This guide will walk you through all the steps required to confidently launch your HR product within your organisation.
Objective: Our aim is to provide you with clear and straightforward instructions at each stage of the implementation process. This guide enables you to execute every action necessary to move smoothly through the implementation journey.
Introduction: With this guide, you'll be able to take a Sense HR project from the initial contact with a new customer all the way to the system's successful deployment throughout your organisation. This covers essential actions such as migrating your employee data, configuring permissions, providing training, and rolling out the system to your entire workforce.
Step 1 - Project Kick-Off (First Contact & First Time Access):
Description: The first step is to send you the Introduction & Project Kick-Off email, where you'll meet your main point of contact throughout this implementation process. This email guides you on how to access your new HR system as the main admin user and outlines the upcoming project steps with a timeline. We're here to help - feel free to schedule a call for a more detailed walkthrough or simply communicate via email. Afterward, we'll follow up with an email confirming our discussion and provide the necessary data sheets for the next stage.
Step 2 - Employee Data:
Description: Now that we've introduced ourselves and given you an overview of the project and data sheets required, you'll receive the Data Sheet Completion & Secure Return email. This email provides detailed instructions on how to correctly complete the data sheets and securely return them to us for loading into your system. Once we receive your completed data sheets, we'll acknowledge receipt with the Confirmation of Received Data Sheets email.
Step 3 - Assign to Training:
Description: Following the data collection, we'll move on to assigning you to a training course. There are three options available:
Live webinars, held weekly. To enrol in one of these sessions, simply ask your project manager and they will provide you with a link to the calendar of upcoming Webinars for self-enrolment.
If live sessions aren't suitable, you can opt for online learning courses. Ask your project manager and they will provide you with the links to access these courses.
Alternatively, you may choose 1-2-1 training, either remotely or at our Epworth office Training room. If this is your preference, we'll send you the 1-2-1 Trainer Availability with dates for scheduling your session(s). Regardless of your choice, we'll confirm your training with the Training Confirmation Email once you've enrolled, received course access, or booked your 1-2-1 session with the trainer.
Step 4 - Training Completion & Data Sign-Off:
Description: After you've completed your system training and we've received your signed-off employee data, we'll confirm both actions via email. At this stage, we'll guide you on how to finalise your system setup to meet your specific requirements.
Step 5 - Confirmation of System Set-Up:
Description: Once you inform us that you've completed your system setup following the instructions provided in the previous step, we'll check your database to ensure everything is in order. At this stage we will schedule a call to review your system setup, answer any final questions and complete any outstanding actions in relation to setup and employee data.
Step 6 - Company Go-Live & Handover to AM & Support:
Description: In the final step, we'll provide you with informational and instructional materials needed to roll out the system to your entire organisation.
We will provide you with the 'System Roll-Out Materials' email which contains links to knowledge base contents and additional helpful materials.
Once you've successfully gone live with the system and extended it to your organisation, let us know, and we will confirm the completion of the implementation and transition you to your account manager and customer service team for ongoing support.
Summary: Upon handover to your account manager and support team, you'll have accomplished the following:
• Been introduced to your project manager.
• Have been provided a clear view of the project steps and a timeline.
• Have been granted admin access and been provided with all data sheet templates for populating
• Completed the data sheets and securely returned for uploading.
• Scheduled and attended/completed system training.
• Confirmed your data load and training completion.
• Finalised your system setup.
• Have been provided clear instructions and materials for system rollout.
• Set you up with the support service for your future needs.
• Successfully been handed over to your account manager.