The kit can be downloaded at: BrowardEmployee.org > Employees > Employee Learning > ERP > Time and Attendance System > Go Live Kit Phase 7.

Transcription

1 This is your easypay Go Live Kit which includes important launch information and instructions to help you prepare your agency for electronic timekeeping. The kit information can be shared with employees as needed to answer questions about the easypay project. The kit can be downloaded at: BrowardEmployee.org > Employees > Employee Learning > ERP > Time and Attendance System > Go Live Kit Phase 7. Your Kit includes: Go Live Preparation Checklist Communication Plan and Schedule Learning Opportunities Time Clock Enrollment Quick Reference Card Where to Go for Help Instructions for Use: 1. Review the contents of the Go Live Kit to understand what you must do and when tasks must be completed. This is critical to staying on schedule for the launch. 2. Complete the tasks on the Go Live Preparation Checklist. Payroll Liaisons should collect completed and signed checklists by: Pilot Friday, July 29 Go Live Friday, August 26 Let s work together to ensure a successful easypay launch! Need Help? Contact ETS Service Desk Self Service Xpress selfhelp@broward.org Revised: 7/18/2016

2

3 Go Live Preparation Checklist Directors, Managers & Supervisors This Preparation Checklist will assist you in preparing your Agency and your direct reports for the easypay Time and Attendance System. The Pre-Launch Preparation Tasks listed below must be completed by the dates indicated below. As you complete each task, check the box provided. When you have finished all tasks, sign the checklist and return it to your Payroll Liaison before 5:00 pm on the Friday before the below dates Pilot July 31 Go Live August 28 Complete by Pre-Launch Preparation Tasks NOW 1. Review the contents of your Go Live Kit. NOW 2. Know your Go Live date: Pilot July 31 Go Live August 28 Pilot: July 25 Go Live: August 1 Pilot: July 25 Go Live: August 1 Pilot: July Go Live: August 1-26 Phase 7 of easypay is scheduled for Transportation, Transit and Fleet. 3. Confirm that your employees: Can log in to the Broward network to see their epay Statement. Know how to get help if their network User Name and Password are not working. For password reset assistance, contact your agency s help desk or the ETS Service Desk at Confirm that your hourly employees know their employee ID number. Employees will need to know the last six digits of their employee ID number to use the time clocks. Supervisors can obtain employee ID numbers from the Payroll Roster on the BrowardEmployee.org > Agencies > Accounting > Cyborg Systems > View Current Payroll Roster. 5. Schedule a time for you and your employees to complete the Foundations Tutorial. The Training Completion Report can be viewed at: BrowardEmployee.org > Employee Learning > Resources > Pathlore > easypay Time and Attendance Training Completion. Pilot: July Register and attend Supervisor classroom training. Go Live: August 1-26 Contact easypay@broward.org for questions on this checklist Page 1 of 2 Revised 7/18/2016

4 Complete by Pre-Launch Preparation Tasks Pilot: July Go Live: August 1-26 Pilot: July Go Live: August Pilot: July Go Live: August Pilot: July Go Live: August If you have been assigned to register employees at the time clocks, complete employee time clock enrollment tasks. Refer to the Time Clock Enrollment Quick Referenced Card located in the Go Live Kit for instructions. 8. Following completion of Supervisor Training, confirm that you can access the Kronos application without any network error messages, such as JAVA messages or issues. 9. Following completion of Supervisor Training, complete the checklist to verify the following: You can Access the System You can see all of Your Employees Your employees have the Correct Schedule Your hourly employees have registered at the Time Clocks Reminder: Submitting leave and delegating are not available until after Go Live: Pilot July 31 Go Live August Confirm that the applicable training has been completed for you and your employees. The Training Completion Report can be viewed at: BrowardEmployee.org > Employee Learning > Resources > Pathlore > easypay Time and Attendance Training Completion. The preparation tasks identified on this Go Live Preparation Checklist have been completed. Signature of Supervisor Date Name (Print) Department / Agency Contact easypay@broward.org for questions on this checklist Page 2 of 2 Revised 7/18/2016

