One, Two, Three – Go Live!Secrets to a Successful Enterprise

Workforce Recognition Launch

Meet the Presenters

Kimberly AbelVice President, Employee SolutionsMaritz Motivation Solutions

• 20+ years of Enterprise Employee Recognition Program Development

• Led development and delivery for 8+ Enterprise Recognition and Reward Systems

• Serviced dozens of Fortune 100 clients

• Clients have Award Winning Programs

• Believes in:

– “Making the World a Better Place to Work”

– “Proving the Value”

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Meet the Presenters

Beth Schelske & Stan StrikerVice Presidents, Client ServicesMaritz Motivation Solutions

Beth Schelske and Stan Striker have more than 50 years of combined experience in operational excellence leadership roles, have managed hundreds of program launches and are passionate about workforce recognition.

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Agenda• How Did We Get Here?

• Characteristics of An Enterprise Workforce Recognition Launch

• Setting Up the Project for Success – The Project Team

• Keys to Selecting the Right Launch Partner

• Budgeting, Financial Management & HR Policies Best Practices

• Global Implementation Considerations

• Benefits of Using an Ambassador Network

• The Importance of a Sustainment Plan

• Summary

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How Did We Get Here?

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Learning

Decentralized Programs A Centralized Approach

Characteristics of Enterprise Platforms

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Peer-to-Peer

Safety

Manager Training

Service Awards

Retirement

OperationalExcellence

Sales Incentive

Health & Wellness

EnterpriseRecognition

System

Sales Incentive

Safety

Spot Recognition

Service Anniversary

Ideas & Innovation

Peer-to-Peer

Wellness

Recognition

E-Cards

Nomination

Best of the

Best

Surveys

Quizzes

Point Loads

Discretionary

Service

Anniversary

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Characteristics of Enterprise Platforms—A Digital Experience

Award CodesCustomer

Recognition

WellnessContest

Creator

Characteristics of Enterprise Platforms – Role Based

PERFORMER

• Program Content & Information

• Newsfeed & Friends

• Reward Zone™

• Personal Profiles

• Program Communications

MANAGER

• Connections Toolkit

• Manager Tools & Dashboards

• E-Learning Modules

ADMINISTRATOR

• Program Design Wizards

• Administration Tools

• Reporting & Dashboards

• Budget Management Tool

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Poll #1

Where are you in the launch process?

RESEARCHING EVALUATING PARTNERS

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EARLY STAGE LATE STAGE/POST-LAUNCH MIGRATION/RE-LAUNCH

Characteristics of an EnterpriseWorkforce Recognition Launch

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Implementation

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• Program Design

• Employee Data File

• Site Layout/Content

• Site Rules

• Custom eCards, Certificates & More

• Rewards Mall Setup

• Based on Scope

• CAT

• Site Access

Inputs Required

Timing/Process

Recommended Support Services• Transition Plan• Communications Plan• Recognition Training

Setting the Project Up for Success:The Project Team

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Suggested Corporate Workforce Recognition Project Team

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Role Typical Team

Project OwnerOwns project. Central coordination and keeper of the project plan.

Project Owner (HR)

Recognition Program OwnersProvide guidance on program structure, rules, workflow

Program Owners

Launch & Site CommunicationsDirection on communication guidelines, messaging and available mediums

Marketing & Communications

Platform Rules & PoliciesCore platform rules, employee issues

Human Resources

Financial Policies & ProceduresBudgeting, taxation, reporting for imputed income.

Finance

Communicators, Excitement Builders, Change LeadersAmbassadors, Advisors,

Executive Sponsors

What is Your Role?

