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What will you learn?This guide provides an easy-to-follow checklist for administrators. It outlines all six activities to complete in your current version of Growth Edition (GE), being referred to as GE 1.0, before your one week upgrade period. These tasks will help clients who use the Performance product to prepare and optimize your system to ensure a seamless transition to the new Growth Edition, GE 2.0. During your upgrade wave, Cornerstone will migrate your data over to GE 2.0.
All activities need to be completed in the given order before the upgrade process can start, e.g. report cannot be generated for archived rounds. The latest due date is: Friday 4pm PT before your one week upgrade period.
Activities to tick off: # STATUS ACTIVITY
✓ Choose an upgrade wave
1 Run all standard & custom reports
2 Check employees data for inactive users, invalid emails & test users
3 Check roles in GE 1.0 for content library migration in GE 2.0
4 Archive open review round (optional)
5 Submit wave preparation form when you're ready to go
6Notify your employees about the upgrade process, i.e. when GE 1.0 will be offline and GE 2.0 be ready.
Upgrade Admin Checklist
Growth Edition
Upgrade Waves One Week Upgrade PeriodExtended Wave II October 23-27, 2017
Submit form here after you've read the this checklist. Check out the Upgrade Resources page.
Run all standard and custom reports
Run all reports in GE 1.0 before you archive your round (Step 2). This will give you a complete export of all goal texts, completion statistic and custom data for your open round.
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Reports in GE 2.0 cover only the employee list and scores, goal and outcomes report, the completion data, and Goals and Competencies Score report. Please note that your custom reports will not be available in GE 2.0 at the moment you upgrade. Extending reporting capabilities is on the roadmap.
1. Login to GE 1.0 as an admin → https://performance.sonar6.com2. Access the reports tab.
3. Click on each displayed report, select the open round & save as an excel file on your local computer.
Please remember to run all reports BEFORE you archive your current review round as reports can only be generated for open rounds.
If you have already archived you round, please contact [email protected], they can run the reports for you.
WHAT?
WHY?
HOW?
Check Employee Data
As a next step, please check your employee data in GE 1.0 before it’s brought over to GE 2.0:
1. Identify Test Users for example: [email protected] In GE 1.0, it was common to create test users for training & troubleshooting. You will still be able to mimic into these test users; however, please assign a working email address to all test users. If using gmail, you can use the special format of [email protected]
2. Update Invalid Email Addresses for example: [email protected] Passwords in GE 2.0 can only be obtained via email, as such, it is vital that you ensure all employee email addresses are valid & working.
3. Review Inactive Users In GE 1.0, admins could mark a user as inactive to exclude them from a review cycle. We will migrate all inactive users across. Please check the status of all inactive users & make necessary changes before the migration.
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GE 2.0 offers a world-class security model. Passwords can only be obtained via email & as such it is vital that all users must have a valid & working email address.
It is important to confirm inactive users as the self-service feature to manage inactive users is not available. In the meantime, please contact [email protected] to reactivate a user.
We added a custom report to your system that highlights all users you need to check.
1. Login to GE 1.0 as an admin → https://performance.sonar6.com2. Access the reports tab.
3. Select the report “Migration Report - Check Employee Data”.
WHAT?
WHY?
HOW?
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4. Please run and download the resulting report to Excel. The report will highlight all users in orange that are worth to check as they are:
• test user or• have an invalid email address or• are inactive
5. To update the email address or change the user back to active please click on the admin tab,
select the people section and make the make the necessary changes in the people card.
Please remember the report does not capture all scenarios & it is YOUR responsibility as an admin to ensure ALL email addresses are valid.
Check Roles for Content Library Migration to GE 2.0
Please check all your roles & assign all relevant roles to at least one active user.
Changes to roles in GE 1.0 were cumbersome & versioning was a manual task. GE 2.0 is self-service, which allows management of roles & factors in an easy-to-use content library with automated versioning. The new content library in GE 2.0 will only show roles that are in use. In other words, any role you would like to continue to use in the next review round must be assigned to a current, active user in GE 1.0.
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The migration process will filter out all old roles or previous versions of roles that are no longer in use. This will streamline your new content library and make management of roles easier.
We added a custom report to your system to help you review your roles.
1. Login to GE 1.0 as an admin → https://performance.sonar6.com
2. Select the report “Migration Report - Check Roles”. 3. The report lists all roles in your system & indicates if they are in use and therefore available in
the new content library in GE 2.0.
4. To include additional roles in the migration to the content library, please click on the admin tag, select the people section, and add the role to any uses.
Roles are only filtered out for the content library. Historic data for all roles & all users are migrated fully → no data is lost.
WHAT?
WHY?
HOW?
Archive Your Open Review Round
Depending on your current review schedule in GE 1.0, please choose one of the following actions:
a) If your current round is complete in GE 1.0 or if you’d like to start fresh in GE 2.0: → please archive your open review round in GE 1.0 (this is our best recommendation to speed up adoption of the new tool)
b) If you are in the middle of your review round and you need to continue the process in GE 2.0 → DO NOT archive your open review round in GE 1.0 (we will migrate the open round and make it editable in GE 2.0)
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All your review data will be migrated for open rounds. However, the look & feel will be different as GE 2.0 offers a new user-friendly interface optimized for mobile devices. To make the transition easy, we recommend to close your open review round in GE 1.0 and start the next review cycle fresh in GE 2.0.
