State of Connecticut Core-CT Project HRMS Training Registration July, 2003

1. State of ConnecticutCore-CT Project HRMS Training Registration July, 2003

2. Agenda

3. Agenda

4. Core-CT Overview Core-CT Benefits Core-CT offers the State many advantages in the fields of HRMS management and administration. • Streamline government operations • Facilitate better decision-making • Standardize, modernize technology • Eliminate redundant systems • Avoid replacing core systems piecemeal

5. Core-CT Overview Project Status We are here December 2001 July 2001 Planning Phase Analysis & Design Phase Build, Test & Deploy Phase • General & Detailed Design • Agency Readiness • Develop Training • Construct & Unit Test • Integration Test • Implement Training • Prepare for System Migration • Execute System Rollout • Define Application Strategy • Change Management Planning • Conference Room Pilot • Conceptual Design • Conversion Planning Operating Phase • Gather User Requirements • Select Software • Production Support Develop Master and Configuration Data Design, Build & Test Tech. Arch. / Manage Systems Development Infrastructure Journey Management/Program & Project Management / Communications / Sponsorship

6. Core-CT Overview Project Timeline and Scope The two-part Phase 1 implementation includes the following functionality: Financials HRMS • General Ledger • Accounts Payable • Accounts Receivable • eProcurement • Purchasing • Human Resources • Benefits • Time and Labor • Payroll

7. Core-CT Overview Project Timeline and Scope Additional functionality is scheduled to be released in Phase 2. Anticipated modules include: Financials HRMS • Projects • Grants • Billing • Contracts • Asset Management • Inventory • Labor Relations • Competencies • Plan Successions • Manage Careers • Training • eBen • ePay • eSelfServe • eProfile

8. Agenda

9. Training Approach Training Framework The Core-CT training approach provides users the opportunity to gradually build their skills. — Training Approach Framework — Web Learning Assistant & Super Users E Sustain Sandbox & training lab D Implement Classroom-Based Systems Training C Understand Ability to Support Change B Overview Training Discuss A General communications, Prerequisites Time

10. Training Approach Prerequisite Training PeopleSoft Navigation is a prerequisite for all HRMS training. Agencies are also responsible for Excel and Internet proficiency. On-Line PeopleSoft Navigation Tutorial • Agencies will be given options to access the introductory course; each Sponsor should work with his or her agency technical contact to determine the best approach • Sponsors will distribute the communication to agency users in July 2003

11. Training Approach Classroom Training There are two types of classroom training offered for Core-CT: overview training and systems training. — Classroom Training Objectives — Overview Training Systems Training • Describe new and modified processes • Prerequisite to all systems training courses • Class size may range from 40-50 • Does not involve interaction with Core-CT system • Sessions start July 16 • Use Core-CT as a tool in supporting the processes • Class size will be limited to 8 -14 • Students will use a training database and structured exercises to gain hands-on experience with the system • Sessions start August 11

12. Training Approach Sandbox and Training Lab A sandbox environment will enable users to gain additional hands-on practice after classroom training is complete. Structured exercises will be provided to practice concepts covered in class.

13. Training Approach Super Users Agency sponsors have been asked to identify Super Users for HRMS. • Super Users will be agency users with significant functional and process knowledge • Super Users will serve as an in-house reference for Core-CT users in the agency • Super Users will be registered prior to any other users • Super Users should attend all courses related to their module, where possible • Intended to supplement, not replace, the Help Desk

14. Training Approach Web Learning Assistant (WLA) We will also use a web-based help system during the class. This tool will be available to support users after go-live. • Web-based tool that provides help for specific processes (e.g. Hire Workforce) • Contains: procedures, process overviews, glossary • Will be primary reference tool once Core-CT goes live

15. Agenda

16. Your Role Responsibilities As the HRMS Training Registration Contact, you will be responsible for your agency’s Core-CT training registration. • Register agency end users for the appropriate classes • Confirm with the end users that they will attend the class • Assist end users with any logistics related to the classes (e.g. directions, ADA needs, etc.) • Monitor actual class attendance to ensure all users have completed all required training; reschedule missed sessions

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18. Determining User Training Needs Defining User Curricula The Core-CT Training Team will provide you with a mapping of roles to courses. Use your role spreadsheet to identify the users to be registered. • You are responsible for defining the process of assigning users to specific course sessions. • Ensure that students will meet all prerequisite requirements. • Registration for overview classes should be your first priority. • Primary users should be registered for course sessions that occur prior to November 1. Secondary users can be trained after go-live.

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20. Training Registration Tool Registration Process We will use the Training Administration module within PeopleSoft to perform the registration process. Support materials, for you and trainees, will be available on the Core-CT website. • Following are some of the materials that will be available on the web: course schedule, job aids for using tool, role to course mapping, logistics for each location. • Users entered on role spreadsheets will be loaded into the registration tool. You will need to manually enter individuals that were not on the role spreadsheet.

21. Training Registration Tool Changes to Registration Process We have made some changes to the processes based on our experience in Financials Training. • Super Users have priority registration beginning July 28 • Primary Users begin registration August 4 • We will send session reminders to students 48hrs prior to class – requires email is included in user list • Use only ‘Course Waitlist’ do not use ‘Session Waitlist’ • Modification of queries

22. Training Registration Tool Walkthroughs We will now use the Registration Tool to walk through each step in the registration process. • Add new user to database • Enroll user in required curriculum • Place user on waitlist for a course session • Cancel enrollment in class • Change enrollment in class • View attendance information • Run available reports

23. Agenda

24. Preparing Users for Training User Preparation We are looking to you to assist in the preparation of users for training. You can help by doing the following: • Provide course schedule to each student • Refer students to Core-CT website for directions to facilities and course materials • Ensure users have completed necessary prerequisite training

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26. Wrap-Up Summary Today we have covered: • Core-CT Overview • Training Approach • Your Role • Determining User Training Needs • Training Registration Process • Training Registration Tool • Preparing Users for Training

27. Wrap-Up Next Steps Thank you for your participation! • Questions? • Next steps • Access the support materials on the web • Look for this presentation on the Core-CT website (http://www.core-ct.state.ct.us/) • Contact Paul Eskew (860-622-2136) or Kathleen Sullivan (860-713-5290) with any questions related to training registration