This is such a simple thing when you think about it… one small idea that can make a big difference. We’re not in this for ourselves, this isn’t going to make anyone a fortune. This is about finding people out there who want to make a difference where we can. Blow the whistle… tell us about companies still using paper time cards. WE WILL CONTACT THEM.
Even if they choose to continue using paper, we can at least provide some ideas that may take hold and lay the foundation for a change in years to come. Here is an implementation methodology that I wrote for a great company called Qqest. They’re a solid company with great talent and a great product “TimeForce(R).”
“Phase 1 – Initial Requirements Gathering
The first step in the implementation process begins with the Initial Requirements Questionnaire. This questionnaire will assist you in documenting corporate policies, pay rules, and procedures. This includes gathering requirements on shifts, rosters, and holidays; as well as any required interfaces such as Human Resource and Payroll interfaces. Once completed and signed, this document will constitute the overall Project Scope. Our Change Management Process will address any changes to the Project Scope. The Qqest Project Escalation Path is defined in this phase and will determine the approach for the escalation of issues. After reviewing the completed requirements questionnaire, the Initial Requirements Gathering phase concludes with customer sign off.
Phase 2 – Infrastructure and Initial Training
At the conclusion of the first phase, the Qqest project team configures the core application on a local database at our home office in accordance with the responses given in the questionnaire. Dependent on the contract and purchased implementation options, Qqest will either send the installation disks and database to the client, or if on-site assistance has been purchased, a Qqest Implementation Consultant will assist the Customer Project Team in the installation of the TimeForce™ software. Immediately thereafter we will train the Customer‘s Project Team on the database, which is comprised of client specific pay rules. At this stage, the client has a working system capable of accurately paying a test group of employees.
Phase 3 – Specifications (As Required)
Once the Customer’s Project Team has been trained on the initial system setup, we will then create jointly all the necessary programming specifications to fill any gaps the customer and Qqest project teams have identified as required functionality. Any enhanced setup or specific programming tasks are now identified based on the customer’s review of the Initial Requirements Document and the installed application. After the client has reviewed and signed off on all specifications, the Specifications phase is complete.
Phase 4 – Development (As Required)
Now that any necessary specifications have been identified, Qqest develops the required functionality from the specifications, deploys the completed programs to the client application server, and immediately trains the clients Project Team on these newly completed program extensions. It is important to note that these program extensions do not alter the core TimeForce™ application. It is our policy to not customize our products. The application architecture has been specifically designed to allow for functional extensions of the product without altering the core application. The advantage of this approach is that all clients remain on a standard upgrade path.
Phase 5 – Testing (As Required)
After all specifications have been programmed, Qqest and the client jointly test the system’s functionality through the testing of all input, processing, and output; including all shift rules, reports, and interfaces. Since the Customer best understands what the results of these tests should look like, the client is intimately involved in this Testing phase of the implementation process.
Phase 6 – Training
Although Qqest is capable of training each and every employee, our experience has proven that the most cost-effective and efficient manner of training is a “train the trainer” approach whereby designated individuals (Supervisors and Administrators) are to be trained. These “trainers” would then in turn share their knowledge and expertise with other groups or individuals within their respective departments. There are several benefits to this approach, which include support of the system at the local level and improved dissemination of knowledge throughout the organization by individuals who know the local departments’ best and its business processes intimately.
Phase 7 – Parallel
During this final phase, before transitioning over to the TimeForce™ system, we suggest that the client run both Qqest and the “existing system” simultaneously to ensure correct payroll processing.
In order to ensure the accuracy of the system, Qqest recommends using one of the following three approaches:
Prior Pay Period – Under this approach, the client provides the “exceptions” recorded from their “existing system” from a previous payroll period (data should be representative of the general employee population). These “exceptions” are then input into the TimeForce™ application to simulate the real-time entry of this data. This simulated data is then processed through the TimeForce™ application and exported for processing. The results are then compared to the original data to ensure accuracy.
Pilot Group – Under this method, a pre-determined group of employees enter their time simultaneously through both TimeForce™ and the “existing system”. This data is processed in a real-time manner for time entry, approvals, tasks, and interfaces then is exported for processing. Once in the Payroll system, the results are again compared to ensure accuracy.
Full Site – This process is essentially the same as the Pilot Group method above except the full site, which covers all employees, is used in lieu of a select, pre-determined group.
Regardless of the approach taken, Qqest recommends running the systems in parallel for two successful payroll periods to ensure the accuracy of the data.
Phase 8 – Live/Cut Over
Once the TimeForce™ application has been proven accurate by running in parallel for two successful payroll periods, the “existing system” is switched off and all employees are cut over to the TimeForce™ application. This concludes the implementation services and the client will be transitioned from implementation to support.
If you are interested in learning more please visit their site at www.mytimeforce.com or contact Johan Smit at jsmit@qqest.com
