Commitment, coordination of personnel and dedication of time are key elements of a successful scheduling software implementation. In order to provide agencies with the most streamlined and organized project plan, VCS utilizes a phased methodology approach to implementation which allows for the analysis of processes, information, and personnel. With the ability to clearly identify and define all goals and milestones in a logical progression through a phased approach to implementation, VCS is able to meet implementation timelines and commitments.
PHASE ONE: KICK‐OFF
The implementation kick-off meeting/conference call introduces your Project Team to your VCS Implementation Project Manager and Trainer(s). The focus is on evaluating current practices and procedures, planning for installation and training, and coordinating personnel. It is the foundation for transforming your scheduling needs and objectives into a successful software solution. All specific project requirements for future phases are defined at this stage.
PHASE TWO: INSTALLATION
Following kick-off, VCS’ Software Implementation Specialists will work in conjunction with the Client’s IT lead to efficiently install the scheduling system while covering database back-up, disaster recovery, and database maintenance procedures.
PHASE THREE: DATA IMPORT & CONFIGURATION
VCS’ E-Z Set-Up Wizard and Advanced Setup will compile scheduling rotations, employee information, payroll steps, and labor laws to effortlessly produce a live customized database in a short amount of time. VCS’ Implementation Trainers will work together with your Data Input Lead(s) to demonstrate the proper employee data loading techniques. Following those sessions, the Client will be responsible for entering the remaining employee data. A review of all data by VCS technicians will complete this phase and ready your agency for your software instruction.
PHASE FOUR: SOFTWARE TRAINING
VCS’ Train-the Trainer program ensures that your administrative staff has been trained on the same modules and processes, increasing efficiency and communication throughout the organization. Training creates a shared sense of purpose and knowledge of the new scheduling processes, and motivates all users to employ its functionalities to the fullest extent possible. Our comprehensive training program includes a combination of presentations, hands-on training, one-on-one mentoring, self-paced learning videos, and practice sessions with exercises.
PHASE FIVE: REVIEW
This important milestone follows the successful install, data input and train-the trainer instruction provided by VCS’ Scheduling Professionals. Clients now have a fully operating system which is actively running live schedules, calculating and printing reports, giving the ability to request/approve/deny time off, displaying time balances, organizing overtime opportunities, and more. A review of all system data and a one-on-one Q&A session is made available to your Team’s Project Manager following the onsite training program.
PHASE SIX: SUPPORT
Following the Review phase, the Client’s Project Manager will then train his or her colleagues on the use of the system. It is highly recommended you now champion this scheduling initiative with all of your agency’s employees. Momentum is needed to successfully complete everyone’s transition to the system. Utilization of VCS’ support portal, quick reference guides, learning videos, help desk, and refresher webinars will assist you and your colleagues in mastering the system. VCS is committed to providing these valuable learning opportunities and support options so that our clients have every resource at their disposal to ensure continued success with our products.