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Toolkit > Implementation Preparation

Your Roadmap to Success

Here we guide you through the essential steps of your ELMO implementation journey. From building your team to preparing your data and setting the stage for launch, we'll equip you with the knowledge to make informed decisions and maximise the value of your ELMO solution.

Whether you're new to HR software or a seasoned professional, this guide will help you navigate the process with confidence and set your organisation up for success.

Equip Your Project Team

1 Designate a Project Lead
2 Identify your key stakeholders
  • Decision makers
  • Data preparation experts
  • Change Managers
  • Subject Matter Experts:
    • Payroll
    • IT
    • Talent Acquisition
    • Learning and Development
  • Pilot testers
3 Complete ELMO Academy training modules Note: Access to the ELMO Academy is exclusively available to customers who have been onboarded.
4 Familiarise with ELMO Resources
  • Explore ELMO Help Centre
  • Further explore the Implementation Toolkit
  • Manager User Guide
  • Employee User Guide
5 Assign Roles and Responsibilities
  • Define team member roles
  • Clarify implementation responsibilities
  • Conduct Skills Assessment:
    • Evaluate your team’s current skills
    • Identify knowledge gaps for targeted training
6 Gather and Review Relevant Documentation
  • Collect existing templates:
    • Appraisals,
    • Forms,
    • Policies,
    • Course Content,
    • Onboarding Workflows,
    • Interview Guides,
    • Job ads
  • Determine what to migrate to your new ELMO system
7 Review Existing Processes
  • Document current HR workflows
  • Identify areas for improvement
  • Ensure ELMO alignment with organisational needs
8 Set Clear Objectives
  • Establish implementation goals
  • Align with broader organisational objectives
9 Develop a Change Management Strategy
  • Plan communication for organisational changes
  • Prepare to address potential resistance
10 Prepare and Cleanse your Data
  • Extract and clean your user data
  • Remove duplicates and anomalies
11 Build Your Libraries
  • Job Roles
  • Position
  • Department
  • Location
12 Attend your Kick off Meeting
13 Map Roll-Out Strategy
  • Plan your business-wide or stakeholder launch
  • Map out training for end-user groups
  • Implement change management activities
  • Leverage ELMO-provided user guides and training content
14 Conduct Thorough Testing
  • Configuration review by your team
  • Prepare your team for pilot testing
  • Use this time to develop expertise to support end-users
  • Pilot testing ensures all systems go

Building Your Dream Team

The Foundation of Success

A successful ELMO implementation starts with assembling the right team. Below we outline your organisation’s and ELMO’s key roles and responsibilities, ensuring a smooth and efficient implementation process.

Your Implementation Champions

1 Designate a Project Lead
2 Identify your key stakeholders
  • Decision makers
  • Data preparation experts
  • Change Managers
  • Subject Matter Experts:
    • Payroll
    • IT
    • Talent Acquisition
    • Learning and Development
  • Pilot testers
3 Complete ELMO Academy training modules Note: Access to the ELMO Academy is exclusively available to customers who have been onboarded.
4 Familiarise with ELMO Resources
  • Explore ELMO Help Centre
  • Further explore the Implementation Toolkit
  • Manager User Guide
  • Employee User Guide
5 Assign Roles and Responsibilities
  • Define team member roles
  • Clarify implementation responsibilities
  • Conduct Skills Assessment:
    • Evaluate your team’s current skills
    • Identify knowledge gaps for targeted training
6 Gather and Review Relevant Documentation
  • Collect existing templates:
    • Appraisals,
    • Forms,
    • Policies,
    • Course Content,
    • Onboarding Workflows,
    • Interview Guides,
    • Job ads
  • Determine what to migrate to your new ELMO system
7 Review Existing Processes
  • Document current HR workflows
  • Identify areas for improvement
  • Ensure ELMO alignment with organisational needs
8 Set Clear Objectives
  • Establish implementation goals
  • Align with broader organisational objectives
9 Develop a Change Management Strategy
  • Plan communication for organisational changes
  • Prepare to address potential resistance
10 Develop a Change Management Strategy
  • Extract and clean your user data
  • Remove duplicates and anomalies
11 Build Your Libraries
  • Job Roles
  • Position
  • Department
  • Location
12 Attend your Kick off Meeting
13 Map Roll-Out Strategy
  • Plan your business-wide or stakeholder launch
  • Map out training for end-user groups
  • Implement change management activities
  • Leverage ELMO-provided user guides and training content
14 Conduct Thorough Testing
  • Configuration review by your team
  • Prepare your team for pilot testing
  • Use this time to develop expertise to support end-users
  • Pilot testing ensures all systems go

Pro Tip: Early designation ensures smooth sailing!

