Implementation Management Guide

Transcription

1 Implementatin Management Guide Table f Cntents 1 Overview Implementatin Scpe Implementatin Wrkflw Intrductins and scheduling f Kick-ff Meeting Kick-Off Meeting Objectives & Agenda Kick-ff Meeting Recap EDI Files Weekly Status Reprting Request fr Deductin Audit Internal Testing ClientTraining 8 12 Client Testing Client Sign Off Internal Transitin (with Accunt Manager) Client Transitin Page 1 f 12

2 1 Overview This dcument describes the prcess by which an Implementatin Manager shuld drive a client implementatin f InfinityHR. The standard implementatin f InfinityHR shuld nt exceed eight t twelve weeks and as such, must be managed t that schedule. Ultimately, the Implementatin Manager is respnsible fr ensuring a timely and satisfactry implementatin. In sme cases an implementatin will exceed eight t twelve weeks. Hwever, it is the Implementatin Manager s respnsibility t cmmunicate with all parties invlved as t what lead t the extended implementatin and t apprpriately set expectatins alng the way. If an implementatin extends beynd the eight t twelve week perid, it shuld nt be a surprise t anyne invlved. 2 Implementatin Scpe The guideline belw shws the scpe f activities prvided. The Implementatin Manager shall cmplete and manage the activities identified up t the amunt f hurs specified per activity. In general the activities and time frames defined belw represent a sufficient amunt f supprt and hurs t successfully implement the Prduct. Shuld the Accunt request additinal activities t be perfrmed by the Implementatin Manager during the implementatin r fr InfinityHR Resurces t spend mre than the allcated amunt f time defined n any activity identified belw, InfinityHR shall reserve the right t charge an additinal fee. The Accunt may request additinal hurs by submitting a written t the assigned Implementatin Manager. Charges fr additinal services will be included n the next invice per the nrmal Billing cycle. Implementatin Activity Hurs Allcated Kickff Meeting 2 Data Imprts (emplyee, dependent, cmpensatin, etc.) 6 Benefit Structure Cnfiguratin and Eligibility Rules 8 Cnfiguratin f HR Cmpnents (Time Off, Time & Attendance, etc.) 10 Cnfiguratin f New Hire and Open Enrllment Events 2 System Testing 16 Administratin Training 8 Pst Training Cnfiguratin / Changes 8 Third Party Exprt Cnfiguratins 24 General Accunt Management Activities / Meetings 12 Ttal Hurs 96 Page 2 f 12

3 3 Implementatin Wrkflw An InfinityHR Sales Manager will initiate an implementatin wrkflw fr a client nce a cntract has been signed by the grup. The initiatin f this wrkflw is the starting pint fr an accunt implementatin. The Implementatin Manager fr the new client will receive an displaying the first step in the implementatin wrkflw when the wrkflw is initiated. The Implementatin Wrkflw (cnfigured thrugh the InfinityHR Enterprise Prtal) shall drive the Implementatin Manager thrugh all f the tasks that shuld be cmpleted as part f a standard implementatin. This wrkflw may be mdified frm time t time t reflect the mst recent features f InfinityHR as well as changes t the implementatin prcess. In sme cases, a Brker may wish t be invlved in the implementatin f an accunt. The Sales Accunt Manager shall be respnsible fr ntating this in the Accunt Ntes prir t initiating the Implementatin Wrkflw. The Sales Accunt Manager will prvide the names and addresses f each Brker Cntact in the Ntes, as well as any ther relevant infrmatin. If a brker des wish t be invlved in the implementatin, then the cntacts specified in the ntes shuld be included n all meetings and status s pertaining t the implementatin. The Implementatin Manager is respnsible fr keeping the Implementatin Wrkflw up t date thrughut the entire prcess. Wrkflws shuld be reviewed n a daily basis t ensure accuracy. The accurate management f wrkflws is extremely imprtant fr bth billing and prcess analysis within ISS. Page 3 f 12

4 4 Intrductins and scheduling f Kick-ff Meeting The first step in the implementatin prcess is fr the Implementatin Manager t send an (template belw) intrducing himself/herself t the grup, deliver the implementatin dcuments, and t schedule a Kick-ff call with the client. It is expected that this step be cmpleted within 24 hurs f the kick-ff f the Implementatin wrkflw. TEMPLATE Hell <Cntact Name(s)> Fr Brkers Welcme t InfinityHR! My name is <ISM Name> and I will be assisting yu with the implementatin f <Client Name> int InfinityHR Page 4 f 12

