State of Connecticut Core-CT Project HRMS Training Registration

State of Connecticut Core-CT Project HRMS Training Registration July, 2003

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 2

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 3

Core-CT Overview Core-CT Benefits Core-CT offers the State many advantages in the fields of HRMS management and administration. • • • Streamline government operations Facilitate better decision-making Standardize, modernize technology Eliminate redundant systems Avoid replacing core systems piecemeal

Core-CT Overview Project Status ly Ju Planning Phase 01 20 r be m ce 1 De 200 Analysis & Design Phase • Gather User Requirements • Select Software We are here • Define Application Strategy • Change Management Planning • Conference Room Pilot • Conceptual Design • Conversion Planning Build, Test & Deploy Phase • General & Detailed Design • Agency Readiness • Develop Training • Construct & Unit Test • Integration Test • Implement Training • Prepare for System Migration • Execute System Rollout Operating Phase • Production Support Develop Master and Configuration Data Design, Build & Test Tech. Arch. / Manage Systems Development Infrastructure Journey Management/Program & Project Management / Communications / Sponsorship

Core-CT Overview Project Timeline and Scope The two-part Phase 1 implementation includes the following functionality: Financials HRMS • • • General Ledger Accounts Payable Accounts Receivable e. Procurement Purchasing Human Resources Benefits Time and Labor Payroll

Core-CT Overview Project Timeline and Scope Additional functionality is scheduled to be released in Phase 2. Anticipated modules include: Financials HRMS • • • • Projects Grants Billing Contracts Asset Management Inventory Labor Relations Competencies Plan Successions Manage Careers Training e. Ben e. Pay e. Self. Serve e. Profile

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 8

Training Approach Training Framework The Core-CT training approach provides users the opportunity to gradually build their skills. — Training Approach Framework — E Ability to Support Change Sustain Web Learning Assistant & Super Users D Sandbox & training lab Implement C Classroom-Based Systems Training Understand B Overview Training Discuss A General communications, Prerequisites Time

Training Approach Prerequisite Training People. Soft Navigation is a prerequisite for all HRMS training. Agencies are also responsible for Excel and Internet proficiency. On-Line People. Soft Navigation Tutorial • Agencies will be given options to access the introductory course; each Sponsor should work with his or her agency technical contact to determine the best approach • Sponsors will distribute the communication to agency users in July 2003 10

Training Approach Classroom Training There are two types of classroom training offered for Core-CT: overview training and systems training. — Classroom Training Objectives — Overview Training Systems Training • • • Describe new and modified processes Prerequisite to all systems training courses Class size may range from 40 -50 Does not involve interaction with Core-CT system Sessions start July 16 • • • Use Core-CT as a tool in supporting the processes Class size will be limited to 8 -14 Students will use a training database and structured exercises to gain hands-on experience with the system Sessions start August 11 11

Training Approach Sandbox and Training Lab A sandbox environment will enable users to gain additional hands-on practice after classroom training is complete. Structured exercises will be provided to practice concepts covered in class. 12

Training Approach Super Users Agency sponsors have been asked to identify Super Users for HRMS. • Super Users will be agency users with significant functional and process knowledge • Super Users will serve as an in-house reference for Core-CT users in the agency • • Super Users will be registered prior to any other users • Intended to supplement, not replace, the Help Desk Super Users should attend all courses related to their module, where possible 13

Training Approach Web Learning Assistant (WLA) We will also use a web-based help system during the class. This tool will be available to support users after go-live. • Web-based tool that provides help for specific processes (e. g. Hire Workforce) • • Contains: procedures, process overviews, glossary Will be primary reference tool once Core-CT goes live 14

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 15

Your Role Responsibilities As the HRMS Training Registration Contact, you will be responsible for your agency’s Core-CT training registration. • • Register agency end users for the appropriate classes • Assist end users with any logistics related to the classes (e. g. directions, ADA needs, etc. ) • Monitor actual class attendance to ensure all users have completed all required training; reschedule missed sessions Confirm with the end users that they will attend the class

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 17

Determining User Training Needs Defining User Curricula The Core-CT Training Team will provide you with a mapping of roles to courses. Use your role spreadsheet to identify the users to be registered. • You are responsible for defining the process of assigning users to specific course sessions. • • • Ensure that students will meet all prerequisite requirements. Registration for overview classes should be your first priority. Primary users should be registered for course sessions that occur prior to November 1. Secondary users can be trained after go-live.

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 19

Training Registration Tool Registration Process We will use the Training Administration module within People. Soft to perform the registration process. Support materials, for you and trainees, will be available on the Core-CT website. • Following are some of the materials that will be available on the web: course schedule, job aids for using tool, role to course mapping, logistics for each location. • Users entered on role spreadsheets will be loaded into the registration tool. You will need to manually enter individuals that were not on the role spreadsheet.

Training Registration Tool Changes to Registration Process We have made some changes to the processes based on our experience in Financials Training. • • • Super Users have priority registration beginning July 28 • • Use only ‘Course Waitlist’ do not use ‘Session Waitlist’ Primary Users begin registration August 4 We will send session reminders to students 48 hrs prior to class – requires email is included in user list Modification of queries

Training Registration Tool Walkthroughs We will now use the Registration Tool to walk through each step in the registration process. • • Add new user to database Enroll user in required curriculum Place user on waitlist for a course session Cancel enrollment in class Change enrollment in class View attendance information Run available reports

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 23

Preparing Users for Training User Preparation We are looking to you to assist in the preparation of users for training. You can help by doing the following: • • Provide course schedule to each student • Ensure users have completed necessary prerequisite training Refer students to Core-CT website for directions to facilities and course materials

Agenda Welcome Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Tool Preparing Users for Training Wrap-Up 25

Wrap-Up Summary Today we have covered: • • Core-CT Overview Training Approach Your Role Determining User Training Needs Training Registration Process Training Registration Tool Preparing Users for Training

Wrap-Up Next Steps Thank you for your participation! • • Questions? Next steps • • • Access the support materials on the web Look for this presentation on the Core-CT website (http: //www. core-ct. state. ct. us/) Contact Paul Eskew (860 -622 -2136) or Kathleen Sullivan (860 -713 -5290) with any questions related to training registration