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HR – Corporate Recognition

• Create/Sustain Solution

• Develop/Manage Infrastructure

• Define Recognition Strategy& Plans

• Select & Manage Recognition Partner

HR Generalists

• Apply Solution Framework

• Align Recognition with Goals

• Build Awareness of Recognition Tools

• Build Employment Brand

Business Units

• Set Goals

• Program Management

• Identify Processes/Metrics/Behaviors

Managers

• Communicate Performance Expectations to Teams

• Track Performance

• Use Tools to Reinforce/Recognize/Reward

Customer Satisfaction

Partner Project Team

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Account Executive

Responsible For Business

Relationship

Solutions Design

Site Configuration,

Program Design, Communications

& Training

Onboarding Engagement

Manager

Schedule, Status Reports, Implementation

Meetings

Implementation Manager

Data File, Site Content, Functionality

SME

Account Manager

Ongoing Day-to-Day

Support Post Launch

Subject Matter Expertise

Analysts, Consultants,

Thought Leaders

Customer Support

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Client

Account Executive

Engagement Specialist

IT Team

Reward SphereCatalog

Dedicated CSR2nd Tier Support

Specialists

• Project management• Manages implementation of

engagement experience• Overall program coordination

through “Go Live”

• Single point of contact with client• Overall responsibility for program delivery• Coordinate availability of internal resources• Account reviews

• Infrastructure• Special services• Billing/invoicing• Shipping• Survey design• Concierge• Learning

• Thought leadership

• Solution development

• Total recognition strategy & plan

• Training• Program design

• Design labs• Motivation

insights• Communications• Analytics

• Catalog set-up• Special orders• Concierge services

The MaritzInstitute

SolutionServices

• Dedicated customer service rep (CSR)

• Order status• Login/password• Tier two technical

support

Keys to Selecting the Right

Workforce Recognition Partner

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Looking at Suppliers as Partners

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Develop the Right Solutions

ThoughtLeadership

Confidence Implementation

Lifecycle Communications

Campaign Management & Media Services

Educate Managers/Leaders

Training Services

Scalable Infrastructure

System that Works & Great User Experience

InspirationVast Award Selection

Employee Satisfaction

ProgramPulse Checks &

Customer Service

QuestionsGet Answered

Account Managements

& Support

Data On Demand Robust Reporting

How WellPrograms Work

Insight/ROI Analysis

Typical Partner-Supplied Launch Tools

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Program Inventory Workbook:Document all current and future state programs

Change Matrix: Identifies “existing” vs. “future” migration plans, as well gaps to manage change

Onboarding Checklist: Comprehensive checklist of all onboarding activities

System Templates: Related system templates, such as data files or program designs

Project Plan: A launch schedule to assist planning and milestone management

Status Notes/Issues Log:Ongoing status notes/issues log to document discussions/open items

Poll #2

What is your primary criteria for selectinga workforce recognition partner?

THOUGHT LEADERSHIP TECHNOLOGY PLATFORM

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LAUNCH/OPERATIONS EXPERTISE AWARD OFFERING PRICE

Budgeting, Financial Management

& HR Policies Best Practices

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Recognition Growth Index

Where are you?

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EARLYEarly Growth

» Identify Need

• Speedy, Tactical Design

• Uncoordinated, Ad-Hoc Programs

• Unbudgeted

• Not Aligned to Corporate Strategy or Brand

Number of Programs: Up to 5

INTERMEDIATE

Intermediate Growth

» Set Infrastructure» Efficiency

• Investment in Automation

• Consolidated Reward Spending

• Integrated Communications

• Foundational Tracking, Reporting and Accountability

Number of Programs: 5-20

MATUREMature Growth

» Set Infrastructure» Efficiency

• Workforce Recognition Strategy and Goals in Place

• Robust Program Portfolio

• Smart Program Design

• Training and Learning Tools Available

• Leader Led with a Focus on Inclusiveness

• Basic Success Metrics

Number of Programs: 20-40

MASTERY

Master Growth

» Achieve Constant ROI

• Creation of “Habit Engines”

• Use of Game Mechanics

• Infusing Work with Meaning

• Harnessing Performance and Recognition Big Data

Number of Programs: 40+

In a Perfect World…Your company has acentralized recognition budget

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Definition: Centralized Recognition BudgetA budget allocated at the Corporate level and shared across all the various groups in the organization; allows a dollar allocation to be available to ALL employees

ONE person decides how to use the budget

The Reality…

Finance$100,000

IT$200,000

Sales$150,000

Company Assigns Budgets

These groups all want to run programsspecific to their department.

