1. Phase 3 Pre-Launch Briefing
PKING Consulting, Inc. | PACERS CM&T, LLC.
Change Management Team
Phase 3 Pre-Launch Briefing
Presented by: Melissa Grimm, ERP Project Manager

2. Agenda Pre-Launch Info – Ready? Getting Ready for easyPay– Set?
Time Clock Registration- Go!
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

3. Pre-Launch info Preparing for Phase 3 Go-Live
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

4. Phase 3 Agencies Going Live July 20, 2014
Human Services
- Administration
- BARC
- Community Partnerships
- Family Success
- Elderly and Veterans
Convention & Visitors Bureau
- Convention Center
Economic Development
Public Works
- Highway Construction and Eng.
- Highway & Bridge Maintenance
- Construction Management
- Port Construction
- Solid Waste & Recycling
- Traffic Engineering
- Facilities Management
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

5. What You Need to Know County has a Go Live Support Plan in place
Information for:
Directors, Payroll Liaisons, IT support staff & Trainers
County has a Go Live Support Plan in place
Preparation is the Key to Success
Your agency will need to identify Strategic Partners to assist with preparation efforts
Strategic Communications Partner
Agency Training Coordinator
Agency Point of Contact
Time Clock Ambassadors
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

6. Agency Strategic Partners 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
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

7. Agency Strategic Partners Agency Training Coordinators
Training Coordinator Name
Office Address for Deliveries
Office and Cell Phone Numbers
ETS Contact(s):
Catrina Stewart-Cosme, Matt Constantine
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

8. Agency Strategic Partners Agency Point of Contact
Point person(s) responsible for Time Clock Enrollment & Touch ID Registration
Coordinate with Agency staff to greet employees at Time Clock and provide assistance during the first two days using them
ETS Contact: Qunea Gordon
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

9. Agency Strategic Partners Communications Partner
Responsible for distributing messages related to the project
Works with the project team to keep your agency informed
OPC Contact: Shelly Turetzky
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

10. Getting Ready for easypay
GO LIVE KIT
TRAINING
COMMUNICATIONS
SCHEDULE
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

11. Week of June 23 Go Live Kits
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
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

12. Employee Training Foundations Tutorial Required
All employees will take the Foundations Tutorials online – (Approx. 25 minutes each)
Instructor-led classes for Supervisors & Payroll Liaisons start July 7
Supervisors = ½ day
Payroll Liaisons – Full-day
“A Day in the Life” Job Aids and Quick Reference Cards
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

13. Communications Plan
Agency specific communications to be created by OPC:
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 Partner to distribute communications in their Agency
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

14. Phase 3 Schedule 20 July Jun 9 – Jul 11 / Master Data Clean up
Sunday
Phase 3 Agencies Go Live!
Jun 9 – Jul 11 / Master Data Clean up
Jun / Agency Briefings
Jun 23 – Jul 18 / Preparation Checklist Activities
Jun 23 – Jul 18/ Employee online tutorials
July 7 – 17 / Time Clock Registration
July 8 – 17 / Supervisor/Payroll Liaison Training
July / Supervisor/Payroll Liaison log into system for final review of data
July 20/ Go Live!
Phase 3 agencies will run three pay cycles in parallel (in paper and on kronos).
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

15. Time Clock enrollment Phase 3 Agencies: Pre-Launch Briefing
Qunea…
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

16. Time Clock Enrollment Touch ID Registration
Agency Point of Contact coordinates a schedule for registering employees
Supervisors and Payroll Liaisons attend Training
Supervisors meet employees at the clocks for registration
Supervisors and Payroll Liaisons sign- on to easyPay to verify a successful Touch ID Registration
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

17. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

18. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

19. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

20. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

21. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

22. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

23. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

24. Agency Strategic Partners Launching Time Clocks
Time Clock Preparation for Go Live – Phase III Form
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

25. Where Can I Find HELP!?! Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

26. Support Where to Get Help
Supervisor or Payroll Liaison
Agency IT Support
Self Service Xpress
ETS Service Desk
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

27. Support Known issue: JAVA
What is JAVA?
Why are we having JAVA issues?
What can you do to minimize the impact to your Agency users?
JAVA is not the coffee you drank this morning. The JAVA we’re referring to is the environment/language which allows software applications to communicate via the internet.
Kronos uses JAVA. JAVA version updates are automatically pushed to ALL County computers about every 3 months. JAVA Warnings pop up because many County applications run on the latest version of JAVA (version ), BUT the new Automated Time and Attendance System runs on an earlier version of JAVA (version ). Updates to the latest JAVA version could delay a users’ access to the Time and Attendance System.
3. Request that employees communicate any warnings to you immediately, be ready to troubleshoot, and know where to get help.
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

28. Support Browser JAVA Update Warnings
ETS is checking the computer browser’s JAVA version before go-live, but you still might have issues. If you receive this message, Click DO NOT ASK AGAIN; and
Click LATER and you will not be asked again until the next JAVA update. Notify ETS that you received this message.
If users experience this warning: NOTIFY THE ETS SERVICE X8600
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

29. Support Browser JAVA Plug-in Warnings
Does the Port get the PUSH updates from ETS?
If users experience this warning: NOTIFY THE ETS SERVICE X8600
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

30. Support Preparation Do’s & Don’ts
DO confirm that you can access Kronos without any network error messages (e.g., JAVA)
DO Log in to Kronos to verify employee data:
Can you see all of your direct reports?
Are employees assigned to the correct supervisor?
Do your employees’ show the correct schedule?
DON’T SUBMIT LEAVE REQUESTS
DON’T ATTEMPT TO DELEGATE
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

31. Decisions & takeaways Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

32. What’s Next Decisions & Takeaways
Agencies need to identify:
Communications Partner(s)
Agency Training Coordinator
Agency Point of Contact
Time Clock Ambassadors
easyPay Go Live Tool Kits for Supervisors & Payroll Liaisons distributed week of June 23rd
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014

33. What’s Next Decisions & Takeaways
Foundations Online Tutorial training is required for all employees
The Go Live support process is planned
Non-compliance Report to Department Directors
We need support of Executive Leadership and Payroll Liaisons to ensure supervisors comply with required deployment checklist activities and return sign-off timely
September 21, 2018September 21, 2018
Phase 3 Agencies: Pre-Launch Briefing
June 18-20, 2014