Payroll System Replacement Project

Subject: PaySR Agency Training Plan and Action Steps
Bulletin No.6
Date: 2/4/98


Purpose

This Bulletin provides agencies an overview of PaySR's training objectives, audiences, methods and time frames. It also outlines action steps each agency must take to prepare to receive PaySR Training.

Training Audiences

PaySR training is designed to meet the specific needs of different groups of agency employees who will use the new payroll system to support different types of tasks. PaySR Training will accomplish this by teaching new business processes as efficiently as possible with ample opportunities for hands-on practice. Training will be offered in specific course modules, thus enabling employees to participate in only that training relevant to their jobs, minimizing the amount of time spent in training. For training purposes, PaySR is defining the audience groups as follows:

  • Agency Coaches: This is the term given to agency staff who be responsible for coordinating PaySR training within their agency and will serve as a first point of contact to provide on-site resolution to day-to-day questions. Coaches will become "PaySR experts."

  • End Users: These are the agency staff who will use a personal computer to enter personnel and/or payroll information into PaySR.

  • Supervisors and Managers: These are agency staff who supervise end users.

  • Analysts: These are agency staff who will need to be trained to generate data inquiries or reports for their agency.

Some agency employees may fall into more than one of the above four categories. For example, agency payroll supervisors will often serve as coaches. A manager may be responsible for generating reports. Employees will take all training modules relevant to their responsibilities.

Training Methods

PaySR will use different methods to provide initial PaySR training and ongoing support to all users. An advisory group of agency and employee representatives have provided important feedback to help shape PaySR's training plan, components and materials.

  • Train-the-Coach - A two-day workshop will help Agency Coaches to understand their role as a coach. This will include training in how to:

  • Recommend the appropriate training courses for other agency PaySR users,

  • Handle training administration and scheduling within their agency,

  • Identify and use effective coaching techniques,

  • Answer common questions that arise during training,

  • Address agency-specific processes and changes,

  • Troubleshoot when necessary, and

  • Contact appropriate resources for help.

  • Computer-Based Training (CBT) - All Agency Coaches, End Users and Analysts will take up to 19 hours of self-paced training on a computer either at their own workstation or in a computer training lab set up by their agency. This training consists primarily of task-oriented exercises, along with a minimal amount of background information that introduces each task. The five courses included in CBT are: Introduction to PaySR, Hiring Employees, Processing Job Changes, Processing Payroll Changes and Processing and Adjusting Regular, Overtime and Miscellaneous Payments. All PaySR users will complete Introduction to PaySR and any or all of the remaining four courses.

  • Instructor-Led Training - Classroom training will be provided for Analysts and Supervisors and Managers. The course for analysts will focus on querying the database and creating reports. The course for Supervisors and Managers will provide an overview of PaySR and the information needed to help these staff in their roles. Both courses will be delivered by an instructor who facilitates structured demonstrations, process walk-throughs, and hands-on activities supplemented with a training database. All Instructor-Led Training will be delivered in Albany.

  • Online Help - All PaySR users will have access to an online reference providing point-of-need assistance including process, procedures and glossary information to support all PaySR users both during training and after implementation.


Attachment A, Training Course Type, summarizes the types of training available for each audience group and the time commitment expected for each.

Preparation for CBT Training: All PaySR users must be reasonably proficient in Windows prior to attending PaySR training. This means they must know how to:

  • Use a mouse, left click, right click and double click

  • Open, save, close, copy and print files

  • Move, size, scroll and close windows

  • Use dialog boxes

Agencies are responsible for providing Windows training to their staff.

Agency Coach Responsibilities

Coaches are responsible for coordinating training for their agency PaySR users and for conveying agency-specific policies and procedures to agency PaySR users. Tasks include:

  • Complete all PaySR CBT modules and become familiar with all training materials prior to attending the train-the-coach workshop.

  • Attend and participate in the train-the-coach program.

  • Ensure that agency PaySR users are proficient in Windows.

  • Identify CBT training sites for all agency PaySR users, and reserve computer training labs, where applicable.

  • Schedule all End User training and ensure that they complete the required CBT in a timely manner. Schedule training for Analysts and Supervisors and Managers, as well.

  • Develop and/or provide handouts on agency-specific policies and procedures to end users during their CBT.

  • Serve as a first point of contact to assist PaySR users in problem resolution throughout the conversion process and beyond.

  • Communicate any issues/problems with the CBT to OSC PaySR.

Coach Requirements: Skills, Abilities and Knowledge

It is important that agencies identify the appropriate people to serve in the role as Agency Coach. The following skills, abilities and knowledge are to be used as a guide when selecting a coach:

  • Job Expertise: Experience in and knowledge of NYS payroll processes.

  • Proficiency in Microsoft Windows: Windows experience is a prerequisite for all the PaySR training, including the CBT.

  • Communication Skills: Coaches need good communication skills in order to respond appropriately and effectively to questions and issues that may arise.

  • Coaching Skills: Ability to help users learn processes and become proficient with new skills. Credibility with both agency management and end users is important.

Recommended Number of PaySR Coaches

Most agencies will need to identify at least one Agency Coach for PaySR. Large agencies or agencies with decentralized payroll functions may want to identify more than one. The following guidelines will assist agencies in determining the appropriate number of Agency Coaches for each agency:

  • Agencies with more than 3,500 employees and a centralized payroll - 1 to 2 coaches or a ratio of one for every 10 PaySR end users

  • Agencies with more than 3,500 employees and a decentralized payroll - 1 coach for each payroll site

  • Agencies with 100 to 3,500 employees - 1 coach

  • Agencies with fewer than 100 employees - small agencies are encouraged to collaborate with other agencies with which they either share office space or work on a regular basis to identify coaches. Where this is not possible, OSC will provide a coach.

