August 2003 CoreCT Agency Readiness Sponsor Meeting

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State of ConnecticutCore-CT Project Monthly
Agency Readiness Meeting August 2003
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Agenda Team Updates
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Agenda Team Updates
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Training Update
HRMS Training Registration
HRMS training registration is underway and should
be completed for primary users in the next few
weeks.
Status
Key Messages

• Classes will be made available as needed to meet
  demand
• Registration contacts should waitlist users for a
  course if sessions are full
• Training for Non-Primary users will continue
  throughout November
• Kathleen Sullivan (DAS) is the contact for all
  registration questions [phone]
• kathleen.m.sullivan_at_po.state.ct.us

• Registration for overview classes should be
  complete for all users
• Registration for system classes is in process
• Built training schedule to accommodate all users
• Super users should receive priority
• Ensure that all primary users have been scheduled
• Schedule updates being sent to Training
  Registration Contacts via e-mail as they occur

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Training Update
Training Update
HRMS Training Delivery
HRMS training delivery has begun.
Status
Key Messages

• Overview sessions complete
• 1213 attended 29 Overview training classes
• 2 make-up sessions will be offered
• System classes began on 8/12
• 287 attended 30 System training classes
• Sandbox environment will be available 9/15/03
• Staffed training lab will be available after HRMS
  Go-live

• Please ensure all trainees attend classes
• Record cancellations in the Training Registration
  Tool as soon as known so we can accommodate other
  students
• Students must be registered for classes they
  attend Please do not drop in" on sessions
• Communicate roles to users prior to training so
  they understand how training fits with role
  expectations

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Training Update
HRMS Training Support
Once users have attended their first systems
training course, Core-CT offers two primary
support methods.
Support Team
Introducing the Training Lab

• Hours of Operation
• Monday to Friday (800am to 430pm)
• Phone Number
• [phone]
• Press 1 for Core-CT Help Desk
• Alternate Contact Method
• Email core.support_at_po.state.ct.us
• Purpose
• Designed to support users (who have attended
  systems training) as they encounter questions
  when using the Core-CT Sandbox

• Plans for help labs are under review
• Labs will be scheduled centrally and on site at
  agencies
• Staffing
• Comprised of HRMS Trainers not actively
  delivering training throughout the state
• Staffing may be based on Module or class
  expertise
• Capacity
• Determined by availability through the Training
  Registration Tool

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Training Update
EPM Training
EPM Training will begin in September for
Financials and October for HRMS.
EPM Financials Training
EPM HRMS Training

• Registration begins at the end of September
• Sessions begin in late October
• Sessions conducted through mid- November
• Course Structure
• System class format
• Class size of 10 -15 users
• Hands-on practice in class

• Training schedule sent August 25
• Sessions run September 15 through late November
• Course Structure
• System class format
• Class size of 10 -15 users
• Hands-on practice in class

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Agenda Team Updates
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Conversion Update
As Core-CT HRMS Go-live approaches, the timeline
below highlights upcoming conversion activities
and critical events.
Conversion Timeline

• Mock 7 September 5 10
• Back Up File Submission October 3 October 8
• Go-live Week
• October 17, 1200 pm All conversion data (except
  Leave and Comp time data) is due
• October 22, 1200 pm All Leave and Comp time
  data is due from source agencies

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Conversion Update
During the Go-live conversion week, data timing
and details will determine the accuracy of your
conversion data.
Conversion Week Considerations

• All conversion data (except Leave and Comp time
  data) is due by 1200 pm on October 17th
• Transmission issues will be addressed on Friday
  and Saturday
• The conversion data received on October 17th will
  be the starting point of your HRMS data in
  Core-CT
• Core-CT will not re-convert data in the future
• Please take approval cycles into account for the
  October 16th biweekly pay period end date
• Unapproved transactions will not be loaded into
  Core-CT

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Conversion Update
In preparation for HRMS Go-live, a number of
conversion tasks are nearing completion.
Additionally, one new task is scheduled for
distribution next week.
Task Status

• Task 050 APS Data Cleanup
• Task 052 APS Employee Location Assignment
• Task 064 HRMS Chartfield Combinations and
  Position Funding
• Task 070 (New Task) Review HRMS Chartfield
  Combinations and Position Funding

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Agenda Team Updates
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HRMS Production Readiness Update
As Core-CT HRMS Go-live approaches, the following
timeline highlights upcoming readiness activities
and critical events.
HRMS Production Readiness Timeline

