PACERS Change Agent Meeting July 24, 2013

1. PACERS Change Agent MeetingJuly 24, 2013

2. WELCOME Kevin Kelleher, Director, Human Resources

3. Agenda • 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

4. Project Status Update Alison Redmond, Project Manager

5. Project Progress ePay Statement Launches July 26 May 2013 PRESENT June 2013 rapid! Paycard Launch Complete Timekeeping System Underway

6. 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. 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.

8. ePay Statement Update • • 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, ePayStatement@broward.org.

9. 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.

10. Timekeeping System Go-Live Dates

11. Payroll Liaisons: Testing & Training • 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.

12. What Testing and Training Involves • 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

13. demo Guerly Moreau & Barry Roby

14. Access to important employee information… anytime, anywhere.

15. New HIRE Procedures, SNEAK PEEKS, and training FOR MANAGERS AND SUPERVISORS Nina Moore, Trainer, Learning & Organizational Development, HR Rita McManus, Payroll Manager

16. “REVISED” New Hire Procedures 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

17. Sneak Peeks for Managers & Supervisors “When can we see what it looks like?” • Sneak Peek planning is underway • See the actual interface as the system is being built • Experiencethe possibilities! Invitations will be sent

18. What about Manager Training? “How will I learn all this?” Nina Moore, Rita McManus & Phyllis KingYour easyPay Training Coaches

19. What about Manager Training? All Supervisors, Managers & Payroll Liaisons

20. COMMUNICATIONS UPDATE Margaret Stapleton, Director, Office of Public Communications

21. Communications Update • PACERS on easyPay • Messages to Watch For • QR Codes

22. Celebrating cm success Phyllis A. King, Lead Change Management Consultant | Trainer

23. 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 easypay@broward.org? • Are there areas where you think we need to do more?

24. Celebrating CM Success CONGRATULATIONS!Water and Wastewater Services & Parks and Recreation May – June 2013 Publication – Anita Washington June 2013 Publication – Cyndy Baker

25. Pacers JEOPARDY Phyllis King, Lead Change Management Consultant | Trainer

26. WRAP UP Questions Next Meeting – August 28, 2013

27. THANK YOU.