flyers, News Clips and other messages about

easyPayShare FAQs you receive with your agency HR/Payroll LiaisonEnsure that appropriate easyPay messages are included on a timely basis in your agency’s internal communication vehiclesRecommend and provide content for updates to the easyPay website and other internal web pages based on feedbackWork with CM team to coordinate agency visitsMarch 21, 201314Slide15

Sterling Internal ExaminersAdditional ResponsibilitiesYou play an important role in the successful implementation of easyPay due to your experience in process improvement, verbal and written communications and quality assuranceProvide feedback on how the organization is responding to the implementation of easyPay

Identify organizational implementation challenges and offer suggested strategies to resolve themShare agency successes and recognition opportunitiesAssist the CM Team in developing communications to address challenges identified within your agencyWork with the CM Team to coordinate agency visits with executive leadership, managers, supervisors and employeesMarch 21, 201315Slide16

“Publish as provided” to maintain consistency in messaging; preventing mixed messages and misinterpretation of the provided message.or “Re-purpose as desired” giving SPCs the opportunity to repurpose the particular message(s) to suit specific agency audiences.March 21, 2013

16Message DirectivesSlide17

Kronos DemonstrationMarch 21, 201317Slide18

Frequently Asked QuestionsMarch 21, 201318Slide19

Next CommunicationMarch 21, 201319Slide20

Next MeetingMarch 21, 201320May 22, 20139:00amGC 422Slide21

PACERS Change Agent MeetingThank You!