Your ELMO Support Squad

Role Responsibilities
Dedicated Implementation Consultant(s)
  • First point of contact during implementation
  • Conduct initial discovery discussion
  • Provides access to learning pathways and key documents
  • Supply system supporting documentation
  • Supports your configuration decisions
Systems Trainer & Academy
  • Deliver online learning (e-learning modules and short video tutorials)
  • Facilitate ePractical sessions
Config Class Facilitator
  • Provide configuration guidance throughout Config Class and guided pilot
Account Manager
  • Manage relationship post go-live of your first HR module
  • Ensure ongoing ROI on ELMO solution
  • Serve as contract point of contact
  • Handle additional module enquiries and demonstration
Support Team
  • Serve as point of contact for technical queries post-implementation

Craft Your Digital Welcome Mat

Preparing Your Dashboard for use as a Central Communication Hub

Your ELMO dashboards are powerful communication tools that set the tone for your employees’ experience. It’s crucial to prepare these digital spaces before launch to ensure they effectively engage and inform your team from day one.

Employee Dashboard:
Your Organisation’s Central Communication Hub

Transform this dashboard into a dynamic and informative space:

  • Engage & Inform:
    • Plan regular announcements for new starters
    • Schedule key organisational updates
    • Create quick links to essential resources (e.g., HR policies, IT support)
  • Customise for Impact:
    • Design eye-catching banners for important messages
    • Incorporate your company branding for a cohesive look
    • Set up widgets to display relevant, real-time information

Onboarding Dashboard:
Making First Impressions Count

Craft this dashboard to create excitement and set clear expectations:

  • Create Anticipation:
    • Introduce key people with photos and brief bios
    • Showcase company culture with images of facilities and social events
    • Highlight upcoming onboarding activities
  • Communicate Values:
    • Display your company mission and values prominently
    • Create a “What to expect on your first day” guide
    • Include a welcome message from leadership

Pre-Launch Checklist:

  1. Review and update all content for accuracy
  2. Test all links and ensure they lead to the correct resources
  3. Gather feedback from a test group on dashboard usability and appeal
  4. Plan a content update schedule to keep information fresh post-launch

By thoughtfully preparing these dashboards before launch, you create an engaging, informative, and welcoming digital environment that will help drive adoption and enhance the employee experience.

Launch with Confidence

As you approach the final stages of your ELMO implementation, ensure everything is in place for a successful launch:

Empower Your Users

  • Leverage ELMO-provided user guides and training content
  • Conduct targeted training sessions for different user groups
  • Create quick-reference guides for common tasks
  • Set up an internal knowledge base for FAQs and best practices

Final Checks

  • Review your Digital Welcome Mat (Employee and Onboarding Dashboards)
  • Ensure all necessary data has been cleansed and imported correctly
  • Verify that all libraries (Job Roles, Positions, Departments, Locations) are up to date
  • Perform a final round of user acceptance testing

Communication Plan

  • Prepare launch announcements for different stakeholder groups
  • Create a timeline for phased communications leading up to and after launch
  • Develop a FAQ document addressing common user concerns
  • Set up multiple feedback channels for users to report issues or suggest improvements

Go-Live Support

  • Establish a dedicated support team for the initial launch period
  • Create an escalation process for critical issues
  • Schedule daily check-ins with key users and stakeholders during the first week
  • Plan for quick-win enhancements based on initial user feedback

By focusing on these key areas, you’ll ensure a smooth transition and maximise user adoption from day one. Remember, your ELMO support team is here to assist you throughout the launch process.

Ready to transform your HR processes? Let’s embark on your ELMO implementation journey together!