5 Fr Direct Accunts Welcme t InfinityHR! My name is <ISM Name> and I will be assisting yu with the implementatin f yur InfinityHR system I am attaching the InfinityHR Implementatin dcuments t assist in gathering the necessary infrmatin. Please use these t help yu gather the necessary infrmatin. I wuld als like t schedule a kick-ff cnference call t discuss the implementatin and the infrmatin needing t be cllected. Please let me knw yur availability and I will schedule a cnference call fr everyne that needs t attend. Thank yu and I lk frward t wrking with yu. <ISM Name> 5 Kick-Off Meeting Objectives & Agenda The fllwing are the bjectives f the Kick-ff Meeting: Begin t develp a psitive relatinship with the client. Prvide a sense f rder and simplicity t the implementatin prcess. Review the Rles & Respnsibilities assciated with the implementatin. Review the data template dcuments. Cmmunicate that a weekly status will be delivered each week listing ut Implementatin prgress as well as utstanding items needed frm client. The fllwing template shuld be used fr the Kick-ff Meeting. This agenda shuld be ed t all relevant parties at least 24 hurs prir t the meeting. The kick-ff meeting shuld be scheduled fr ne hur. Agenda Intrductins Review f Agenda Implementatin Pririties & Timeline Review f Rles and Respnsibilities Review Implementatin Dcuments Implementatin Questinnaire Benefit Structure & Additinal Questins (if applicable) Data Imprts Additinal Dcuments (if needed fr ther Mdules) Questins and Answers Review Actins frm Meeting Page 5 f 12

6 6 Kick Off Meeting Recap Shrtly after the cmpletin f the Kick-ff meeting, a meeting recap shuld be sent ut highlighting the items discussed. This shuld be sent ut n later than 2 hurs after the meeting. TEMPLATE Hi, Thanks fr taking the time t jin the call tday. Here is a recap f what we reviewed: - We will be implementing (list all applicable mdules) - We will be building carrier feeds fr (list all carriers if discussed n call) - We have a G Live Date f (list if discussed n call) - I have attached the PwerPint we reviewed n ur call tday. Here is a list f wh will be prviding what: - Questinnaire: - Benefit Structure: (if applicable) - Data Imprts: - Any ther dcuments (if applicable) 7 EDI Files An EDI Specialist will be assigned nce the client turns in the Implementatin Questinnaire and all carrier cntact infrmatin is laded int the system. EDI Specialists will be assigned based n their wrklad reach ut t yur cntact at Infinity fr an assignment. Once yu have an EDI Specialist assigned yu will need t send an t the client and cc the EDI Specialist making an intrductin. TEMPLATE Hi, I want t intrduce yu t, wh will be ur EDI resurce fr creating file interfaces t: Carrier 1 Carrier 2 Carrier 3 He/She will wrk directly with each carrier. He/She may reach ut t yu with questins and as the prcess prgresses with data discrepancies that require yur review and attentin. I will remain in the lp n this thrughut the prcess. Thank yu, Page 6 f 12

7 8 Weekly Status Reprting Each week a status shuld be sent t all relevant parties. Additinally, the fllwing individuals inside ISS shuld be cpied: EDI Specialist (cc) The weekly Status Reprt shuld fllw the fllwing frmat/utline: TEMPLATE Weekly Status Reprt Implementatin Start Date: <date f kick-ff meeting> Prjected Implementatin End Date: <prjected date f implementatin cmpletin> Estimated Cmpletin %: <cmpletin percent frm Implementatin Wrkflw> Status: <behind schedule n track ahead f schedule> Activities cmpleted fr the past week: <Bulleted list f activities cmpleted> Imprtant ntes: <Bulleted list f any imprtant ntes: i.e. data nt yet received that is behind schedule, carriers that are nt respnding, etc.> Activities slated fr the week ahead: <Expected activities fr week ahead> EDI File Feed Update: <List all files they are having built with their updates> The EDI Specialist will make their wrkflws public s yu can prvide an accurate update each week accrding t their ntes> 9 Request fr Deductin Audit The reasn we include this step in ur implementatin is because it is a valuable tl in cnfirming that we have imprted the crrect benefit electins and that the rates that are being calculated within InfinityHR are in synch with the deductins being taken within payrll. Often times, this exercise will als catch deductin mistakes that may exist within payrll. A 2 nd deductin audit may ccur if the first had a lengthy list f discrepancies. Yu can send ut the same with sme mdificatins letting the client knw yu are requesting an updated deductin file t run a final deductin. TEMPLATE FOR INITIAL DEDUCTION AUDIT REQUEST Hell <Cntact Name(s)> Page 7 f 12

