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Rollout Guide

The successful rollout of the Innovation Minds platform involves several key stages. This guide outlines the process to ensure a smooth implementation and high adoption rates across your organization. Your portal is instantly available, with dedicated time spent on crafting an exclusive branded experience and seamless system integrations.

Kickoff

The kickoff phase sets the foundation for a successful rollout:

  • Client SoW Completed: Ensure the Statement of Work (SoW) is finalized.
  • Client Project Team Identified: Establish roles such as Engagement Manager, Sponsors, Champions, and other relevant stakeholders.
  • Needs Assessment: Conduct quick interviews to understand organizational needs.
  • Dependencies Established: Identify any dependencies that could impact the project timeline.
  • Client Project Scope: Define and approve the project scope.
  • Client Employee Experience Cloud Portal Configured: Set up and make operational the client-specific portal.

Design

In the design phase, customize the platform to align with your organization’s brand and engagement goals:

  • Client Branding: Incorporate logos, banners, and other brand elements.
  • UI Configuration: Set up the user interface according to client specifications.
  • Program and Feature Set: Configure initial programs and features.
  • Add-on Engagement Features: Set up additional features such as surveys, recognition, rewards, and collaboration tools.
  • User Experience Validation: Validate and approve the overall user experience.
  • Budgeting and Funding: Finalize the budget for any rewards programs.
  • Temporary Workers Strategy: Ensure that temporary workers (including Contingent Workers, Temp Workers, Freelancers, Independent Contractors, Contract Workers, Seasonal Workers, Casual Workers, Gig Workers, Interim Workers, Project-Based Workers, On-Demand Workers, Agency Workers, Hourly Workers, Part-Time Workers, etc.) can engage without compromising legal and other considerations, such as FLSA compliance. Include them in the program only if these conditions are met.

Prepare

Preparation ensures that all necessary systems and communication plans are in place:

  • Early Adopters Uploaded: Integrate client early adopters or HR master data.
  • Access Rules: Establish user access rules.
  • Single Sign-On Configuration: Set up single sign-on for seamless access.
  • System Integrations: Implement relevant system integrations (HR/IT support required).
  • Communication Plan: Curate a communication plan with guidance from the client.
  • Communication Sequence: Establish sequences for pre-launch, launch, and post-launch communications.

Go Live

The go-live phase is critical for the successful launch of the platform:

  • Client Portal Kick-off: Officially kick off the client portal.
  • Portal Sanity Check: Perform a thorough check of the portal.
  • Go/No Go Decisions: Establish criteria for go/no-go decisions.
  • Preparations Review and Sign-off: Review all preparations and obtain sign-off.
  • Platform Launch Email: Dispatch the launch email to all users.
  • Office Hours: Schedule at least four office hours to create awareness and boost adoption.
  • SOP Published: Publish standard operating procedures for user support, project team support, SLA, etc.

Post Go Live

Post-launch activities are essential for maintaining momentum and addressing any issues:

  • Launch Review and Evaluation: Review and evaluate the launch process.
  • Train-the-Trainer Workshops: Schedule workshops to train internal trainers.
  • Support Plan: Create a support plan based on program evaluation.
  • Project Readout: Conduct a project readout to summarize the rollout.
  • Reports: Share 2-weeks, 1-month, and 1st-quarter reports.
  • Support Transition: Transition support responsibilities from the engineering team to the support team.