VA Time and Attendance System Update October 8, 2015 National Partnership Council

VA Time and Attendance System (VATAS) Purpose and Objectives VATAS Overview VATAS Engagement, Communications and Training Strategies Path Forward Question and Answer 11/10/2018 VA Time and Attendance System (VATAS) 2

Purpose and Objectives This briefing provides a status update related to the deployment of VATAS including the current, comprehensive approaches to the following: System Enhancements Communications/ Engagement Training What is VATAS? VATAS is a web-based time system that will replace outdated technology and centralize and standardize time and attendance data to support effective, accurate pay for all VA employees Objectives of this Briefing Inform the National Partnership Council of the status and challenges facing the VATAS project. Provide an overview of the planned activities as VATAS continues to be deployed across VBA Pacific and the VHA. Address the Council’s questions regarding VATAS. 11/10/2018 VA Time and Attendance System (VATAS) 3

VATAS Project and System Update The following Project and System actions have yielded positive results in user satisfaction and system capabilities. Project System Results Integrated feedback from the training evaluations and Post Deployment Survey into the communication plan, Peer-to-Peer Network and Leadership engagement Continually updated the training content for all user roles to reflect the enhancements released to production Increased functionality and reporting capabilities with the 26 enhancements deployed to production in late April Addressed Security Concerns by restricting access through the VA intranet only Increased rigor regarding the system change control process Training Survey Results have shown increases through successive deployments Increased user satisfaction with system following 26 enhancements successfully deployed in April Quarterly Build Cycle progressing toward build release Have successfully deployed to VBA Southern and Central and VAMC Amarillo 11/10/2018 VA Time and Attendance System (VATAS) 4

Current System Enhancements in Progress The VATAS Project Team continues to listen to the end-user to identify system upgrades to increase functionality and user satisfaction with the system. Upcoming upgrades to the system include: System data refresh: User data currently populating the system is outdated requiring manual updates when the system goes live with each deployment. The system data refresh will eliminate much of the need to manually update the user information for each deployment. Incorporating military time: Time entries of ‘1200 – 1259’ to show as ‘AM’ instead of ‘PM’ Corrected Timesheet Approvals: Reduce the number of approvals to process corrected timesheets to one Supervisor/TL Approver Schedule Approval Process: Simplify the approval process when making schedule changes

VATAS Overview: Deployment Schedule The new VA Time and Accounting System will be deployed to all of VA in phased rollouts throughout 2015 and 2016. Eastern Go-Live: 4/19/15 Southern Go-Live: 6/14/15 Central Go-Live: 7/26/15 Pacific Go-Live: 10/18/15 All deployments have pre, during, and post-deployment support/ training VHA Amarillo VAMC Deployments will occur one - three VISNs at a time. All deployments will have pre, during, and post-deployment support/training VHA Portland VAMC * VHA * August 2015 January- Dec 2016 VBA Pre-Deployment Training: 1/4 - 1/8/2016 Post-Deployment Support: 1/11- 1/27/2016 VHA Portland HCS * VHA Pilot conducted at this facility to better prepare us for the VHA rollout. April - October, 2015 January 10, 2016 * Schedules have not been finalized. 11/10/2018 VA Time and Attendance System (VATAS) 6

VA Time and Attendance System (VATAS) VATAS Training Strategies 11/10/2018 VA Time and Attendance System (VATAS) 7

Training Survey Results The training evaluation results, summarized below, show the end-users are learning the skills and building the knowledge to utilize VATAS. (Ratings from 1 to 6) Question 3 and 4 were changed mid-deployments to ask: Q3: Was the training too short? Q$: Was the training too long? The Yes or No answers tabulated across the deployments indicate the training delivered for all users is the right amount with the wide majority indicating their agreement. 10 November 2018 VA Time and Attendance System (VATAS)

VA Time and Attendance System (VATAS) Training Strategy VATAS deployment training curriculum is a dynamic model with course enhancements being incorporated to the role-based offerings with each new build. The VATAS team focuses on lessons learned through each deployment training cycle and makes improvements to the courseware or post-deployment support model.. Changed approach to training curriculum to include instructor-led and virtual instructor-led courseware for each system role scheduled around go-live dates (pre, during, and post go-live) The post-course evaluation survey is administered after each deployment to gather information for analysis. Once analyzed, the data feeds the training continuous improvement cycle. Also following each deployment, the trainer cadre gathers to share lessons learned through the delivery of the training modules and post deployment support to identify issues and common themes. The information also feeds the improvement cycle. A computer-based-training (CBT) for Employees and Supervisors / TL approvers is currently being developed to provide another option to develop and learn the necessary skills and knowledge to successfully use VATAS. The CBT module will provide the users with interactive exercises to reinforce learning. The CBT is in response to feedback fro the user audience following training. 11/10/2018 VA Time and Attendance System (VATAS) 9

Training Approach Key Messages Employee (1 Hour Total) Timekeepers (8 Hours Total) Employees will learn how to submit and track leave requests in VATAS. (Pre- recorded sessions) Timekeepers receive extensive training where they learn how to manage schedules and timesheets, track employee leave requests, enter premium pay and proxy leave requests and run reports. (Face-to-Face, Open Lab, and Pre-recorded sessions) Supervisor/TL Approver (1 Hour Total) Payroll Technician (8 Hours Total) Supervisors /TL Approvers will learn how to review, approve, deny employee leave and premium pay requests, as well as view employee information in VATAS. (Face-to-Face and Pre-recorded sessions) Payroll techs receive extensive training to fully understand the VATAS payroll process and how to perform all systems functions of their role as well as serve as a resource for supervisors /TL approvers and timekeepers. (Face-to-Face , Open Lab, and LiveMeeting) Key Messages TMS training has been updated and is not the same as the previously existing courses from 2014 The portal is the primary resource for all training information, including additional instructional materials and videos; training registration will be posted to the portal soon 11/10/2018 VA Time and Attendance System (VATAS)

Communications Spotlight: SharePoint Site The VATAS SharePoint portal, a one-stop-shop for all VATAS information, launched in January 2015 as a part of the VATAS team’s improved communications strategy. The portal has proven to be a tremendous resource for all VATAS users. VATAS SharePoint Portal Overview Includes VATAS overview information Provides links to promotional material Describes VATAS rollout process Includes deployment and training calendar with links and signup Statistics 1,400 hits per day 250 new users per day 43,000 views since launch Access the SharePoint portal at: https://vaww.portal.fsc.va.gov/FOS/PSSD/CVATASOPS2/VATAS Support/ 11/10/2018 VA Time and Attendance System (VATAS) 11

VA Time and Attendance System (VATAS) Path Forward Our next steps… Complete VBA deployment VBA Pacific to deploy October 18 Distribute post-deployment assessment and analyze results Engage with the VBA leadership and workforce through strategic communications Mobilize remaining VBA Peer to Peer networks Finalize and Execute VHA Deployment Schedule Continue to identify and resolve issues with deployed VHA stations Finalize deployment schedule for VHA with VHA Leadership and key stakeholders Develop and deploy computer-based-training for the Employee and Supervisor/TL Approver roles Integrate feedback to continually improve deployments 11/10/2018 VA Time and Attendance System (VATAS) 12

VA Time and Attendance System (VATAS) Question and Answer 11/10/2018 VA Time and Attendance System (VATAS) 13