1. 101600: Jeffco Schools WorkCenter Implementation
101600: Wednesday July 19, :15 – 12:15
International Ballroom A
Jeffco Public Schools

2. Presenters Scott Paulson Lisa Kelly Jason Glowacki
Manager of Client Engagements
Business Technology Support
Jefferson County Schools
Lisa Kelly
Project Manager/Business Analyst
Business Technology Support
Jefferson County Schools
Jason Glowacki
Project Manager/Business Analyst
Business Technology Support
Jefferson County Schools

3. About Jeffco Schools Second largest K-12 school district in Colorado
87,000 Students
14,000 Employees
152 Schools
Located 10 miles west of downtown Denver
Encompasses over 773 square miles

4. Current PeopleSoft 9.2 Modules Implemented – Tools 8.55.15
HCM (PUM 18)
FIN (PUM 20)
CRM (PUM 13)
Time and Labor
General Ledger
CRM HelpDesk
Payroll
Purchasing
Ben Admin
eProcurement
Human Resources
Asset Management
eCompensation
Accounts Payable
eDevelopment
Accounts Receivable
eBenefits
Billing
eProfile
Project Costing
ePay
Inventory
Maintenance Management
Travel and Expenses

5. Agenda Overview of Project Communication Strategy Training and Rollout
Engaging Our Customers
User Adoption
Security
WorkCenter Demo
Alerts and Notifications
Analytics and Reporting
Onboarding Activity Guides
WorkCenter Lessons Learned
Q & A

6. Overview of Project Upgrade project planning began in March 2016
Original go-live scheduled for 1st week of December 2016
Revised twice – Ended up being 3-5 March 2017
Retrofits / Testing / Test Moves / Implementation
WorkCenter project running concurrently
Communication during go-live weekend
Lessons Learned
Tools 8.55 is better suited for Fluid interface.
-Fluid is on by default in 8.55
-Implementing Fluid will require communication to users.
Go-live first week of December
-Tools upgrade and PUM updates
Fluid for front end
Cut-off date was roughly the beginning of September for new functionality
SysAdmin test moves
Communication on go-live weekend
More organization of topics
Multiple pages makes it harder to keep track of all topics
Individual IM/ still useful for issues not involving the group
Announce if you are working an issue
Make sure test environments mirror production environments
Allow users to get in system on Monday but with understanding there may still be issues
First day of go-live, users may encounter issues. Make sure to communicate.
Break communication down by groups / Start earlier / GreyHeller functionality (messages/videos)
Testing
Scripts / Workbooks
Keep Tools/PUMs separate (Fran)

7. Current and Future Tools 8.55 is better suited for Fluid interface.
-Fluid is on by default in 8.55
-Implementing Fluid will require communication to users.
Go-live first week of December
-Tools upgrade and PUM updates
Fluid for front end
Cut-off date was roughly the beginning of September for new functionality
SysAdmin test moves
Communication on go-live weekend
More organization of topics
Multiple pages makes it harder to keep track of all topics
Individual IM/ still useful for issues not involving the group
Announce if you are working an issue
Make sure test environments mirror production environments
Allow users to get in system on Monday but with understanding there may still be issues
First day of go-live, users may encounter issues. Make sure to communicate.
Break communication down by groups / Start earlier / GreyHeller functionality (messages/videos)
Testing
Scripts / Workbooks
Keep Tools/PUMs separate (Fran)

8. Communication Strategy
Fluid portal was a significant paradigm shift for our users
Fluid demo for our HRMS and FMS power users
Published Portal Overview UPK for all users on old PeopleSoft login page
UPK via District – wide communications ( )
The Messenger – All employees / Portal Overview UPK
The Leadership Memo – Principals and Managers / Portal Overview and WorkCenter UPKs
Lessons Learned
Lessons learned
- Start early
- Breakdown communication by groups
- Don’t assume everyone will read the s you are sending

9. Training and Rollout Training was primarily UPK in the See It! Mode
Portal Overview
WorkCenter
Published UPKs are available from Step by Step Guides WorkCenter
Engaged our Technology Support Center (Help Desk) prior to rollout
Provided a crosswalk of Users / Roles / WorkCenters
Adoption by user-base was quick
Within a few weeks of go-live, users were asking for workcenter functionality that we had missed / overlooked
Easy to make changes on the fly to workcenters (new configurations/functionality/etc.)

