Migrating to Vista HRMS 4.0

Dwight White, PDS - Coordinator & PresenterPerry Williams, PDS - PresenterMarty Wilson, PDS – Participant

Meribeth Spilger, Fulbright & Jaworski - ParticipantChrissy Koennecker, Teleflex - Participant

The Agenda

What’s New and Different Migration Process

Planning PhaseUpgrade PhaseGo Live Phase

User Upgrade Experiences Fulbright & Jaworski – Meribeth Spilger Teleflex – Chrissy Koennecker

Questions and Answers

What’s New and DifferentLook, Feel and Navigation

Look, Feel and Navigation

HR / People Changes• Created a new “Contacts” page and moved the following

pages as tabs to this new page: Emergency Contacts, References, Relatives Working Here and Previous Employers.

HR / People Changes The “Company Transfer” page has moved to the

“Status Change” page. New “Teams Assigned” page

Benefit Changes The old “Benefits Plan” page has been renamed to

“Benefits Information” page

Benefit Changes Benefits Enrollment Processing (aka “Little Ben”) runs

interactively New report on the results tab that replaces the

previous three reports.

Benefit Changes “Associated Parties” benefits page

Payroll Changes Check Calculator

Payroll Changes Tax Maintenance Utility

Security Changes Identify the security access for an individual option to

multiple Security Groups (Security Options/Security Access).

Security Changes We’ve also added the ability to add an alternative

Administrative user separate from the PDSADMIN user account.

Security Changes New option called “Corporate Web Pages” under the

Employee Self-Service application. Items in the “Self Service Web Pages” tab control the

third link in Self-Service.

Recruiting Changes In Vista HRMS 4.0 we found the need to break

out Recruiting into its own new application due to the volume of new features.

You’ll see a wide number of new features in both Internal applicants and External applicants.

We’ve incorporated a new requisition-driven model of maintaining positions/jobs, so the underlying database structure in external applicants had to be redesigned.

We’ve moved all Applicant components out of HR and moved them into this new application.

External Applicants Configurable security items were added to External

Applicants to allow Users to further “lock down” access to the site.

We’ve incorporated CAPTCHA display and confirmation to verify that the applicant is human.

You can now optionally lock down the initial login to the External Applicant website by first requiring the applicant to provide a login id and a valid email address. 

We’ve added qualifying questions to the “Resume” function when questions are one of the default ‘always ask this question’ or to the “Jobs Available” function if the questions are part of the requisition.

External applicants will now be able to attach multiple documents to their record, such as a resume, a cover letter or references. You define the types of documents and then allow the candidates to attach them.

Recruiting / External Applicants Session immediately following this session

Administration and Monitor All of the options previously accessed through

Administration or Monitor client applications are now available in the browser.

Report Maintenance was moved from the Reporting area in 3.2 to Administration/Setup/Reports and Workflow template creation was moved from the monitor to Administration.

The Monitor functions are now accessible from the Process functions via the monitor icon. All Scheduled Jobs, Recurring Jobs, Completed Jobs and Active Workflows are presented here.

Using the Export tool, you can now export data to database scripts (besides the current CSV and XML formats). You can also choose to export data into insert, update, or delete statements

Vista Fresh Our newest update utility will help our clients keep their

Vista version current! Clients can “opt in” and automatically receive updates

from PDS. The new process will simplify PTF downloading, ensure

that updates are properly installed, and automate the actual update tasks.

You’ll be able to choose whether you “download only” or “download and update”. The tool can be configured to automatically backup updated files.

You can easily identify ignore tagged files and objects that are defined as custom.

Register for the service through PDS support site. Upon request we assist you in installing the VistaFresh™ client program, discuss your setup which begins with delivered templates.

The Migration Process

Planning Phase

The Planning Stage What do you want to accomplish? Prepare a time line – don’t underestimate. Identify additional resources that might be

necessary. Implement new features – before or after go

live?Self ServiceWorkflow

Custom Processes Identify custom processes that need to be

converted?Stored ProceduresViewsTriggersWeb pagesReports

What You Can Do Now! Review Reports Custom Views Custom Stored Procedures, triggers Utility to change Views, SP’s Custom Tables Status codes (benefits, HR, payroll) Data Clean Up

The Migration Process

Upgrade Phase

Changes Made to Database Any changes to 4.0 must be

reapplied after any data refreshKeep documents identifying changesAny user data changes should be written

in a query so it can be easily updated

Organizing Your Upgrade After Each Upgrade

Reapply custom viewsReapply custom triggersReapply custom stored proceduresReapply any code to user exits

If not Mission Critical, consider applying the above AFTER your first Parallel

OROR

Parallel, Parallel, and Parallel

Payroll Benefits Reports Custom Processes Let users test

The Migration Process

Go Live Phase

You’re LIVE!!! Communicate changes to users Continue to monitor processes Establish a plan to take advantage of the new

features in 4.0 Self ServiceWorkflow

Plan For The Future Believe in continual process improvement Brainstorm the possibilities Prioritize the results Move ahead with the next feature

Summary Project Planning is critical Create a testing plan Communicate with your users Train Test Move ahead!

User Upgrade ExperiencesChrissy Koennecker – Teleflex Inc.

Migrating from 2.4.1 to 4.0Installed 3.2 in Nov2007 and dug into

project in March 2008In 3.2 test environment worked on

crystals, status mappings and security4.0 installed April 2008Go Live Jan 2009Teleflex approach was rollout basic

functionality. No new functionality will be rolled out until 2009 - External recruiting, self-service, etc.

User Upgrade ExperiencesProject Plan

SecurityCrystal reports rewritesTime interfacesStored procedures/analyzing

business rulesBenefits setup/eligibilityTraining 120 users

User Upgrade ExperiencesWhere we are in Sept

Completed training for usersTeleflex documentation completed for usersContinually updating security so it can be

final in Jan for SOX testingStored procedure testing started. Crystal reports are being finalized

What we still have to doParallel testing and sign offHR testing and sign offLock down of system environment in

December

User Upgrade ExperiencesMeribeth Spilger – Fulbright& Jaworski

Migrating from 3.2 to 4.0System "look and feel" - have the ability to

tailor the system to your companies branding. Graphics, colors, logos.

What do you want people to see? News pages Home page Login message Left frame information

Review web.config

Fulbright & Jaworski UpgradeReviewing the new Contacts PageReview customs

user exits custom.aspx

History Triggers - these will need to be recreated. Now is the time to review if you were using the history tables and snapshot history created by these tables.

Security

Fulbright & Jaworski Upgrade

Rollout - determine how you want to rollout to users. We took the low key approach by

only posting a notice about the change to the look and it seemed to work. I followed up to various users with instructions on different aspects of the system based on their job responsibilities.

Questions and AnswersWrap up Questions and Answers