8 We are at the pint in the implementatin f InfinityHR where we are ready t perfrm a deductin audit between yur payrll system and InfinityHR. The reasn we include this step in ur implementatin is because it is a valuable tl in cnfirming that we have imprted the crrect benefit electins and that the rates that are being calculated within InfinityHR are in synch with the deductins being taken within payrll. Often times, this exercise will als catch deductin mistakes that may exist within payrll als. Please review the attached deductin frmat. Please wrk with yur payrll administratr t exprt all active deductins frm yur payrll system in this frmat. In rder t keep ur implementatin n track, we ask that yu please return this infrmatin within 5 business days. Once I have received this infrmatin, I will be perfrming an audit f the deductins that exist within Payrll against thse that are being calculated within InfinityHR. I may require yur assistance in reslving any cnflicts that I find. If yu are unable r d nt wish t prvide this infrmatin, we will still cntinue with the implementatin. Hwever, it is imprtant t nte that this will increase the likelihd f data and rate errrs being fund after implementatin is cmplete. In the event that yu d nt wish t prvide this infrmatin, I wuld request that yu reply t this cnfirming that request. Thank yu fr yur cntinued cperatin. <ISM Name> 10 Internal Testing After all data imprts are laded and the benefit structure is cmplete yu can begin the internal testing prcess. The steps are as such: Step 1: Ask anther IM t review the structure/rates yu built. Step 2: Create Benefit Recrds fr all waives. Step 3: Recalculate benefit csts. Step 4: Cnduct the Audit and list discrepancies fr the client t review. Step 5: Enable New Hire and Open Enrllment events. Step 6: Add a Test Emplyee, prcess fr benefits and walk thrugh an event. Step 7: Clean up Alerts (if pssible) Step 8: Verify Sync Prcess Check List has been cmpleted (if applicable) 11 Client Training Client training is brken ut int several 1 hur segments. Belw is a general template t fllw. It may be subject t change based n the mdules in use. Make sure t include the nging Accunt Manager (if applicable) n all training calls and fllw up s. The rder f the trainings belw can be shuffled due t the client s pririties. ** These sessins are subject t change based n mdules in use and hw they are priritized** Sessin 1 Getting Started: 1 hur Administratin Prtal Overview Page 8 f 12

9 Review f the Resurce Center Emplyee Prtal Overview Hw t custmize the Emplyee Hme Page Sessin 2 Benefits Review: 1 hur Adding New Hire t the system Prcessing a New Hire fr benefits Walking thrugh an Enrllment Event Apprving an Event frm Admin Prtal Verify Rates/Premiums Sessin 3 Benefits Review: 1 hur Terminating an Emplyee/Benefits Hw t make benefit changes (mid-year change) Hw t add dependents Alerts Eligibility Rules Sessin 4 Benefits Final Review: 1 hur (*if using ther mdules this will g at the end) Test Plan Questins Final Review Next Steps Plan fr Transitin t AM Sessin 5 Applicant Tracking: 1 hur Hw t cnfigure the Recruiting Prtal Start Page Hw t Cnfigure the Applicant Prtal Hw t Link t the Recruiting Prtal (iframe Permalinks) Review Advanced Settings: Templates Review Advanced Settings: Referral Surces Review Advanced Settings: Decline Reasns Review Advanced Settings: Manager Permissins and Restrictins Review Advanced Settings: Settings and Wrkflws Review Advanced Settings: Emplyment Screenings Sessin 6 Wrkflws: 1 hur Wrkflws: System Wide Events Wrkflws: Wrkflw Resurces Wrkflws: Reminders Wrkflws: Dcuments and Echsign Wrkflws: Prefilled Frms and Surveys Wrkflws: Inf Mdules Manual Trigger (Single Resurces and All Emplyees) Sessin 7 Time Off: 1 hur Creating Time Off Types Page 9 f 12

