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Migrating to Vista HRMS 4.0

Migrating to Vista HRMS 4.0. Dwight White, PDS - Coordinator & Presenter Perry Williams, PDS - Presenter Marty Wilson, PDS – Participant Meribeth Spilger, Fulbright & Jaworski - Participant Chrissy Koennecker, Teleflex - Participant. The Agenda. What’s New and Different Migration Process

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Migrating to Vista HRMS 4.0

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  1. Migrating to Vista HRMS 4.0 Dwight White, PDS - Coordinator & Presenter Perry Williams, PDS - Presenter Marty Wilson, PDS – Participant Meribeth Spilger, Fulbright & Jaworski - Participant Chrissy Koennecker, Teleflex - Participant

  2. The Agenda • What’s New and Different • Migration Process • Planning Phase • Upgrade Phase • Go Live Phase • User Upgrade Experiences • Fulbright & Jaworski – Meribeth Spilger • Teleflex – Chrissy Koennecker • Questions and Answers

  3. What’s New and Different • Look, Feel and Navigation

  4. Look, Feel and Navigation

  5. HR / People Changes • Created a new “Contacts” page and moved the following pages as tabs to this new page: Emergency Contacts, References, Relatives Working Here and Previous Employers.

  6. HR / People Changes • The “Company Transfer” page has moved to the “Status Change” page. • New “Teams Assigned” page

  7. Benefit Changes • The old “Benefits Plan” page has been renamed to “Benefits Information” page

  8. Benefit Changes • Benefits Enrollment Processing (aka “Little Ben”) runs interactively • New report on the results tab that replaces the previous three reports.

  9. Benefit Changes • “Associated Parties” benefits page

  10. Payroll Changes • Check Calculator

  11. Payroll Changes • Tax Maintenance Utility

  12. Security Changes • Identify the security access for an individual option to multiple Security Groups (Security Options/Security Access).

  13. Security Changes • We’ve also added the ability to add an alternative Administrative user separate from the PDSADMIN user account.

  14. Security Changes • New option called “Corporate Web Pages” under the Employee Self-Service application. • Items in the “Self Service Web Pages” tab control the third link in Self-Service.

  15. Recruiting Changes • In Vista HRMS 4.0 we found the need to break out Recruiting into its own new application due to the volume of new features. • You’ll see a wide number of new features in both Internal applicants and External applicants. • We’ve incorporated a new requisition-driven model of maintaining positions/jobs, so the underlying database structure in external applicants had to be redesigned. • We’ve moved all Applicant components out of HR and moved them into this new application.

  16. External Applicants • Configurable security items were added to External Applicants to allow Users to further “lock down” access to the site. • We’ve incorporated CAPTCHA display and confirmation to verify that the applicant is human. • You can now optionally lock down the initial login to the External Applicant website by first requiring the applicant to provide a login id and a valid email address.  • We’ve added qualifying questions to the “Resume” function when questions are one of the default ‘always ask this question’ or to the “Jobs Available” function if the questions are part of the requisition. • External applicants will now be able to attach multiple documents to their record, such as a resume, a cover letter or references. You define the types of documents and then allow the candidates to attach them. • Recruiting / External Applicants Session immediately following this session

  17. Administration and Monitor • All of the options previously accessed through Administration or Monitor client applications are now available in the browser. • Report Maintenance was moved from the Reporting area in 3.2 to Administration/Setup/Reports and Workflow template creation was moved from the monitor to Administration. • The Monitor functions are now accessible from the Process functions via the monitor icon. All Scheduled Jobs, Recurring Jobs, Completed Jobs and Active Workflows are presented here. • Using the Export tool, you can now export data to database scripts (besides the current CSV and XML formats). You can also choose to export data into insert, update, or delete statements

  18. Vista Fresh • Our newest update utility will help our clients keep their Vista version current! • Clients can “opt in” and automatically receive updates from PDS. • The new process will simplify PTF downloading, ensure that updates are properly installed, and automate the actual update tasks. • You’ll be able to choose whether you “download only” or “download and update”. The tool can be configured to automatically backup updated files. • You can easily identify ignore tagged files and objects that are defined as custom. • Register for the service through PDS support site. Upon request we assist you in installing the VistaFresh™ client program, discuss your setup which begins with delivered templates.

  19. The Migration ProcessPlanning Phase

  20. The Planning Stage • What do you want to accomplish? • Prepare a time line – don’t underestimate. • Identify additional resources that might be necessary. • Implement new features – before or after go live? • Self Service • Workflow

  21. Custom Processes • Identify custom processes that need to be converted? • Stored Procedures • Views • Triggers • Web pages • Reports

  22. What You Can Do Now! • Review Reports • Custom Views • Custom Stored Procedures, triggers • Utility to change Views, SP’s • Custom Tables • Status codes (benefits, HR, payroll) • Data Clean Up

  23. The Migration ProcessUpgrade Phase

  24. Changes Made to Database • Any changes to 4.0 must be reapplied after any data refresh • Keep documents identifying changes • Any user data changes should be written in a query so it can be easily updated

  25. Organizing Your Upgrade • After Each Upgrade • Reapply custom views • Reapply custom triggers • Reapply custom stored procedures • Reapply any code to user exits OR • If not Mission Critical, consider applying the above AFTER your first Parallel

  26. Parallel, Parallel, and Parallel • Payroll • Benefits • Reports • Custom Processes • Let users test

  27. The Migration ProcessGo Live Phase

  28. You’re LIVE!!! • Communicate changes to users • Continue to monitor processes • Establish a plan to take advantage of the new features in 4.0 • Self Service • Workflow

  29. Plan For The Future • Believe in continual process improvement • Brainstorm the possibilities • Prioritize the results • Move ahead with the next feature

  30. Summary • Project Planning is critical • Create a testing plan • Communicate with your users • Train • Test • Move ahead!

  31. User Upgrade Experiences • Chrissy Koennecker – Teleflex Inc. • Migrating from 2.4.1 to 4.0 • Installed 3.2 in Nov2007 and dug into project in March 2008 • In 3.2 test environment worked on crystals, status mappings and security • 4.0 installed April 2008 • Go Live Jan 2009 • Teleflex approach was rollout basic functionality. No new functionality will be rolled out until 2009 - External recruiting, self-service, etc.

  32. User Upgrade Experiences • Project Plan • Security • Crystal reports rewrites • Time interfaces • Stored procedures/analyzing business rules • Benefits setup/eligibility • Training 120 users

  33. User Upgrade Experiences • Where we are in Sept • Completed training for users • Teleflex documentation completed for users • Continually updating security so it can be final in Jan for SOX testing • Stored procedure testing started. • Crystal reports are being finalized • What we still have to do • Parallel testing and sign off • HR testing and sign off • Lock down of system environment in December

  34. User Upgrade Experiences • Meribeth Spilger – Fulbright& Jaworski • Migrating from 3.2 to 4.0 • System "look and feel" - have the ability to tailor the system to your companies branding. Graphics, colors, logos. • What do you want people to see? • News pages • Home page • Login message • Left frame information • Review web.config

  35. Fulbright & Jaworski Upgrade • Reviewing the new Contacts Page • Review customs • user exits • custom.aspx • History Triggers - these will need to be recreated. Now is the time to review if you were using the history tables and snapshot history created by these tables. • Security

  36. Fulbright & Jaworski Upgrade • Rollout - determine how you want to rollout to users. • We took the low key approach by only posting a notice about the change to the look and it seemed to work. I followed up to various users with instructions on different aspects of the system based on their job responsibilities.

  37. Questions and Answers • Wrap up • Questions and Answers

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