5 Communications Plan and Schedule The easypay Change Management Team will work with each agency leadership, Payroll Liaisons, internal IT staff (if applicable) and previously identified Strategic Communications Partners to deliver timely information to employees that supports a successful launch. Specific dates and times for delivery of these components will be established as part of launch planning and implementation. Components include: Agency Pre-launch Briefing a meeting with Directors, Managers, Supervisors, Payroll Liaisons, IT support staff, and training staff to discuss the launch plan. Focus is on ensuring agency will have performed all activities necessary to ensure a successful launch. Go Live Kit Distribution each Supervisor and Payroll Liaison will receive a Go Live Kit containing important launch information and instructions during Instructor-Led Training. Go Live Preparation Checklist Communications Plan and Schedule (this document) Learning Opportunities Time Clock Enrollment Quick Reference Card Where to Go for Help Training Invite distribute to all agency employees as a reminder to sign up for required training. Quick Reference Cards Distribution Common Tasks for Supervisors, Common Tasks for Employees, Common Tasks for Bus Operators and Common Tasks for Bus Operator Supervisors. Agency-specific Bulletin(s) for each agency s Payroll Liaisons, Internal Examiners and Strategic Communications Partners, to provide additional information or instruction as needed through the launch period. Special themed launch poster for agencies launching to help celebrate employee participation in the rollout - Phase 5A poster is Get On Board! Sun enews, ecountyline, BC-Net and easypay Website Promotion Critical date reminders (e.g. Go Live Preparation Checklists, training registration, time clock enrollment) Reminders about resources available (training, support) General easypay updates and reminders (e.g. frequently asked questions and answers) Stories to promote agency launch (e.g. employee photos, employee testimonials, etc.) Stories to share overall progress of rollout Questions? Contact the ERP Project Office at or easypay@broward.org

6 Pilot Group Only July Memo from Director Pilot Group Notice of Selection Memo from Director easypay to Launch for Pilot Group July 31st Distribute - Printed Packet to Pilot Group Flyer Pilot Group Training July 19 July 27 Job Aid Common Tasks for Employees Job Aid Common Tasks for Bus Operators Reminder Sign Up for Supervisor or Payroll Liaison Training Pre-launch Briefings to Pilot Group Supervisor/Payroll Liaison Training Introduce and Distribute Go Live Kit, Time Clock Registration Announce Employee Time Clock Registration available now, have you scheduled your hourly employees for registration? Reminder Pilot employees to complete the Foundations Tutorial online by July 29 July 24 July 30 Reminder to register and attend Supervisor and Payroll Liaison Training Reminder Complete employee registration & verify employees' schedules Reminder to complete the Foundations Tutorial online learning Reminder Where to Go for Help Announce Get Ready for Pilot Launch July 31 Reminder Pilot Group should complete both Timeclock and Paper Timesheets July 31 August 6 Announce easypay is Live! For help: call, or submit a help request to Supervisor who will contact ETS Service Desk Reminder Hourly employees and Bus Operators should be using time clocks, Supervisors should be actively reviewing and verifying punches daily August 7 14 Reminder Hourly employees should be using time clocks, Supervisors should be actively reviewing and verifying punches daily Reminder Pay Period Closes August 13, Review your Quick Reference Cards to get ready for Payroll Monday! Reminder Pay Period Closes August 13, Pilot Group must submit both paper timesheets and approve timecards using easypay August 15 Announce PAYROLL MONDAY - be sure to complete the tasks listed in your Quick Reference Cards to ensure a smooth payroll Phase 7 - Revised: 7/18/2016

