July 24 2013 WELCOME Kevin Kelleher Director Human Resources 7242013 2 Project Status Update Alison Redmond Project Manager easy Pay Progress Data Collection Effort Unit Testing Update ID: 731114
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Slide1
PACERS Change Agent Meeting
July 24, 2013Slide2
WELCOME
Kevin Kelleher, Director, Human Resources
7/24/2013
2Slide3
Project Status Update –
Alison Redmond, Project Manager
easyPay ProgressData Collection EffortUnit Testing UpdateePay Statement Update
TimeclockseasyPay Timekeeping System Go-Live Dates
Payroll Liaisons for Testing and Training
BrowardEmployee.org demo – Guerly Moreau and Barry Roby, ETSNew Hire Procedures, Sneak Peeks & Training – Nina Moore, HRCommunications Update – Margaret Stapleton, Director OPCCelebrating CM Success – Phyllis King, Lead Change Consultant | TrainerQuestions & Wrap Up – Alison Redmond
AgendaSlide4
Project Status Update
Alison Redmond, Project Manager
7/24/2013
4Slide5
P
roject Progress
7/24/2013
5
May
2013
r
apid! Paycard
Launch Complete
ePay Statement
Launches July
26
PRESENT
Timekeeping System Underway
June
2013Slide6
Data Collection Effort
Data Collection effort started on time - June 24
Payroll Liaisons completed
data collection effort July 16.
Data Collection Plans:
Data is imported into Cyborg by 7/17Reports will be run by Cyborg and sent to supervisors on 7/24 for validationEmail will be sent to supervisors with spreadsheet explaining validation stepsCorrections identified by supervisors should be sent to ETS by 8/7. 7/24/2013
6Slide7
Unit Testing Update
Integration testing will start early August to confirm the interfaces running from Kronos to Cyborg and from Midas to Kronos.
Unit test will start August 27
26 test scripts have been written to test the pay and work rules for the system.
7/24/2013
7Slide8
ePay Statement Update
7/24/2013
8
•
ePay Statement Launches on July
26• Continue with blue slips 8/9 and 8/23. No more blue slips beginning 9/6
• Access
via secure employee website.
Trifold brochures
illustrating step-by-step first time access accompanies 7/26 paystub
to be
distributed by Payroll Liaisons to all employees.
All
Payroll Liaisons should receive ePay Statement Quick Reference Cards todayEmployees will have access to historical paycheck information dating back to pay period ending 3/30/13, payment date 4/5/2013• Payroll to send Push notifications each payday to let employees know statement is available – from special email box, ePayStatement@broward.org.Slide9
Time Clock Terminals
180 Clocks have been ordered.
Clocks will be located at key entry points at GC East, GC West and other County locations.7/24/2013
9Slide10
Timekeeping System
Go-Live Dates
Phase
Module
Number of Employees
Parallel Go-Live using old and new
systems
Paid using old system.
Practice and validation using new system.
Paid using new system
Owner
I
Workforce
Timekeeper
1,2001/19/2014 for two pay periods
(1/19 to 2/1 with check date of 2/7) and (2/2 to 2/15 with check date of 2/21)3/2/2014Kronos – full supportIIWorkforce Timekeeper – (with Grant Tracking)964
3/16/2014 for one pay period with check date of 4/44/13/2014Kronos – full supportIIIWorkforce Timekeeper1,5574/27/2014 for one pay period with a check date of 5/16/145/25/2014Please note 5/26 is Memorial Day HolidayBrowardKronos to provide limited support
IVWorkforce Timekeeper
1,500
6/8/2014 for one pay period with a check date of 6/27/14
7/6/2014
Broward
Kronos to provide limited
support
V
Workforce
Timekeeper 1,500
7/20/2014 for one pay period with a check date of 8/8/14
8/17/2014
Broward
Kronos to provide limited support
7/24/2013
10Slide11
July 11 Department/Office Directors were sent a memo requesting participants
List is currently being finalized
Catrina Stewart-Cosme will be in contact with the identified Payroll Liaisons about Training which will be held in September, to begin to prepare the Testers and Trainers.
7/24/2013
11
Payroll Liaisons: Testing & TrainingSlide12
Attend
a 2-day Managing Timecards and Preparing for Payroll (MTPP) course (September 5/6 or September 9/10 or September 18/19) – Testers
and TrainersParticipate in testing of easyPay on a part-time basis (mid-September thru early December) –
TestersAttend a Train-the-Trainer workshop on managing the classroom (October) – Trainers
Attend a two day Train-the-Trainer workshop which teaches staff how to deliver the Manager/Supervisor training (late November) – some
TrainersReview and provide input to training material (early October thru early December) – TrainersAssist with formal instructor-led training and informal training activities on a part-time basis (Starting January 7) – Trainers7/24/201312
What Testing and Training InvolvesSlide13
demo
Guerly Moreau & Barry Roby
7/24/2013
13Slide14
7/24/2013
14
Access to important employee
information…
anytime, anywhere. Slide15
New HIRE Procedures, SNEAK PEEKS, and training FOR MANAGERS AND SUPERVISORS
Nina Moore, Trainer, Learning & Organizational Development, HR
Rita McManus, Payroll Manager
7/24/2013
15Slide16
Every new employee now needs an Active Directory user name
&
password
Required for access to online ePay
Statement
The New Hire Checklist has been updated Full-time / Part-Time / Seasonal / Temporary, etc.How will I obtain my employee’s Active Directory?ETS Access Request Form – Full or Basic AccessInformation Resources User AcknowledgmentInternet Usage, Usercode/Password, Software Protection
7/24/2013
“REVISED” New Hire ProceduresSlide17
Sneak Peeks
for Managers & Supervisors
Sneak Peek planning
is underway
See
the actual interface
as
the system is being
built
Experience
the possibilities!
Invitations will be sent
17“When can we see what it looks like?”Slide18
18
“How will I learn all this?”
What about Manager Training?
Nina
Moore, Rita McManus & Phyllis King
Your
e
asy
Pay Training CoachesSlide19
What about Manager Training?
7/24/2013
All Supervisors, Managers
& Payroll Liaisons
19Slide20
COMMUNICATIONS UPDATE
Margaret Stapleton, Director, Office of Public Communications
7/24/2013
20Slide21
Communications Update
PACERS on easyPay
Messages to Watch ForQR Codes
7/24/2013
21Slide22
Celebrating cm success
Phyllis A. King, Lead Change Management Consultant | Trainer
7/24/2013
22Slide23
Celebrating CM Success
Status of organizational change
EXCELLENT!!!
keeping everyone Aware ofproject activities and how
they will be affected.
Change Management FeedbackAre you getting enough information?Have you come across resistance to any of the changes related to the project, if so have you emailed easypay@broward.org? Are there areas where you think we need to do more?7/24/201323Slide24
Celebrating CM Success
7/24/2013
24
June 2013 Publication – Cyndy Baker
May – June 2013 Publication – Anita Washington
CONGRATULATIONS!
Water and Wastewater Services
&
Parks and RecreationSlide25
Pacers JEOPARDY
Phyllis King,
Lead Change Management Consultant | Trainer7/24/2013
25Slide26
WRAP UP
Questions
Next Meeting – August 28, 2013
7/24/2013
26Slide27
THANK YOU.
7/24/2013
27