1. Login to GE 1.0 as an admin → https://performance.sonar6.com
2. Access the admin tab and click on the schedule section.
3. Please click the “Archive” button on the right-hand side to archive the open review round.
Please remember once you archived the review round in GE 1.0 you can no longer make any changes or edit review data in GE 1.0 → strictly read-only
WHAT?
WHY?
HOW?
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Ready to go? Submit wave preparation form here
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WHAT?
WHY?
HOW?
After you've completed the above steps, please submit form here. Cornerstone will get an email alert when you hit submit. Please select "Yes" under the form field called preparation completed. If you have questions, please select "Need Help" or simply email our Support team directly at [email protected].
Cornerstone is doing the majority of the work to upgrade you; however, we require that you review and complete the Admin Checklist to prepare for the upgrade and ensure your data and complete content library is successfully migrated correctly. As a partner with you in the upgrade, we want to know that you are prepared and ready to go!
Reminder to complete the admin checklist and submit the form by the Friday (4 pm PDT) before your wave. During the upgrade, your data is being ported over from GE 1.0 to GE 2.0 and you will not have access to Growth Edition.
Only one administrator within your organization should complete the Admin Checklist and submit the form to let us know that you are ready for the upgrade.
Additionally, we encourage you to review the Upgrade Resources for useful transition guides and much more!
Following the upgrade, your GE 1.0 system can be made available in read-only for comparison. Please email Support no later than November 27th for access to GE 1.0. Access to the former system will be fully retired on November 31st, 2017 and client access will be termianted. However, the most convenient way is to print copy of data from GE 1.0 before the one week upgrade period and use that as reference to compare and validate data between GE 1.0 and GE 2.0.
Notify Employees about the Upgrade Process
Please see below for the detailed timeline of the upgrade week. Leverage these email templates.
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Transparency is key for a successful upgrade. Employees and managers need to be aware of the individual stages & timelines. This will ensure that users know when to stop editing / access GE 1.0 and when their data is ready in GE 2.0. Please find below a powerful graphic that shows the individual upgrade steps from a high level perspective.
Use these sample email templates. All upgrade resources available here. This includes the data upgrade guide, manager transition guide, employee transition guide, and other helpful resources to share with your team.
WHAT?
WHY?
HOW?
WHEN? WHAT WILL HAPPEN?
WEEK BEFORE THE ACTUAL MIGRATION
Complete Admin Checklist The latest due date to complete Admin Checklist is: Friday 4 PM PT before your wave. Send email to employees to alert them that Growth Edition will be unavailable during the migration to the newer version. They will need to stop entering data and log out of GE 1.0.
UPGRADE WEEK: SYSTEM DOWNTIME BEGINS FRIDAY 4PM PT
GE 1.0 will be shut down.Users will NOT be able to access the system, including administrators. Any users who are still logged into the system will be logged out automatically and their progress lost.→ It is vital to complete this Admin Checklist by Friday 4pm PT before one
week upgrade week for this reason.UPGRADE WEEK:MONDAY - FRIDAY The fully automated upgrade and testing process will be executed.
POST UPGRADE WEEK:SUNDAY 5 AM PT
GE 2.0 will be ready for access including all migrated data for historic and open rounds.
POST UPGRADE WEEK:SUNDAY 5 AM PT
GE 1.0 will be ready for access again & be read-only. All admin rights will be removed to prevent changes to the GE 1.0 system. Following upgrade, please email Support here if you want to request GE 1.0 read-only access that is valid for one week.
UPGRADE COMPLETEReview your data in GE 2.0 and optimize your portal. Then, send an email to employees with information about how to reset their password and login to the new Growth Edition. Admins, reference the Account Reset guide here.
Click here to calculate time conversion.
Your Upgrade Journey
DECIDE • Select your upgrade
Wave• Confirm Wave by Dec.1
2016• Questions? Email [email protected]
TRAIN • Get familiar with GE 2.0• Review Upgrade Training
Materials • Office Hours
PREPARE • Complete GE 1.0 Admin
Checklist, click here• Prepare your end users• Leverage Email Templates• Attend Webinars
GET UP & RUNNING• Access to version 2.0 (Sunday 5 am PT)• Read Welcome to GE 2.0 Email • Review data migrated from GE 1.0 to 2.0• Customize Settings• Send Account Reset email to
users (Forgot Password link), see guide
• Leverage Email Templates
OPTIMIZE • Onboarding Emails• Join hands-on workshop: Admin 201 Training • Global Product Support• Office Hours• Client Success Center
PORTAL UPGRADE
UPGRADE WEEK • SYSTEM DOWNTIME: No
access to version 1.0 (Begins Friday 4pm PT)
• Attend Webinars• Review Upgrade Training
Materials • Leverage Email Templates
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