FAQs - Implementation

What makes a successful implementation?

1. Enthusiastic and focussed project teams
2. Fast turnaround of tasks and adhering to project timeframes
3. Regular communication with the whole project team throughout the project

What are the stages of the implementation?

• Stage 1: Information gathering, process mapping and documentation
• Stage 2: Configuration and integration
• Stage 3: Data collection – employee data
• Stage 4: Hardware installation and employee registration
• Stage 5: Testing pay rules
• Stage 6: Data collection – rates and export codes
• Stage 7: Integration testing
• Stage 8: Training
• Stage 9: Parallel run
• Stage 10: Go live

Can we implement our organisation in phases? Yes, and it’s a good idea in large organisations.  In a phased approach, usually Stages 1-7 are completed for the entire organisation and then Stages 8-10 are undertaken in a phased manor.  We will work with you to come up with the best-phased project schedule.

How soon before we can be trained? Once the database has been configured, data uploaded, terminals installed and award rules have been tested and signed off.  Training occurs just before parallel run starts.  RosterLive tailors training per client and undertakes training on your organisation's database and also trains on the new processes you want to implement alongside RosterLive.

What other processes may have to change in our organisation? This is an ideal time to review other processes that will dovetail into RosterLive.  The process for new employees in a great example.  RosterLive provides the ability to store an unlimited amount of data per employee so that you may wish to change your new employee forms to match with the type of data you want to store on employees.  You may also want to create a process for managing this data so that you are receiving up-to-date information on your employees.

Can RosterLive provide me with my agreement / award already configured? Why do I have to answer interpretation questions? Every client interprets awards differently, so the only way for RosterLive to configure your organisation's interpretation is by asking the questions.

What is the best way for us to undertake the testing of the agreement / award interpretation? We will train you on how to enter test scenarios on the timesheet screen to ensure we have configured the awards to your requirements.  The best data to use is real data from a past period across a selection of different employment types and scenarios.

Once award rules are completed and if changes are required in future, how do we handle this and how long will it take? Once you have gone live, changes can be made to award rules when required.  RosterLive will need to action the changes for the client and provide them to you for testing.  Give at least three weeks notice for large changes so we can schedule them in and so you have plenty of time to test them before going live.  For brand new awards / agreements we suggest six weeks notice so RosterLive can gather your interpretation, document and then get you to review and sign off before we start the configuration.

Are we able to add our own sites to RosterLive or is that something RosterLive has to do? You can definitely undertake this yourself.  During implementation a person in your organisation will be assigned to be the RosterLive Client Administrator.  That person will be trained on how to do this and other admin functions e.g. setting up new users.  The RosterLive application can grow with your company.  In additional the RosterLive Support Team is always available to help walk you through this process.

I only have the data in paper format - what do I do? RosterLive suggests that you start with mandatory data first.  During implementation we will discuss all the fields of data you would like to store on employees but we can highlight the mandatory data required to get you up and running with the application.  Following ‘go live’ we suggest you have a background project on gathering more data which you can then upload into RosterLive as you require.

How will we communicate throughout the implementation? RosterLive will be in contact throughout the implementation ensuring that the different stages are completed on time and everyone is aware of the tasks they should be actioning.  We suggest weekly project meetings are held to ensure the project remains on track.

How do we explain biometrics to our employees? Biometric technology uses finger scanning technology.  RosterLive can provide you with a document explaining the difference between finger printing and finger scanning which is an ideal document for your HR department to have to hand for queries from employees.  The best implementations is where the client gets their employees engaged around biometrics, detailing how easy and fast it will be to use the terminals.  Some of our clients even name the terminals to get staff motivated.

How do we install the terminals? Your maintenance person / handyman can install the terminals.  Once installed your IT department will need to set up the IP address and port forwarding so RosterLive can communicate with them.

How long does it take to register an employee on a terminal? It takes less than a minute to register an employee on a terminal.

Who will be trained on the RosterLive application? It is up to you.  RosterLive can undertake Train the Trainer training so that there is someone in your organisation (suggest at least 2 people) who can train your users.  Alternatively RosterLive can train your users.

What is parallel run? Parallel run is when you run your current process alongside RosterLive.  Before parallel run you will have already tested the award interpretation and therefore parallel run is used to ensure that the users understand what processes they need to run and ensuring they are confident using the RosterLive application.  A parallel run is the length of a pay period and at the end of the pay period you check what you have paid employees in your current process matches what RosterLive would have paid.  RosterLive suggests you run two successful parallel runs before going live.

What constitutes a successful parallel run? A successful parallel run is when RosterLive matches with your current process.  Remember that you may be implementing RosterLive to replace a current process / system that does not work properly and therefore RosterLive will not be matching an incorrect system.  A successful parallel run in that instance is one where you know the reason for any differences.

What happens after we go live? You will be immediately experiencing the benefits of running RosterLive in your organisation.  We know that things change in the future and RosterLive will be able to grow with your company.  If you need any support or have any queries about RosterLive then the RosterLive Support Team is available to help you out.