Port Everglades Department Pre-Launch Briefing PKING Consulting, Inc. | PACERS CM&T, LLC. Change Management Team Port Everglades Department Pre-Launch Briefing Presented by: Melissa Grimm, ERP Project Manager Copyright © 2014 PKING Consulting, Inc. | PACERS CM&T, LLC.

Agenda Pre-Launch Briefings – Ready? Go-Live Kit – Set? Takeaways - Go! Port Everglades Department Briefing May 7, 2014

Pre-Launch briefings Preparing for Phase 2 Go-Live September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Agency Pre-Launch Briefings Expected Attendees: Directors, Payroll Liaisons, IT support staff & Training staff  Port Everglades Accounting Human Resources Office of Public Communications Office of Management & Budget Purchasing Records Taxes & Treasury Risk Management Today, May 7 Tomorrow, May 8 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

GO-LIVE KIT easyPay September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 Port Everglades Department Briefing May 7, 2014

EMPLOYEE TRAINING What to expect for September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Employee Training Agency Training Coordinator PLEASE EMAIL To: cstewartcosme@broward.org cc: etstraining@broward.org; mconstantine@broward.org Subject: Phase 2 Training Contact - Agency (i.e. OPC) Training Coordinator Name Office Address for Deliveries Office and Cell Phone Numbers September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

COMMUNICATIONS What to expect for September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

LAUNCH SCHEDULE Phase 2 Deployment September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Time Clock enrollment What we need for Qunea… Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Plans for support Port Everglades Department Briefing May 7, 2014

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 1.7.55). The new Automated Time and Attendance System runs on an earlier version of JAVA (version 1.7.51). 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. September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Support Browser JAVA Plug-in Warnings USERS WILL CALL YOUR INTERNAL IT SUPPORT DESK (if applicable) or CONTACT THE ETS SERVICE DESK @ X8600 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. September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Support Service Desk Process September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

Decisions & takeaways Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014

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 September 18, 2018September 18, 2018 Port Everglades Department Briefing May 7, 2014