kevin kelleher, director, human resources 7/24/20132

PACERS Change Agent MeetingJuly 24, 2013

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WELCOMEKevin Kelleher, Director, Human Resources

7/24/2013

• Project Status Update – Alison Redmond, Project Manager

– easyPay Progress– Data Collection Effort– Unit Testing Update– ePay Statement Update– Timeclocks– easyPay Timekeeping System Go-Live Dates– Payroll Liaisons for Testing and Training

• BrowardEmployee.org demo – Guerly Moreau and Barry Roby, ETS

• New Hire Procedures, Sneak Peeks & Training – Nina Moore, HR

• Communications Update – Margaret Stapleton, Director OPC

• Celebrating CM Success – Phyllis King, Lead Change Consultant | Trainer

• Questions & Wrap Up – Alison Redmond

Agenda

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PROJECT STATUS UPDATEAlison Redmond, Project Manager

7/24/2013

Project Progress

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May2013

rapid! PaycardLaunch Complete

ePay StatementLaunches July 26

PRESENT

Timekeeping System Underway

June2013

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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 7/17

– Reports will be run by Cyborg and sent to supervisors on 7/24 for validation

– Email will be sent to supervisors with spreadsheet explaining validation steps

• Corrections identified by supervisors should be sent to ETS by 8/7.

7/24/2013

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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

87/24/2013 8PKING Consulting, Inc. | PACERS CM&T, LLC.

ePay Statement Update

7/24/2013

• 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 today

• Employees 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, [email protected].

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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


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 Timekeeper1,200

1/19/2014 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

support

IIWorkforce Timekeeper – (with Grant Tracking)

964 3/16/2014 for one pay period with check date of 4/4

4/13/2014Kronos – full

support

III Workforce Timekeeper 1,5574/27/2014 for one pay period with a check date of 5/16/14

5/25/2014

Please note 5/26 is Memorial Day

Holiday

Broward

Kronos to provide limited support

IV Workforce Timekeeper 1,5006/8/2014 for one pay period with a check date of 6/27/14

7/6/2014

Broward


V Workforce Timekeeper 1,500 7/20/2014 for one pay period with a check date of 8/8/14

8/17/2014

Broward


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• 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

Payroll Liaisons: Testing & Training

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• 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 Trainers

• Participate in testing of easyPay on a part-time basis (mid-September thru early December) – Testers

• Attend 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 Trainers

• Review and provide input to training material (early October thru early December) – Trainers

• Assist with formal instructor-led training and informal training activities on a part-time basis (Starting January 7) – Trainers

7/24/2013

What Testing and Training Involves

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DEMO

Guerly Moreau & Barry Roby

7/24/2013

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Access to important employee information… anytime, anywhere.

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NEW HIRE PROCEDURES, SNEAK PEEKS, AND TRAINING FOR MANAGERS AND SUPERVISORSNina Moore, Trainer, Learning & Organizational Development, HR

Rita McManus, Payroll Manager

7/24/2013

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 Access• Information Resources User Acknowledgment• Internet Usage, Usercode/Password, Software Protection

7/24/2013

“REVISED” New Hire Procedures


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

“When can we see what it looks like?”


“How will I learn all this?”

What about Manager Training?

Nina Moore, Rita McManus & Phyllis King

Your easyPay Training Coaches


What about Manager Training?

7/24/2013

FoundationsEnd-user Tasks (online)

KPassManager Tasks (online)

Live ClassManager Tasks

All Supervisors, Managers& Payroll Liaisons

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COMMUNICATIONS UPDATEMargaret Stapleton, Director, Office of Public Communications

7/24/2013


Communications Update

• PACERS on easyPay

• Messages to Watch For• QR Codes

7/24/2013

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CELEBRATING CM SUCCESSPhyllis A. King, Lead Change Management Consultant | Trainer

7/24/2013

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Celebrating CM Success

• Status of organizational change EXCELLENT!!!keeping everyone Aware ofproject activities and howthey will be affected.

• Change Management Feedback– Are you getting enough information?– Have you come across resistance to any of the

changes related to the project, if so have you emailed [email protected]?

– Are there areas where you think we need to do more?

7/24/2013


Celebrating CM Success

7/24/2013

June 2013 Publication – Cyndy Baker

May – June 2013 Publication – Anita Washington

CONGRATULATIONS!Water and Wastewater Services

&Parks and Recreation

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PACERS JEOPARDYPhyllis King, Lead Change Management Consultant | Trainer

7/24/2013

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WRAP UP

Questions

Next Meeting – August 28, 2013

7/24/2013

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THANK YOU.

7/24/2013

kevin kelleher, director, human resources 7/24/20132

Documents

alison redmond slide

payroll manager

pacers cmt

pking consulting

identified payroll liaisons

managers payroll liaisons

easypay training coaches

online epay statement