• 09/24 Configuration and Development Freeze
• 10/27 Core-CT HRMS system Go-live
• 11/14 First Biweekly and Semi-monthly check
  date in Core-CT
• 12/05 First Special Monthly check date in
  Core-CT

Note The procedure for producing the last
production check run generated from MSA will be
delivered to agencies on 9/5/03. Directions will
be included in a Central Payroll memorandum that
will be distributed with payroll checks dated
9/5/03.
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Agenda Team Updates
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Communications Update
The communications approach for Core-CT is
shifting from user awareness to strategic user
support.
Communications Vehicles

• Daily Mail
• Troubleshoots commonly asked questions
• Presents helpful hints for improved transaction
  efficiency
• Archived on the Core-CT website
• Financials Bulletin
• Highlights procedures/concepts too detailed for
  inclusion in the Daily Mail
• Created and released as need dictates
• Archived on the Core-CT website
• Core-CT Website Updates
• Redesign in process
• Reorganized to improve efficiency of website use
• Constructed to mirror a shift in website purpose
  to User Support
• Completion expected by early September

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Communications Update
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Agenda Team Updates
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Financials Update
The project team is supporting Core-CT Financials
Users through a number of channels.

• Core-CT Help Desk
• Approximately 80-100 calls per day
• Many questions/issues are being resolved with the
  caller on the phone other items are escalated to
  appropriate team members
• Highest call volume related to Security and
  Workflow questions

• Financials Functional Team
• Addressing SIRs (System Investigation Request) ?
  WorkFlow and PO Dispatch
• Applying approximately 200 system patches to
  address items like Budget Check errors, etc.
• Reinforcing and updating training messages via
  Core-CT Daily Mail items
• Currently organizing User Group Meetings

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Financials Update
Open Floor Invitation to discuss any questions,
comments or concerns related to Core-CT
Financials.

• Concerns?
• Thoughts?
• Surprises?
• Comments?
• Questions?

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Agenda Team Updates
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Task Criticality
Task Criticality helps to assist in your
prioritization of Core-CT activities.

• Tasks have been designated either critical or
  non-critical
• Beginning this month, failure to complete any
  critical HRMS task automatically puts an agency
  in the RED zone of readiness
• Readiness levels are determined by these overall
  completion percentages

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Agency Status Current Tasks
Several important tasks still have not been
marked complete by all of the agencies who were
required to complete them.
Critical HRMS
Other
Please Note Task completion percentage is based
on the Agency Readiness Tracking Tool as of
8/26/2003.
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Agenda Team Updates
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Agenda Team Updates
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Upcoming Tasks
Completion of the following tasks should be
reported in the Agency Readiness Tracking Tool by
their respective due dates.
The list of tasks your agency is requested to
complete can be found in the Agency Readiness
Tracking Tool.
Tasks 070 and 071 are off-cycle tasks that will
be distributed in the middle of September.
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Task 068 HRMS Validate Security Setup
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Task 069 HRMS Sandbox Security Verification
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Task 070 Review HRMS Chartfield Combinations
and Position Funding
Tasks 070 is an off-cycle tasks that will be
distributed in the middle of September.
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Task 071 Interfacing Agencies Performance Test
Tasks 071 is an off-cycle tasks that will be
distributed in the middle of September.
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Agenda Team Updates
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Sponsor Meeting Schedule
The upcoming Sponsor Meeting schedule has been
set in consideration of the timing of HRMS
Go-live and the winter holidays.

• September Sponsor Meetings
• LSA 9/23
• Full Scope 9/24
• October Sponsor Meetings
• LSA 10/21
• Full Scope 10/22
• Combined November/December Sponsor Meetings
• LSA 12/2
• Full Scope 12/3

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Agenda Team Updates
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Summary and Countdown
Today we have covered
Moving toward deployment

• Training Update
• Conversion Update
• HRMS Production Readiness Update
• Communications Update
• Task Criticality
• Agency Status and Follow Up
• Upcoming Tasks
• Sponsor Meeting Schedule
• Summary, Countdown and Next Steps

Core-CT Training April 2003
In Process!
Financials, Phase 1 July 2003
In Process!
EPM Financials September 2003
32 days to go!
HRMS, Phase 1 October 2003
60 days to go!
EPM HRMS October 2003
60 days to go!
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Next Steps
Thank you for your participation today. We look
forward to continuing our work together to make
Core-CT a success!

• Early next week you will receive an e-mail
  announcing the availability of the task
  instructions and supporting materials on the
  Core-CT website
• Look for this presentation on the Core-CT website
  (http//www.core-ct.state.ct.us/)
• Next meeting September 24, Room 1002A - 101 E.
  River Drive