Not funded by the Centralized Recognition Budget

Budget must come from each department

Centralized Recognition

Budget$1,000,000

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Each Department Pays into Centralized Liability Account

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Definition: Centralized Liability BudgetA liability occurs when reward points are issued to a participant. This liability must be paid at the point of redemption using the Centralized Liability Account.

All Groups Are on the Same Platformwith Programs Managed by MANY Groups…

ProgramPoints Awarded

in $Who’s Budget?

Nomination $20,000Centralized Recognition

Budget

Sales $10,000 Sales Budget

Marketing $5,000 Marketing Budget

IT $15,000 IT Budget

A Decentralized Approach

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• Multiple people responsible for budgeting• Unequal distribution of rewards… some will

receive none and some will receive many• Challenging to track to ensure “recognition equity”

Finance$100,000

IT$200,000

Sales$150,000

These groups all want to run programsspecific to their department.

Centralized Recognition

Budget$1,000,000

Employee Taxation Model

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Employee Redeems points

If Employee leaves, then

receive default gift

Partner invoices Company for redeemed goods

Employee awarded points

Company reports cash value of points awarded as compensation

and taxable event occursEmployee redeems points

Partner invoices Company for redeemed goods

Employee awarded points

Company reports cash value of points redeemed as compensation

and taxable event occurs

Option 1: Point Issuance Option 2: Point Redemption

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*Grosses up = The Company decides on a fixed gross up percentage such as the supplemental tax rate or 28%, 35% or some other arbitrary figure that the company feels it can afford to offset the taxes associated with the award. **Disclaimer: Maritz is not providing you with tax advice. Please consult a tax professional for advice.

Taxation Next Steps

Define your organization’s approach to employee rewards

Work with your internal groups such as legal, payroll or compensation to understand how your organization interprets IRS tax codes on Employee Fringe Benefits

Determine the rewards you want to give and how the interpretation applies to the rewards

Establish work flow processes to support your organization’s approach

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Global Implementation Considerations

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Benefits of an Ambassador Network

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The purpose of an Ambassador Networkis to provide a working structure

for local ownership of workforce recognition.

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Building Your Network

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Characteristics

•Representative of different divisions or work groups

•Cultural role models

•Champion of workforce recognition

•Have time/bandwidth to support the effort

•“Doers”

•Oriented to continuously improve or evolve a solution

Typical Structures

•Connect to designated HR leader

•Connect to appointed/elected leader

•Connect to designated workforce recognition champion

Roles & Responsibilities

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• Support program design/toolkit process

• Become a resource or trainer for workforce recognition concepts

• Become a “go to” resource or trainer for program rules, policies or processes

• Serve as a local program administrator

• System administration

• Reporting

• Analysis

• Become a resource or trainer for tool elements (i.e. system functionality, demos, etc.)

• Determine program metrics/reporting for local leadership/groups

• Facilitate local communications, events, celebrations and promotions

• Ensure any program timelines/deadlines are communicated and/or met

• Provide recommendations for appropriate program enhancements or changes

• Administer local surveys for program effectiveness

Poll #3

What type of ambassador networkdo you have in place?

FORMAL INFORMAL NONE

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Importance of a Sustainment Plan

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“Success doesn't necessarily come from breakthrough innovation but from flawless execution.

A great strategy alone won't win a game or a battle; the win comes from basic blocking and tackling.”

~ Naveen Jain

3 Elements for Sustainment

Program Pulse Checks – Feedback

Communications & Training

Reporting

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Summary

•How Did We Get Here?

•Characteristics of an Workforce Recognition Launch

•Setting Up the Project for Success: The Project Team

•Keys to Selecting the Right Launch Partner

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Summary

•Budgeting, Financial Management & HR Policies Best Practices

•Global Implementation Considerations

•Benefits of an Ambassador Network

•The Importance of a Sustainment Plan

Poll #4

Please rate today’s content

EXTREMELY USEFUL VERY USEFUL FAIRLY USEFUL NOT VERY USEFUL

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For a complimentary Technology Checklist for Workforce Recognition please email: recognition@maritz.com

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Thank you for participating!