PACERS Change Agent MeetingCommunications Plan Launch

Onboard with easyPay

March 21, 2013

Change Management Team

Project Status Update

PACERS Introduction, Challenges, Goals

Tool-Kits, Roles, and Responsibilities

Demonstration by Kronos

Ask Me About easyPay - Discussion on FAQs

Next Communication

Next PCA Meeting

Agenda

March 21, 2013 2

easyPay PACE SettersChange Management Team

Melissa Grimm, Director of Change Management, ETS

Margaret Stapleton, Director Office of Public Communications

Phyllis A. King, CCM ITCMPKING Consulting, Inc. | PACERS CM&T Lead Change Consultant

Catrina Stewart-Cosme, Training Manager

Alison Redmond, easyPay Project Manager, ETS

William Cowell, Project Manager, Kronos

March 21, 2013 3

Project Status Update

March 21, 2013 4

Project Status Update - Program

• New Pay Card replaces paper paycheck ( May 2013)

• Paper “blue slips” replaced with online statements via new secure website (July 2013)

• New Timekeeping System (early 2014)

March 21, 2013 5

• Project sponsors approved Workforce Timekeeper, Leave and Attendance Design documents in March. Vendor will be able to start configuring the system in April.

• Project Plan is in the process of being developed and timekeeping system go live dates will be determined upon completion of the plan in March.

• Project team to start collecting and updating important employee master record data including supervisor name, role, schedule, etc. in March.

Project Status UpdateTimekeeping System

March 21, 2013 6

• Project team to start planning for clock unit location/distribution in March.

• Broward project team to document test plan in April.

• Unit testing to start in May.

Project Status UpdateTimekeeping System

March 21, 2013 7

• ETS Cyborg team and Payroll Central conducted dry run with vendor last December.

• Test was successful and team is ready to move the file to production.

• Working out the final decisions on the layout to identify all the fields for the online pay statement.

Project Status UpdateVisa Card and Online Pay Statements

March 21, 2013 8

Introduction - What are PACERS?HR/Payroll Liaisons, Strategic Communications Partners, and Internal Examiners who are visibly present and available to answer employee questions or direct questions to the CM Team. Aware of the coming change and ready to share information about the project with the organization, distributing news clips, posters, breaking news, key messages, FAQs, and explaining how the change will affect their agency employees. Willing to communicate information about the new system as an extension of the CM Team. Encouraging acceptance and adoption of the system through positive messages and conversations with employees and staff. PACERS reinforce the organizational transition to the new system through continuous feedback and supporting training and other activities of the CM Team through facilitation and coordination of events within their agencies, throughout the implementation process and beyond.

March 21, 2013 9

Introduction – easyPay Challenges• Broward County has nearly 6,000 employees

• easyPay will affect the entire organization and how we get paid.

• Challenges include:

Awareness that easyPay is coming

Knowledge of the positive affect easyPay will have on us both individually and as an organization

and Ability to adapt to the change that easyPay will bring

• Our primary goal is to ensure everyone receives the same information related to these challenges at all levels across the County.

March 21, 2013 10

CM Team Goals

March 21, 2013 11

• Ensure everyone receives the same information at the same time and it is clearly understood

• Ensure everyone has the same opportunity for feedback and responses

• Ensure everyone receives the necessary training and support

• Ensure all levels of our organization adapt to the new way of managing our hours worked, payroll and Leave

• Provides feedback to Executive Leadership on the County’s transition to the new system

• Provides support to agencies throughout implementation and beyond

All PCA Roles & Responsibilities

March 21, 2013 12

All PACERS will perform the following tasks:

• Attend a monthly PACERS meeting

• Wear an “Ask me about easyPay button”

• Share any misperceptions and misinformation by emailing easyPay@broward.org

• Promote positive conversations about easyPay with agency leadership and staff. Share your knowledge, and tell people what you know about the new system

• Support awareness, training and education on easyPay, and the adoption of change throughout the organization

HR/Payroll Liaison Additional Responsibilities

First point of contact for your agency’s managers, middle-managers, supervisors and employees:

• Maintain the Tool-kit of information provided to you by the CM Team

• Keep the CM team up-to-date with any HR/Payroll Liaison staffing or role changes within your agency

• Distribute flyers, posters, brochures and messages about easyPay

• Support the organization’s staff in learning about and understanding new payroll processes and procedures as they are introduced

• Ensure messages are verbally communicated throughout the organization

• Provide feedback to both employees and the CM team

March 21, 2013 13

Strategic Communications Partners Additional Responsibilities

You are the first line of communication to Executive Leadership, employees and staff:

• Ensure that the HR/Payroll Liaison for your agency receives the latest information about easyPay

• Receive and ensure distribution of posters, brochures, flyers, News Clips and other messages about easyPay

• Share FAQs you receive with your agency HR/Payroll Liaison

• Ensure that appropriate easyPay messages are included on a timely basis in your agency’s internal communication vehicles

• Recommend and provide content for updates to the easyPay website and other internal web pages based on feedback

• Work with CM team to coordinate agency visits

March 21, 2013 14

Sterling Internal ExaminersAdditional Responsibilities

You play an important role in the successful implementation of easyPay due to your experience in process improvement, verbal and written communications and quality assurance

• Provide feedback on how the organization is responding to the implementation of easyPay

• Identify organizational implementation challenges and offer suggested strategies to resolve them

• Share agency successes and recognition opportunities

• Assist the CM Team in developing communications to address challenges identified within your agency

• Work with the CM Team to coordinate agency visits with executive leadership, managers, supervisors and employees

March 21, 2013 15

“Publish as provided” to maintain consistency in messaging; preventing mixed messages and misinterpretation of the provided message.

or

“Re-purpose as desired” giving SPCs the opportunity to repurpose the particular message(s) to

suit specific agency audiences.

March 21, 2013 16

Message Directives

Kronos Demonstration

March 21, 2013 17

Frequently Asked Questions

March 21, 2013 18

Next Communication

March 21, 2013 19

Next Meeting

March 21, 2013 20

May 22, 20139:00amGC 422

PACERS Change Agent MeetingThank You!