State of Connecticut CoreCT Project Monthly Agency Readiness Meeting

1
State of ConnecticutCore-CT ProjectMonthly
Agency Readiness Meeting May 22, 2002
2
Agency Readiness - May 2002
Agenda
Welcome
Project Updates
Cathy Bysiewicz-Cluen
Training Updates
Bob King
Communications
Agency Status
Upcoming Tasks
Wrap-Up
3
Welcome
Agency Readiness Progress
We appreciate your support of the Agency
Readiness process. Readiness activities that
have occurred since our Kick-Off meeting in March
include

• Building the relationship with your ARC
• Conducting audience analysis interviews
• Held Financial and HRMS Communication workshops
• Sharing Core-CT information with users in your
  agencies

4
Welcome
Monthly Meeting Structure
The monthly Agency Readiness meetings provide a
forum for agency sponsors and their ARCs to
discuss agency readiness tasks, existing and
potential issues, and success stories. The small
group format will help facilitate

• Issue resolution discussions and working
  sessions, drawing upon the experiences of other
  agency sponsors
• An understanding of tasks that may require
  additional support or guidance from the Core-CT
  project team
• The identification of agency-specific needs
• The sharing of readiness experiences across
  agencies
• Communication between you and the project

5
Welcome
Monthly Meeting Agenda
A standing agenda will exist for our monthly
meetings. Agenda items will include

• Project Updates timely, relevant information
  from Core-CT project teams sample topics may
  include
• PeopleSoft HRMS and Financials security design
  and the information needed from the agencies
• Core-CT training approach and recommended
  curriculum
• Conversion approach and input required from
  agencies
• Agency Status discussion of activity status and
  issues
• Upcoming Tasks review of activities for next
  month or two

6
Welcome
Replacement Guidelines
There will be a great deal of information
provided at the monthly Sponsor meetings. If you
must miss a meeting, please send a replacement
who is

• Able to provide an agency update in your place
• Familiar with Core-CT project, tasks, current
  status and issues
• The same person each time for consistency

7
Welcome
Scheduled Sponsor Meetings
Sponsor meetings will be held in Room 1002A, 101
East River Drive. We will not hold a meeting
next month.

• 2002
• July 31
• August 28
• September 25
• October 30
• November 26
• December 18

2003 January 29 February 26 March 26 April 30 May
28 June 25 July 30 August 27 September 24
8
Agency Readiness - May 2002
Agenda
Welcome
Project Updates
Cathy Bysiewicz-Cluen
Training Updates
Bob King
Communications
Agency Status
Upcoming Tasks
Wrap-Up
9
Training Updates
Business Process Workshops (BPWs)
Agencies will participate in Business Process
Workshops this summer and fall. The goal of the
sessions is to enable agencies to begin the
process of identifying the people and process
changes required to support Core-CT.

• Session dates have changed since our kick-off
  meeting
• HR July/August
• Financials September/October
• Invitations will be sent two months prior to
  sessions
• Participants will be asked to review documents
  prior to the sessions
• Organization impacts
• Requirements finalization summary

10
Training Updates
Pre-Requisite Training
During the training design process and with
agency input, the Core-CT team has identified
gaps in critical business skills across HR and
Financials users. The team will recommend
prerequisite training needed to support Core-CT
processes.

• Human Resources
• Collection of specific skill requirements will
  occur during the BPWs in July/August
• Core-CT will work with DAS to develop a
  curriculum that will be made available to
  agencies prior to the beginning of Core-CT
  PeopleSoft training sessions
• Financials
• Training team will work with the Financial
  Advisory Group in June to confirm skill gaps
• Plan to utilize existing DAS curriculum

11
Agency Readiness - May 2002
Agenda
Welcome
Project Updates
Cathy Bysiewicz-Cluen
Training Updates
Bob King
Communications
Agency Status
Upcoming Tasks
Wrap-Up
12
Communications Update
Communication Toolkit
The Communications team will provide tools for
you to use when sharing Core-CT information with
your agency. A communications toolkit will be
rolled-out in two phases.

• Phase 1 (end of June, 2002) will include
• Core-CT overview presentation
• Project timeline
• Frequently Asked Questions
• Glossary
• Phase 2 (October/November 2002) will include
• Talking points
• Additional presentations to share with your
  agency users
• Recommended communication plan
• Communications best practices

13
Agency Readiness - May 2002
Agenda
Welcome
Project Updates
Cathy Bysiewicz-Cluen
Training Updates
Bob King
Communications
Agency Status
Upcoming Tasks
Wrap-Up
14
Agency Status
Individual Agency Status
Please provide a brief status on your agencys
readiness based on the tasks that were assigned
in March. Tell us

• What is the status of the activities you were
  assigned? Were all tasks completed on time?
• What open issues do you have? What actions have
  you taken to resolve them?
• What questions do your or your agency users have?

15
Agency Status
Updating Readiness Progress Reports
Please remember to return readiness progress
reports to your ARC via e-mail the Friday before
each of our monthly meetings.
Record agency information
50 complete with activity two departments
within agency do not anticipate being able to
meet deadline for input
Record comments or issues related to completion
of activity
Indicate progress toward metrics
16
Agency Readiness - May 2002
Agenda
Welcome
Project Updates
Cathy Bysiewicz-Cluen
Training Updates
Bob King
Communications
Agency Status
Upcoming Tasks
Wrap-Up
17
Upcoming Tasks
Tasks due Next Month
The following tasks are due next month and should
be reported on the readiness progress report that
you return to your ARC on June 21st.
Instructions and supporting materials will be
e-mailed to you in the next few days.
18
Upcoming Tasks
Future Tasks
The following tasks are due in the month of July.
Look for information regarding these tasks in
the coming weeks.
19
Agency Readiness - May 2002
Agenda
Welcome
Project Updates
Cathy Bysiewicz-Cluen
Training Updates
Bob King
Communications
Agency Status
Upcoming Tasks
Wrap-Up
20
Wrap-Up
Summary
Today we have covered

• Monthly Meeting Structure
• Training Updates BPW Changes and Prerequisites
• Communications Toolkit
• Agency Status
• Upcoming Tasks

Are there any additional questions or discussion
items?
21
Wrap-Up
Next Steps
Thank you for your participation today. We look
forward to continuing our work together to make
Core-CT a success!

• Please complete a quick Agency Readiness survey
  and return it to us before you leave
• Todays presentation will be posted on the
  Core-CT website (http//www.core-ct.state.ct.us/)
• Next meeting - Wednesday, July 31st
• Same time and meeting room
• E-mail updated progress report to
  your ARC on Friday, July 26th
• Check your e-mail for your updated
  progress report and task materials