1. Change Management Team
PKING Consulting, Inc. | PACERS CM&T, LLC.
Change Management Team
Pre-Launch Briefing FOR Accounting, Human Resources Office of Management & Budget Office of Public Communications Records Taxes & Treasury division Purchasing and Risk Management
Presented by: Melissa Grimm, ERP Project Manager
Copyright © 2014 PKING Consulting, Inc. | PACERS CM&T, LLC.

2. Agenda Pre-Launch Briefings – Ready? Go-Live Kit – Set?
Takeaways - Go!
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

3. Pre-Launch briefings Preparing for Phase 2 Go-Live
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

4. Agency Pre-Launch Briefings
Expected Attendees: Directors, Payroll Liaisons, IT support staff & Training staff
 Accounting  Human Resources  Office of Public Communications
 Office of Management & Budget  Purchasing
 Records Taxes & Treasury
 Risk Management
 Port Everglades
Today, May 8
Yesterday, May 7
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

5. Agency Pre-Launch Briefings
Expected Outcome – Awareness of:
County has a Go Live Support Plan in place
What they need to do to be ready
Importance of checklist completion
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

6. GO-LIVE KIT easyPay November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

7. Go-Live Kit Coming Week of May 12
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 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

8. EMPLOYEE TRAINING What to expect for
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt.
May 8, 2014

9. Employee Training Foundations Tutorial Required
All employees will take the Foundations Tutorials online - available May 19 (Approximately 25 minutes each)
Instructor-led classes for Supervisors & Payroll Liaisons start May 27
Supervisors = ½ day
Payroll Liaisons – Full-day
“A Day in the Life” Job Aids and Quick Reference Cards
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

10. Employee Training 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
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

11. Employee Training Agency Training Coordinator
PLEASE
To:
cc:
Subject: Phase 2 Training Contact - Agency (i.e. OPC)
Training Coordinator Name
Office Address for Deliveries
Office and Cell Phone Numbers
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

12. COMMUNICATIONS What to expect for November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

13. Agency Specific 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 point person to distribute communications in their Agency
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

14. LAUNCH SCHEDULE Phase 2 Deployment November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

15. Agency Specific Launch Schedule
Apr 17 – Jun 4 / Master Data Clean up
May 5 - May 9 / Agency Briefings
May 12 - Jun 6 / Preparation Checklist Activities
May 19 - Jun 5/ Employee Online Tutorials
May 22 – Jun 6 / Time Clock Registration
May 27 – Jun 5 / Supervisor/Payroll Liaison Training
May 28 – Jun 6 / Supervisor/Payroll Liaison log into system for final review of data
Jun 8 / Go Live
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

16. Time Clock enrollment What we need for
Qunea…
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

17. Time Clock Enrollment Identify Clock Ambassadors
Point person(s) responsible for Time Clock Enrollment & Touch ID Registration
Agency staff to greet employees at Time Clock and provide assistance during the first two days using them
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

18. Plans for
support
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

19. Support Browser JAVA Plug-in Warnings
What is JAVA? The environment/language which allows software applications to communicate via the internet.
Why do we need it? Many County applications run on the latest version of JAVA (version ). The new Automated Time and Attendance System runs on an earlier version of JAVA (version ).
How does this affect you? JAVA version updates are automatically pushed to ALL County computers about every 3 months. Updates to the latest JAVA version could delay a users’ access to the Time and Attendance System.
What can you do to minimize the impact to your Agency users? If you have your own internal IT, request employees communicate any warnings to you immediately, be ready to troubleshoot, and know where to get help.
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

20. Support Browser JAVA Plug-in Warnings
If users experience the warning: Java Update Needed Your Java version is out of date
IN THIS ORDER…
Click DO NOT ASK AGAIN; and
Click LATER and you will not be asked again until the next JAVA update.
Melissa,
My recommendation would be to suggest agencies take a proactive approach to this item. Suggesting they check the computer browser’s JAVA version before go-live, if possible. If the steps for each of the items listed in the first scenario are documented it might be a good item for the Go-Live Kit.
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

21. Support Browser JAVA Plug-in Warnings
If users experience the warning: The Java plug-in failed to load
This means the push update has more than likely already happened
USERS WILL CALL YOUR INTERNAL IT SUPPORT DESK (if applicable)
IT support staff should try the following resolution(s):
Add site to compatibility mode
Add site to Intranet Zone
Clear IE Cache
Clear Java Cache
Reinstall Java
Install Java if all else fails
Upgrade to IE 10 (Last option)
CONTACT THE ETS SERVICE X8600
Does the Port get the PUSH updates from ETS?
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

22. Support Service Desk Process
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

23. Decisions & takeaways
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

24. What’s Next Takeaways
Agencies need to identify Clock Ambassadors for Clock Enrollment & Touch ID Registration
Agencies need to identify Primary Training Point Person for training coordination
easyPay Go-Live Tool Kit for Supervisors & Payroll Liaisons coming week of May 12th
We need support of Executive Leadership and Payroll Liaisons to ensure supervisors comply with required deployment checklist activities and return sign-off timely
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014

25. What’s Next Decisions & Takeaways
Identify Communications Partner(s) responsible for distributing messages related to the project
Foundations online tutorial training is a requirement for all employees
Expect & be ready to address JAVA warnings
The Go Live support process is planned
Non-compliance Report to Department Directors
November 13, 2018November 13, 2018
Phase 2 Agency Briefing Accounting, HR, OPC, OMB, RTT & Risk Mgmt. May 8, 2014