PACERS Change Agents Meeting

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 2 minutes 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Change Management Status Update
Welcome Change Management Status Update Very brief update – CM Activities focused on Training getting ready for go-live Supporting the project team Testing Supporting the communications efforts going with the organization We continue to focus our energies on organizational messages, keeping you informed on easyPay Web and through PACERS Bulletins We have much to cover today ARE YOU READY?!!!! 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

How you will get support When you will be trained
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 What we’ll cover today 5 – clicks – Thank you for attending… Alison Redmond is going to provide you with a Project Update and talk to you about the go-live schedule, not just high level but details about - CLICK Who's up first the go-live schedule and what it will entail Rita McManus, Qunea Gordon and Mike Napold want to tell you some things you should know about the BC102, Cyborg, and the Timeclocks and how they all work together to culminate into everyone being paid accurately, timely and consistently. Catrina Stewart-Cosme will talk to you about Training decisions we, the training team have made; the when, where and how; Then Jessica Jessica Palencia is going to talk to you about How you will get help and support both during implementation and after go-live Then I’ll wrap things up. Try not to walk out early, before we wrap up today. The things we discuss in today and the next meetings are critical. You need to know what is going on and what you need to do. Before you know it we’ll be rolling out your agency. We’re building momentum… But before all that, I’d just like to say THANK YOU FOR ALL YOU DO! And hopefully make you Smile… 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™
Celebrating CM Success – Smile Presentation 3 ½ minutes 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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 Alison – Project Update and Who’s Up First (15 minutes) 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Project Update – Testing Phase 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 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Project Update continued 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 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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 Alison cont. 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Who's up first – Phase I Go-Live continued (Subject to Change)
668 Employees Training begins March 31, 2014 Parallel go-live approach using old and new systems for two pay periods 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 Aviation County Administration FASD Administration ETS Aviation does not use Standby Pay Implement Aviation first to reduce risk; most union groups and work rules represented Parallel Pay periods: 4/13 to 4/26 with pay date of 5/2 and 4/27 to 5/10 with pay date of 5/16 Paid using only new system beginning 5/25/2014 Note: 5/26 is Memorial Day 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Who's up first – Phase I Go-Live continued
USE THE CLOCK DURING GO-LIVE EMPLOYEES WILL CONTINUE TO SUBMIT PAPER TIMESHEETS EACH PAYPERIOD + PC – TIME STAMP UNTIL ADVISED TO STOP 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

THE PURPOSE OF USING BOTH PAPER TIMESHEETS AND TIMECLOCKS/PC FOR TWO PAYPERIODS IS TO VERIFY PAYCHECK ACCURACY AND MAKE SURE PAYROLL RUNS ARE SUCCESSFUL 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Launch Timeline (Subject to Change)
9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

QUESTIONS? Alison and Allen depart Phyllis introduces Rita and What you should know… 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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 Rita 20 minutes 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

What you should know – BC-102 Accuracy with Real-time Data Updates = Timely & Efficient Form Processing and Accurate Paychecks AGENCY NOTIFIED EMPLOYEE SETUP - VERIFIES INFO, MAKES REAL-TIME UPDATES IN CYBORG-KRONOS MAINTENANCE SCREENS DAILY 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ 9/22/2018 PACERS Change Agent Meeting Final

What you should know – BC-102 Important Reminders Payroll Central continues to find errors on forms received from agencies: Common error missed FMLA Approver BC-102 results in the following: 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 Rita hands off to Phyllis to introduce Qunea Gordon and Mike Napold One of the most important things about a project of this size is knowledge. Not just of the difficult things but of the simple things that will impact many. Although clocking in and out at a Timeclock will become routine; there is a routine of getting there. A system of checks and balances that need to be processed before you can go live. 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

What you should know – BC-102 Form & Data Verification Questions? Q&A Limited to 15 minutes 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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 Qunea & Mike w/Q&A – 25 minute presentation / Open Q&A – cutoff 15 minutes 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

What you should know – Timeclock/Touch ID Enrollment
X 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