10. Engaging Our Customers
WorkCenter Design – 25 user groups
Downloaded security for main users in each department to start WC build
Developed standards
i.e. Setting the Target to Open in a New Window
Consistent look and feel of the WorkCenter pagelet areas
Built prototype
Goal - promote productivity by minimizing the time that users spend navigating between tasks
Download security for main user in the department to excel which gave the navigation path. Then we could cross off items that were not used or no longer needed.
This also helped us determine the correct navigation path.
We developed standards across all WorkCenter;
not renaming menu item,
keeping process under the process tab and not under the menu items
opening in the WorkCenter and not a new window
we did not allow personalization of links
We started off simple and did not use My Work for go-live and only few groups used pagelets and pivot grids.
We did not add new develop for our initial rollout

11. Engaging Our Customers
Design – 25 user groups (Con’d)
Met with user representatives from each group for initial design discussions
My Work – List of user’s work assignments, and some delivered exceptions/alerts where you would need to take some type of action (i.e. Vouchers with Budget errors)
My Links – User’s navigation (includes links to external entities, i.e. Banks)
Queries – Access to frequently used queries (source – User feedback and query administration)
Reports and Process – Access to reports and processes frequently run.
Dashboards and Pivot Grids (in the content frame) – only rolled this out to a few WorkCenters
Multiple follow-up meetings with users
Download security for main user in the department to excel which gave the navigation path. Then we could cross off items that were not used or no longer needed.
This also helped us determine the correct navigation path.
We developed standards across all WorkCenter;
not renaming menu item,
keeping process under the process tab and not under the menu items
opening in the WorkCenter and not a new window
we did not allow personalization of links
We started off simple and did not use My Work for go-live and only few groups used pagelets and pivot grids.
We did not add new develop for our initial rollout

12. Engaging Our Customers
Managing the design, build, and rollout
Download security for main user in the department to excel which gave the navigation path. Then we could cross off items that were not used or no longer needed.
This also helped us determine the correct navigation path.
We developed standards across all WorkCenter;
not renaming menu item,
keeping process under the process tab and not under the menu items
opening in the WorkCenter and not a new window
we did not allow personalization of links
We started off simple and did not use My Work for go-live and only few groups used pagelets and pivot grids.
We did not add new develop for our initial rollout

13. We are enjoying our WorkCenter.
User Adoption
Quick adoption for power users
Slower for casual users – i.e. School Principals
End of 1st week, most users were comfortable with the change
WorkCenter is easier to navigate
Navigation is more efficient!
We are enjoying our WorkCenter.
Out of the 7 WorkCenter I did, we have added 7 additional links and reports.
The Dashboard design did change for the Employment Records Team.
We like it!

14. User Adoption – CRM Help tickets
Cases from Go-live
March 6, 2017 – April 4, 2017
Solution
714
Clear browser cache 90
Navigation Issues 67
Issues due to upgrade 36
Did not call back
Total Cases 907
Out of the 7 WorkCenter I did, we have added 7 additional links and reports.
The Dashboard design did change for the Employment Records Team.

15. Security Security Security considerations for WorkCenters.
WorkCenter content is controlled at component level
Same as menu navigation, no changes
Permission List on the WorkCenter cRef
Naming convention to separate WC permission lists
Attach permission list to roles
Define the Tile on the WorkCenter cRef

16. WorkCenter Demo Over 25 WorkCenters were rolled out for the Go-Live.
We built WorkCenters for:
Department
Principals
School and Department Secretaries.
The goal was to have 90% of the places that the end user went to complete their work in the WorkCenter. This included PeopleSoft screens, but external links as well.

17. WorkCenter Demo Over 25 WorkCenters were rolled out for the Go-Live
We built WorkCenters for each department, principals, school and department secretaries.
The goal was to have the WorkCenter contain 90% of the places that the end user went to complete their work.

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23. Travel Authorization and Travel Expense WorkCenter
Upks are in the workcenter – make sure to open the url links in a new window.

24. Alerts and Notifications
Alerts - at one glance user knows they have an action to take
Notifications - managers when they have action items
Worklist – still available for managers and approvers

25. Analytics and Reporting

26. Analytics and Reporting

27. Analytics and Reporting

28. Onboarding Activity Guides

29. Onboarding Activity Guides

30. Onboarding Activity Guides

31. WorkCenter Lessons Learned
Get user input before you develop the WorkCenter.
Map out the WorkCenter before you build it.
Demonstrate and test multiple times before Go-Live.
Involve the users, get their buy-in.
Test with multiple user types to make sure security is setup correctly.

32. Q & A
Questions

33. 101600 - Jeffco Schools Work Center Implementation