The first step to a successful automation project is to develop a project plan which should cover all activities involved in the process. All material and labor should be listed with estimated time lines and assigned responsibilities. Below is a checklist which covers all major areas of the project:

Planning Checklist

1. Staffing Software Selection
Your team will need to select the staffing software since different software solutions require different hardware. Many software programs will not operate in a peer-to-peer network thus requiring the purchase a network server.

2. Hardware & Network Provider
Once software is selected you should engage a local hardware and networking team. After proper consultation all necessary cabling, hardware and associated software is purchased and scheduled for installation.

3. Internet and fax solution
Your vital links to electronic data will be made via an Internet connection and electronic faxing. A wide variety of solutions are available from simple desktop products to Internet and fax servers. Your office traffic, budget and ability to handle sophisticated equipment should determine the right solution. You should do some reading on the subject and also listen to your hardware/network provider or a qualified consultant.

4. Database Layout and Setup Prep
Most staffing software programs offer the user a variety of options related to how the program will function. A planning session should cover your preferences and your supplier should answer how the system will address your needs. Once the system layout is agreed upon you or your supplier should prepare a document which covers all key points.

5. Software Setup
Once everyone is happy with this database we send out our TTrax Setup Kit with your dictionary and hopefully coordinate with your computer setup person to schedule the setup.

6. Training
Now you are ready for training. There is a wide variety of training methods used in the industry, ranging from on-site sessions to remote classes. It is often beneficial to spread the training over an extended period to avoid being overwhelmed during your introduction to a system. Additionally, you should schedule training close to the time when you will actually have access to your system. If you are loading a database that may take two to four weeks to reach a usable size it is advisable to train after the database is loaded.

7. The Database
There are two ways to establish a working database: by converting an existing database or by building one through an input process. The advantage to a conversion is that you can be up and running with useful data in short order. The disadvantage is that the data fields may not match up with your new program.

Database conversion

Most companies that sell staffing software provide conversion services. The cost and time required to complete the conversion can vary greatly. Generally speaking, data stored in an open (non-proprietary) database is easier and less expensive to convert. Most conversions can be finished in a matter of weeks.

Building a Database

Once trained, the Input Person should be tasked to load a certain number of candidates and clients daily since the system is of little use until a meaningful number of records are online. Normally this is all most active clients and one to three thousand candidates.

8. Follow-up
This process should get you up and running. Over the following weeks we will be working to make sure the office is progressing. We hope you read the user guides, but at the same time feel free to call us if you are stuck or don't understand anything.

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