Department Readiness: Go-Live Activity Checklist

Dept #: Dept Name: Anticipated Go-Live Date:

March

Item / PCheck / Notes
1.  Are your employees’ vacation and sick balances up to date? / _ Yes
_ No
2.  Have you confirmed these balances with everyone on your staff? / _ Yes
_ No
3.  Does your department currently enter time for individuals centrally or do individuals enter it for themselves?
a.  Biweekly-paid Staff?
b.  Monthly-paid Staff? / a.  _ Centrally
_ Individually
_ Both
b.  _ Centrally
_ Individually
_ Both
4.  Does someone, e.g., the employee or pay rep, currently enter time off taken into Time Collection System, even if on auto pay? / _ Yes
_ No
_ Both
5.  Have you documented the reporting organizational relationships in your department that will be used to generate absence reports from the system? / _ Yes
_ No
6.  Have you given your reporting organizational relationships to HR to create reports? / _ Yes
_ No
7.  For employees who have vacation balances that exceed 48 days, have you worked with HR to develop a plan to use the excess, as appropriate?
a.  If so, what is the plan? / _ Yes
_ No
8.  If you have DoF Academic Professionals in your department, do you currently have a consistent way of tracking their paid time off? / _ Yes
_ No

April–Mid-June

Item / PCheck / Notes
1.  Will your department enter time taken for individuals centrally or will they enter it themselves after the system goes-live?
a.  Biweekly-paid Staff?
b.  Monthly-paid Staff? / a.  _ Centrally
_ Individually
_ Both
b.  _ Centrally
_ Individually
_ Both
2.  Has your department set up a time off approval and review process?
a.  Defined and/or designated clear roles
b.  Defined and/or designated clear responsibilities
c.  What the approval process will be
d.  What the departmental absence review process will be / a.  _ Yes
_ No
b.  _ Yes
_ No
c.  _ Yes
_ No
d.  _ Yes
_ No / (The three roles: manager, absence administrator, employee)
3.  Have you explained your department’s process, roles, and responsibilities to your employees so they know how to request time off and record it in PeopleSoft? / _ Yes
_ No
4.  Does anyone’s vacation balance exceed 48 days? / _ Yes
_ No
5.  Do you have a plan underway so that anyone with a vacation balance exceeding 48 days will be at 48 days by go-live? / _ Yes
_ No
6.  Have the identified outstanding issues regarding the CALM project in your department been resolved? / _ Yes
_ No
7.  Do you have any concerns about your department going-live on July 1? / _ Yes
_ No
8.  Would your department be helped through additional HR or DoF assistance to get ready to go-live? / _ Yes
_ No
9.  If you answered yes to question #8, how can we help your department get ready? / _ Provide training
_ Clarify business process
_ Address excess accruals
_ Other / Items are examples and subject to additional review and discussion.
10. Have your department’s communications, e.g., new hire materials, website, etc., been updated to the new policies? / _ Yes
_ No / Encourage departments to link to the HR website.

Two Weeks Prior to Planned Go-Live Date

Item / PCheck / Notes
1.  Are the balances available to transfer in the Info Warehouse template HR provided? / _ Yes
_ No
2.  Have all end user roles in your department been defined? / _ Yes
_ No
3.  Has everyone in the department who needs training completed it?
a.  Supervisors
b.  CALM Administrators/Absence Managers
c.  Employees / a.  _ Yes
_ No
b.  _ Yes
_ No
c.  _ Yes
_ No
4.  Is everyone who enters time into the Time Collection System accurately recording when they use:
a.  Vacation
b.  Sick
c.  Personal time / a.  _ Yes
_ No
b.  _ Yes
_ No
c.  _ Yes
_ No
5.  Have you revalidated your Reports To structure with HR? (Report in Info Warehouse under HR Reports>HR Dep’t Manager Reports>CALM Departmental Supervisor Worksheet) / _ Yes
_ No
6.  Have all communications, e.g., new hire materials, website, etc., in your department been updated to reflect the new policies? / _ Yes
_ No / Please link any Paid Time Off information on your website to the policies on the HR website.
7.  Did you transfer the most current balances to HR? / _ Yes
_ No
Page 4 / CALM Project: Department Readiness Go-Live Checklist

4/12/2012