PaySR anticipates that it will train approximately 200 Agency Coaches and will work in consultation with agencies to determine the appropriate number to be trained for each.

Agency Computer Training Labs

PaySR recommends that agencies set up a training lab so participants can complete the CBT away from their workstations. Agencies may also choose to have users complete CBT at their own desks. For those agencies that wish to establish a training lab, the personal computer (PC) will need to run Windows 3.11, Windows 95 or Windows NT. The technical requirements are the same as those listed in Bulletin No. 4 for workstations. The amount of memory required in the PC is based upon the Windows version used:

  • Windows 3.11 require at least 8 MB of memory (RAM)

  • Windows 95 require at least 16 MB of memory (RAM)

  • Windows NT require at least 32 MB of memory (RAM)

Hardware Requirements:

  • 486 or Pentium-based microprocessor

  • 25 MB of free disk space minimum; 50 MB recommended

  • VGA or SVGA video adapter (256 color)

  • Network interface card (NIC) or Serial port for use with modem connection

  • Microsoft serial mouse or 100% compatible

PaySR will also work with agencies to identify regional training labs throughout the State that may be used by agencies within the geographic area. Please call your PaySR Representative if your agency is able to provide a regional training lab.


Training Schedule

It is PaySR's goal to provide the right amount of training as close as possible to the time when people will need to use the new knowledge and skills. Therefore, PaySR users will complete training 2 to 5 weeks prior to conversion.

Attachment B, PaySR 1998 Training Schedule, provides the general time frames for training for each conversion group.

Coordination with the NYS Department of Civil Service NYSTEP Project

The Department of Civil Service (DCS) electronic personnel system, NYSTEP, will be implemented statewide on July 2, 1998. On December 1, 1997, DCS issued a training memo to agency personnel offices outlining their training plan and time line. In this memo, DCS asked agencies to identify a "Training Coordinator" who will be responsible for scheduling and coordinating all NYSTEP training. If your agency will be using NYSTEP as well as PaySR, you are encouraged to coordinate training for these two systems. PaySR will continue to work with NYSTEP to coordinate statewide training plans to minimize disruption to agencies.

Next Steps

There are many steps required to prepare your agency for PaySR training. Please use the attached Training Schedule (Attachment A) to create a time line for your agency that also considers NYSTEP training, if applicable. For example, agencies in PaySR conversion group 3 that will use NYSTEP may need to prepare PaySR users who are also using NYSTEP in Windows earlier. Steps include:

  • Identify Agency Coaches, End Users, Analysts, and Supervisors and Mangers who will participate in training. In some agencies, employees may serve more than one function.

  • Assess the Windows proficiency level of all PaySR users. Identify resources for Windows training through internal sources or a qualified vendor.

  • Determine how end users will complete CBT training, either at their workstation or in a training lab. If you plan to use a computer training lab, make sure the equipment meets the minimum requirements listed in this bulletin and notify PaySR.

  • Inform PaySR users of the training schedule to avoid conflicts with scheduled time off.



Information to PaySR

To help PaySR continue planning for training, please provide your PaySR Representative the following information by February 19:

1. Total number of coaches recommended for your agency.

2. Name and location for each coach.

3. Number of PaySR users for which each coach will be responsible.

4. Total number of PaySR users in your agency.

5. Number of PaySR users now proficient in Windows (as defined on page 2).

More information will be forthcoming as the PaySR training plan progresses and specific dates are set for agency course participation.

Please contact your PaySR Representative with any questions you may have.

 

Attachment A: Training Course Type

Training Course Type
Audience Computer-Based Training * Instructor- Led Training Train the Agency Coach Total Number of PaySR Training Days
Agency PaySR End Users 5 - 19 Hours     1- 3 days
Coaches 19 Hours   2 days 5 days
Analysts - Ad Hoc Reporting 19 hours 1 day   4 days
Supervisors & Managers** 0 - 19 Hours 1 day   1- 4 days

* End users will complete CBT training over a 3 to 5 week period.

** Supervisors and Managers may want to take the end user CBT training.

Attachment B: PaySR 1998 Training Schedule

Group 1: July 2, 1998 Conversion Begin Date End Date
Provide Windows training to PaySR users
Agency Coaches CBT
Train-the-Coach
End Users complete CBT
Analysts Ad-Hoc Reporting training
Supervisors and Managers training
January
April 27
May 4
May 25
June 1
June 15
April
May 8
May 15
June 26
June 12
June 26


Group 2: September 10, 1998 Conversion Begin Date End Date
Provide Windows training to PaySR users
Agency Coaches CBT
Train-the-Coach
End Users complete CBT
Analysts Ad-Hoc Reporting training
Supervisors and Managers training
March
June 29
July 13
August 3
August 10
August 24
June
July 10
July 24
September 4
September 2
September 4


Group 3: November 12, 1998 Conversion Begin Date End Date
Provide Windows training to PaySR users
Agency Coaches CBT
Train-the-Coach
End Users complete CBT
Analysts Ad-Hoc Reporting training
Supervisors and Managers training
May
August 31
September 14
October 5
October 12
October 26
August
September 11
September 25
November 6
November 23
November 6