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4.2.5 End User Training

Strategies

End User Training

Overview

Training of the end users is one of the most important steps for a successful system implementation. The end
users should be utilized during parallel testing, so training will need to be rolled out prior to that. Getting the end
users involved at this point is also a good way to get them excited about the system, as many of them may not
have been involved with the project prior to training. Their assistance in parallel testing will help them prepare
for when the system goes live. End users are good at using the system in more of a "real world" situation and can
judge when process flows are not working. When everyone involved with using the system is included in the
training, they will feel more confident about using it as they go into production and the user community will
view the implementation as successful. The system may have been tested for functionality and all customizations
are working accurately, but if the end users do not know how to use it or feel comfortable with it, then the launch
of the new system will be viewed as unsuccessful.. Therefore, the timing of the end user training is critical and
must be planned for and implemented prior to the start of the parallel test phase to ensure a successful
implementation.

There are two possible solutions for training. The first is to use project team members to develop and deliver the
end user training and the second is to identify a training partner to support the development and delivery of end
user training, including a train the trainer component. Both options will be fully explored during the next phase
of the project.

Trainers

Using members of the project team to conduct training for the various departments will allow the end users to be
better informed about how and why the system was developed. The functional experts on the team will be more
knowledgeable with the Princeton PeopleSoft system. This will be more inclusive training for staff rather then
vanilla PeopleSoft training from an outside vendor, unless the vendor creates and uses Princeton specific
materials.

Hands on Training

Hands-on training is proposed for all central department end-users in HR, Benefits and Payroll. This training
begins with a basic HR module and continues with more advanced training for individuals with functional
responsibilities in HR, Benefits or Payroll. Since Benefits and Payroll builds on HR, it is important to
understand how HR works in order to understand better how Payroll and Benefits works.

The Payroll staff will continue with hands-on payroll training. The Payroll staff will need to have the most
intensive training. An overview of payroll processing and the payroll panels (PayCheck_Data &
PayCheck_Summary) that HR and Benefits offices will be allowed to view should be included for these user
groups.

Since the system is integrated, an overview of BenAdmin should be given to the HR and Payroll offices. This is
important so that everyone understands their impact on these processes. Query and report writing should also be

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included in a separate training class so that the end users can write ad hoc reports and also know how to run and
print delivered reports.

Based on the level of distribution of functionality included in scope, departmental training will address
navigation of the system, definition of data fields, and basic reporting. This training may be supported through a
classroom environment or through Computer Based Training (CBT). A separate training strategy is being
developed and will be included in the Time Collection Project Plan.

Listed below are the areas that need to be developed for a successful PeopleSoft training that is Princeton
specific.

Training Design

Identify Training Needs:

Have a Key Message on what Training will be provided for the End Users (Like a Mission Statement on
what will be delivered to the users)
Decide when training should be started. It should be rolled out before parallel testing so the end users can
be a part of that system testing right away.
Identify what areas should be trained (HR, DOF, Benefits, Payroll, PPPL, Technical)

Develop a Content Outline on what Functionality of the system should be covered in the training, what
modules of the system will be included and who (the end users) should be trained.
Establish a Training Team

Design Training Materials/Documents

Design a layout of the training manual, and what each functional and technical areas of the system should
be included. An overview section should also be included for the areas that do not need detailed training.
Also query and report writing training should be included.

Design Support Materials

Design any support materials that may be needed for use during training. A separate training guide may be
developed that show the navigation paths or the Query�s that are public.

Finalize Design Document

Publish the training document outline and have the team review and finalize.

Update Training and Support Materials Plan

Update the Project Plan to accommodate any changes to the Training Schedule
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Training Development:

Develop Training Materials/Documents

Develop the training manual and other documentation on the functional and technical areas of the system
will be included. Include an overview section for the areas that do not need detailed training like a Payroll
Processing and BenAdmin review. Query and report writing training needs to be developed for all users. A
Power User session may be required for advance users.

Develop Support Materials

Develop required support materials that may be needed for use during training. A separate training guide
may be developed that show the navigation paths or the Query�s that are public. A PeopleSoft index may
be useful.

Evaluate Training & Support Materials:

Develop a Training Schedule for each functional and technical area and make sure it is published in the
community. Build in additional Training for classes that are missed and for peoples who want additional
training.

Test Training Materials for accuracy

Test Training Database to ensure it is working and customizations that are complete have been moved in.
Complete a payroll cycle and BenAdmin to make sure processes are working with the population of
employees.

Train Instructors so they are comfortable with the material and the training database. Make sure they have
a script to run all processes.

Training Delivery:

Produce accurate numbers of Training Documents and materials.

Deliver Training to the end users

May need to add additional training based on the needs and feedback received while training is in
progress.

Training Support:

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Trainers should be used as a Liaison between functional areas and the Help desk to troubleshoot problems
and answer questions.

Track Training & Support Material Performance by getting feedback from the end users on what areas
they do not feel trained in. Use a Performance Report that the employees can complete to rate the training
and materials.

Prioritize changes that should be made to the training materials

Modify Training & Support Material

Return to the Table of Contents

Go to 4.2.6 Distribution and Deployment

Go to the HRMS Implementation Home Page

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