10 Hlidays and Blackut Dates Wrkflws and Accrual Template Tabs General Settings Building Accrual Rules with Examples Calendar, Reprts and Dashbard Tabs Accrual Utility and Data Management Sessin 8 Time & Attendance: 1 hur Explain Pay Rates and Cnfigure an Example (if applicable) Explain Pay Grups and Cnfigure a Default Discuss Reasns Additinal Pay Grups May Be Required) Review Entry Assignments Tab Demnstrate Hw t Filter and Assign Values t Emplyees Discussin n Use f Prjects Demnstrate the Creatin f a Prject Explain IP Restrictins, Wrkflws and Time Clck Cnfig Tab Review in Details the General Settings Tab Cnfiguring Settings Relevant Tabs in Time Recrds Emplyee Assignments (if applicable) Custm Pay Rates (if applicable) Scheduling (if applicable) Explanatin f the Recalculatin Utility Sessin 9 Perfrmance Management: 1 hur PM: Reviews PM: Training PM: Psitins The Emplyee Menu: Reviews; Add a Review Frm The Emplyee Menu: Emplyee Hmepage The Emplyee Hmepage: My Reviews Tab The Emplyee Menu: Training; Add a Training Item The Emplyee Menu: Psitins; Add a Psitin 12 Client Testing Once the internal testing has been cmpleted, we will ask the client t perfrm their wn testing t ensure that the system has been set up accrding t their expectatins. The InfinityHR test plan is brken ut int segments and is required t be cmpleted after each training. The client must sign ff and return each Test Plan segment befre the next training can ccur. Page 10 f 12

11 13 Client Sign-ff It is the standard practice f InfinityHR t begin billing an accunt either 60 days fllwing the signing f the Prduct Agreement r after the initial Administratin Training (whichever cmes first). Hwever, it shall be the plicy f InfinityHR t nt deliver any prductin carrier and/r payrll files thrugh the applicatin until a frmal sign-ff is received frm the client indicating that the client has tested and apprved the implementatin. The template belw shall be used fr requesting the client sign-ff. The Implementatin Manager must receive a reply t this indicating client sign-ff. The received must be attached t the Ntes Sectin f the Accunt using Client Sign-Off as the attachment name. TEMPLATE Hell <Cntact Name(s)> I am happy t reprt t yu that we are nearing the end f the implementatin phase f InfinityHR. Please nte that we are at the end f the testing phase and are nw at the pint f receiving yur sign-ff that the system has been cnfigured accrding t yur specificatins. Please take a mment t reply t this indicating that yu have cmpleted yur testing f the system and that we are ready t clse the Implementatin Phase. Once, I have received yur sign-ff, I will be transitining yur Accunt t yur nging Accunt Manager. Hwever, I will still be available t assist yur new Accunt Manager shuld any questins arise related t this implementatin phase. In the rare case that we are unable t receive a respnse frm yu in a timely manner relating t the signff f the system, we will assume that the implementatin has been cmpleted and that yu have cmpleted yur testing. In this case, I will mve frward with the transitin t yur nging Accunt Manager. Thank yu fr yur wrk in cmpleting the implementatin. It has been a pleasure t wrk with yu. <ISM Name> 14 Internal Transitin (with Accunt Manager) Once the client trainings are cmplete yu shuld have an Internal Transitin with the nging Accunt Manager (if applicable). The Implementatin Manager shuld meet with the AM fr 30 minutes t review the client details. This needs t be dne at least 1 week prir t the client transitin. 15 Client Transitin A transitin call will need t be scheduled with the client and the nging Accunt Manager. Belw is the agenda fr that meeting. Intrductins Review Implementatin Summary Page 11 f 12

12 Mdules in Use Training Prvided Phase II (if applicable) Status f EDI Feeds Review Rles & Respnsibilities Q&A/Next Steps Once the meeting is cmplete the belw shuld be sent ut with the PwerPint presentatin. The new Accunt Manager and Sales Manager shuld be cpied n the . TEMPLATE Hell <Cntact Name(s) I am happy t reprt that we have reached the end f the implementatin phase fr InfinityHR. I will be clsing the implementatin and transitining yu t yur nging Primary Accunt Manager wh will be available t help yu with any issues that arise in the future and prvide any additinal training yu need. Yur Accunt Manager will be cntacting yu shrtly in rder t make intrductins. Thank yu fr this pprtunity t serve yu. Primary Accunt Manager <Accunt Manager Name> @infinity-ss.cm Secndary Accunt Manager <Secndary Accunt Manager Name> @infinity-ss.cm Sales Accunt Manager <Sales Manager Name> @infinity-ss.cm <ISM Name> Nw that we have reached the end f yur implementatin, we wuld like t get yur feedback n the prcess. I will be pening up a Survey fr yu that will appear n yur Administratin Prtal Hmepage. This is a shrt survey that will prvide us with yur level f satisfactin f the implementatin prcess and the service yu have received. This survey will be cnfidential, and nly visible t ur management team. Thank yu fr yur cntinued cperatin. <ISM Name> Page 12 f 12