What you should know continued – Timeclock Enrollment
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) Show of hands: How many of you have been working to streamline BC-102 procedures? 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

STEP 1 BC-102 Form Ensure paperwork is processed correctly and timely into Cyborg STEP 2 Payroll Liaison – Notified/Verifies status in Cyborg STEP 3 Supervisor and Payroll Liaison - Verify Employee appears on respective Reconcile Timecard Screen in Kronos What you should know continued – Timeclock Enrollment STEP 4 Supervisor, Payroll Liaison or Designee enrolls employee at time clock STEP 5 Supervisor, Payroll Liaison or Designee confirms enrollment on Touch ID Status screen in Kronos STEP 6 If not correct, follow agency support procedures (ETS Service 8600) Step 5 – Enrollment at the Timeclock procedures are followed on the next slides (4A – 4F) ENROLLMENT PROCESS FLOW (Additional steps may be required) 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4a Employee and person enrolling employee meet at a Home Group Timeclock Select > Touch ID Enrollment Audience Question: Who remembers the difference between a Home Group Clock and a General Access Clock? Select someone to answer. 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4b Supervisor, Payroll Liaison or Agency designee, Enters the last 6-digits of their Employee ID (Badge ID) Select > Enter 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4c Select > Password Select > Enter 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4d Select > Enroll Employee 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4e Employee enters the last 6-digits of Employee ID Select > Enter 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4f Follow the instructions on enrolling Primary and Secondary Finger (excluding thumb and pinkie finger) X 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know – Timeclock/Touch ID Enrollment The Enrollment Process – Step 4g 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 More detailed instructions will be provided during Foundations training. 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

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 Step-by-step instructions are on the clock Members of the Project Team will be there to support Agency Enrollment at roll-out Best Practice 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting v7 no-prestart

What you should know continued – Timeclock Punching
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 The window of time 15 minutes before and 15 minutes after 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

What you should know – Agency Enrollment Process Phase I date specifics in ( ) 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 Preparing for Deployment There is a Cognos Report that Managers can export to Excel that lists their employees’ ID numbers (Qunea – where can this be found?) Q. Instructions say Right index only. Is this accurate? (Do not use pinky or thumb) "X" Recommend if employee does not remember their ID number to write it down or place a Label or Sticker on the back of their ID card. 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Questions? Q&A limited to 10 minutes 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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 Jessica – 15 minutes (How you will get support and When you will be trained) 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

How you will get support – Before Go-Live continued
Onsite Subject Matter Experts Payroll Liaisons Internal IT Section – (If applicable) ETS Service Desk – (954) Pre-deployment Support Contact 8600 ETS Service Desk ETS Service Desk routes call based on needs Employees should contact supervisors for any issues they have with system, hours timesheets Supervisor attempts to resolve, if can’t resolve Supervisor goes to PL if PL can’t resolve PL or Supervisor contacts the 8600 number 8600 will then route call to appropriate parties Support for agencies with their own IT Dept is still being determined 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

How you will get support – During & After Go-Live
Supervisor Payroll Liaison Internal IT Section – (If applicable) ETS Service Desk – (954) ERP Project Office Service Desk Support Service Desk 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

When you will be trained – Go-Live Training Plan Learning Center Registration begins approximately 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 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

When you will be trained – Go-Live Training Plan Supervisor Training two half-day sessions (Part I and Part II) Payroll Liaisons Training full-day session complete w/Supervisor course to be in-the-know for added support 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 Password: broward Self-Paced Tutorials Job Aides Quick Demonstrations Hire Date User Name = Before October 7, 2013 Employee Number After October 8, 2013 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Momentum of Change QUESTIONS Momentum of Change 15 Q&A – Early finish – Stay behind to answer any questions. 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

Next Meeting March 19, 2014 Close – 2 minutes March meeting is extremely important – All HR Liaisons, Payroll Liaisons, Backup Payroll Liaisons should attend. Direct any questions to 9/22/2018 2013 © PKING Consulting, Inc. | PACERS CM&T, LLC.™ PACERS Change Agent Meeting Final

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