What to expect during implementation

Your Managed HR Implementation is a personalised implementation with your own dedicated Project Manager. They will be by your side as you set up your account, teaching you the ins and outs of the platform and helping you build custom workflows for employee onboarding and off-boarding, policies, certifications, management lines and more.

Our implementation approach

1. Kickoff session

   During your kickoff session your project manager will walk through our implementation process.

2. Data Gathering

   Next we will walk through the data we will need from you in order to get your account setup.

   See Data Gathering List >

3. System integration

   If you are integrating with another system platform (e.g. Payroll)  your Project Manager will work with you to connect these systems.

4. Requirements

   To ensure we configure Worknice to meet your needs we will run a workshop to gain a deep understanding of your HR processes. Please note this is an optional service for larger organisations.

5. Configuration

   This is where the magic happens, our Worknice experts will analyse all of the data you have provided and setup your initial account based on best practices to ensure you get the maximum value from Worknice.

6. Walkthrough

   As soon as your account is setup we will organise a handover day to take your through the setup and hand you the keys. This is where you can get your hands dirty, make changes ask questions get yourself familiar with Worknice.

7. Pre-launch

   To get you ready for a successful launch of Worknice, we have created the below checklist as a handy guide.

   Pre-launch checklist >

8. Launch!

   Once you have had time to customise Worknice, and you feel you have everything in place for launching Worknice, all that's left is to plan your launch day and invite your team.

   Invite your employees >

9. Your dedicated project manager will be on hand to assist with post launch support, ensuring a successful rollout.

Data Gathering List

Next we will walk through the data we will need in order to get your account setup. Some of the common data requests will be;

• Org Chart 

  We will import your org chart, you will need ensure it is provided in the format prescribed below. The following article explains this step in more detail.

• People Data (Optional)

  If you are not connecting your payroll system via a direct integration with Worknice. Please provide all people data for import in the following format.

• Document Templates 

  Please provide copies of your contracts and policies (e.g. offer letter, employment contract, NDAs, code of conduct, employee policies). With regards to your contract templates please read this article regarding formatting)

• Other Forms/Documents 

  Any other forms that employee related such as Health Declarations, Pre-Employment Checks, Media Consent Forms etc.

• Certifications or Training 

  Please provide a list of your employment compliance requirements such police checks, Right to Work, Working with Children, Licences etc.

• Nominated Super Fund 

  We will need the USI of the superfund you would like to nominate to new employees who do not have yet have a super fund.

Pre-Launch Checklist

To get you ready for a successful launch of Worknice, we have created the below checklist as a handy guide.

1. Review Org Chart Ensure all positions have been added (open and filled) and the reporting lines (managers) are all correct. You may also have position IDs to check.

2. Review People Info Please review and confirm all employee data imported looks correct. This includes all of the personal, payroll and job information. An easy way to check this would via a people data export (see settings).
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   Please note there may be instances where employees have had multiple jobs over time, and you may want to add this extra job information for historical reference.

3. Review Templates & Bundles Ensuring you have great templates setup will not only save you time but look great to new hires and current employees. We highly recommend getting these right from the get go.
   1. Documents Please check you are happy with the dynamic fields setup and if you need to make any changes or add a new one. How to edit a document template.

   2. Certificates Please review the what fields are required (expiry date, issue date etc) and we recommend adding as much detail in the instructions as possible. You may also want to add some new templates.

   3. Others Depending on your subscription you may have other templates configured. Please ensure these are covered

   Once you are familiar with your templates, you may also wish to create some bundles. You are likely to adjust these as you complete HR workflows, and its very easy to update Worknice on the fly.

4. Upload Existing People Data & Review Gaps (Highly Recommended) We highly recommend uploading your existing employee documents (signed contracts, policies etc) and existing certificates. Whilst doing this you will likely discover what's missing for some employees and for those create document and certificate requests. This article explains this step in some more detail.

5. Do a test employee hire We recommend hiring a test person via the normal employee hiring process but use a temporary or additional email. Please remember to archive this person once you are done.