PeopleSoft HRMS Training and Communication Plan Training Training will be targeted to the UA and regional campus central office users. Due to our e-docs and payroll vouchers, departmental users will not see any changes to their work environments. The focus of the training will be on navigating PeopleSoft version 9.0 as well as understanding any changes in functionality pertinent to central office personnel. For example, the tax pages are changing slightly so anyone who enters W4s into the payroll system will be trained on the proper way of doing so in the new version. The size of the audience to be trained is approximately 31 Payroll users and approximately 35-40 University Human Resource (UHRS) and Academic Human Resource (HR) users. The training plan follows: On an ongoing basis, each area previews the navigation changes with the regional campus HRMS users. Formal training will consist of three training sessions which will be offered during the week of Jan 14th-18th or 22nd –25th, 2008. Each session will cover changes to the PeopleSoft client in the following areas: Payroll, UHRS and Academic HR. One training session will be held in Bloomington and one will be held at IUPUI. UA payroll users and regional campus users will be able to attend either session. The third session will be held via a “Breeze” web conference and will be available to all central office users whether they have already attended training or not. o The web conference will be broken into 3 separate sessions, one for each HRMS area: Payroll, UHRS and Academic HR. o These sessions will be taped so that users will be able to review the taped sessions as a refresher or as a reference after the upgrade. Follow-up training will be provided by each area as needed. For example, Payroll will host at least two follow-up Q&A web conferences. One will be held 2-3 days after the upgrade and another will be held approximately 2 weeks after the upgrade, depending on the questions that come up. Communication Communication will be targeted to several audiences at different times depending on when the information is available. In addition to targeted communications, each HRMS area will have monthly communications with their regional campus users. These sessions will be primarily via web conference and will consist of presenting information as it becomes available and Q&A. The audiences for the targeted communications are: VPs Deans, Directors and Chairs UA and Regional Campus HRMS Users Departmental E-doc and Payroll Processors Departments with Systems Affected by the Upgrade IUIE Users All Employees Timeline and content of targeted communications follows: 09/07 VPs Notice of PeopleSoft upgrade Dates of PeopleSoft downtime Notice of communication going out to Deans, Directors & Chairs on 9/25 09/07 Deans, Directors and Chairs Notice of PeopleSoft upgrade Dates of PeopleSoft downtime Communication and training plan 10/07 UA and Regional Campus HRMS Users Information regarding upgrade start date System downtime Notification of systems impacted by downtime Training information, including dates 11/07 Departments with Systems Affected by Upgrade Systems impacted by downtime Impact of upgrade on their systems This notice will go to departmental technical personnel Notification will be by A. Neal 12/07 Departmental HRMS Users Information regarding upgrade start date System downtime Payroll calendar changes E-doc availability Self service availability Payroll view available to Payroll system managers during downtime Dates checks are available to view for: Bi weekly pay date Feb 22, 2008 Monthly pay date Feb 29, 2008 12/07 UA and Regional Campus HRMS Users Same as above Training information, including dates 01/08 UA and Regional Campus HRMS Users Departmental HRMS Users Same information as 12/07 01/08 IUIE Users Information regarding availability of IUIE during downtime This email will go to: IUIE list-serv Campus and departmental HRMS users FIS list-serv 01/08 All Employees Will go out in late Jan There will be two means of communication: All employee email The Informed Employee Information covered will include: Notification of system downtime due to upgrade Availability of self service Check viewing availability Notification to contact their campus Payroll office if they need check information during the system downtime Changes to self service 01/08 OneStart Notification Information regarding upgrade either upon logging in (or under self service) Prior to upgrade, notice of downtime During upgrade, information about coming enhancements Post upgrade, information about enhancements