7 Learning Opportunities Broward County is committed to assisting you and your staff with a successful transition to the new Time and Attendance System. TIME AND ATTENDANCE FOUNDATIONS TUTORIAL Audience: All Employees Prerequisite: None Register: Access the course directly through BrowardEmployee.org > Employees > Employee Learning > elearning > elearning Classes > Time & Attendance Foundations Description: This online course is designed to provide an overview of how employees will use the Time and Attendance System. The course includes five tracks: Hourly Time Clock, Hourly PC, Salaried PC, Bus Operator Hourly Time Clock & PC, and Maintenance Hourly Time Clock & PC. Each track has an estimated duration of 25 minutes. All employees are required to complete the applicable tracks as part of Go Live Preparation. It is recommended that Supervisors complete the applicable track(s) for themselves and their employees. MANAGING TIMECARDS AND SCHEDULES Audience: Supervisor Role (System Access Level in Time and Attendance) Prerequisite: Time and Attendance Foundations Tutorial (all applicable tracks recommended) Register: BrowardEmployee.org > Employees > Employee Learning > Learning Center > Class Search > Kronos Classes Description: This half day instructor-led course is designed to provide those assigned with the Supervisor Role in the Time and Attendance System with the knowledge to manage employee timecards, leave requests, and scheduling. Pilot Training Dates: July Date Time Location Area Supervised July 19 8:00 AM Governmental Center Fleet & General (Pilot Group) July 20 8:00 AM Governmental Center Maintenance (Pilot Group) July 21 12:30 PM Governmental Center Bus Operator (Pilot Group) July 25 12:30 PM Governmental Center Maintenance (Pilot Group) July 26 12:30 PM Governmental Center Fleet and General (Pilot Group) July 27 8:00 AM Governmental Center Bus Operator (Pilot Group) Go Live Training Dates: August MANAGING TIMECARDS, SCHEDULES AND PAYROLL PROCESS Audience: Payroll Liaison Role (System Access Level in Time and Attendance) Prerequisite: Time and Attendance Foundations Tutorial (all tracks recommended) Register: BrowardEmployee.org > Employees > Employee Learning > Learning Center > Class Search > Kronos Classes Description: This instructor-led course is designed to provide Payroll Liaisons with the knowledge to perform their function using the new Time and Attendance System as well as support supervisors and employees. The course is broken down into two (2) half day sessions: Part A and Part B. Register for the Part A class associated with the audience you support: Bus Operator, Maintenance, Fleet or General Part A Date Time Location Audience July 19 8:00 AM Governmental Center Fleet & General (Pilot Group) July 20 8:00 AM Governmental Center Maintenance (Pilot Group) July 21 12:30 PM Governmental Center Bus Operator (Pilot Group) Part B Date Time Location Audience July 22 8:30 AM Governmental Center Payroll Liaisons Revised: 7/18/2016

8

9 Time Clock Enrollment Quick Reference Card Quick Reference Card How to Enroll Employees Using the Time Clock / Touch ID Time Clock Enrollment Procedures Accurate and timely enrollment is key to employees being paid correctly and on time. The Time Clock Enrollment function will be performed by designated liaisons based on agency business needs. 1. From the Time Clock terminal, select Touch ID Enrollment. 6. Have employee follow on screen instructions to enroll Right Finger. 2. As the authorized designee, enter your Badge ID (this is the last 6 digits of your Employee ID Number) and press Enter. 7. Verify employee receives Good Enrollment message or instructions will indicate to accept best enrollment. 3. Enter your Password (This is a generic 5 digit number) and press Enter. 8. Have employee follow steps 6 and 7 using Left Finger to complete the enrollment. 9. Once the Enrollment Process is complete, you can enroll another employee or Log Off the system. 4. Select Enroll Employee. 10. If enrolling another employee, select Yes, and repeat steps 5 through Instruct employee to enter his/her Badge ID (this is the last 6 digits of employees ID Number) and press Enter. Best Practice: Use the right index finger for the Primary choice, and the left index finger for the Secondary choice.

10 Time Clock Enrollment Validation The best approach to validating a successful enrollment is through the Touch ID Genie. 1. Access the Time and Attendance System via BC-Net > easypay > Time and Attendance System 6. Time Period will default to Current Pay Period Select All Home in the Show field. 2. Enter your Active Directory Username and Password and click the blue icon to the right of the password field. 7. Report is displayed on screen. 3. Select All Home in the Show field. Review the following columns. Will display in Touch ID Enrollment column Enrollment Verified Primary Finger Enrollment Location will be displayed 4. This screen displays all employees in the Supervisor Group. 8. Click Log Off to exit. 5. Click the Timekeeping Genie then select Touch ID Status. 9. Click the Close (red X) button of your browser window to completely exit the Kronos system. Need Help? Contact ETS Service Desk Self Service Xpress selfhelp@broward.org Revised: 5/6/2014

11 Where Do I Go for Help? Employee Ask your Supervisor Supervisors consult with your Agency Payroll Liaison(s) Supervisors consult with your Agency IT Help Desk Still Need Help? Contact ETS Service Desk Self Service Xpress selfhelp@broward.org Revised: 3/14/2014