October 2017 | Workday Project Newsletter *Halloween special edition*

Change can be scary; meet the leaders aiming to ensure it's a treat, not a trick.

By Cecil Owens, Organizational Change Manager, Workday Project

Congratulations to the first of three classes to earn Prosci Change Management Certification!

Sixteen participants completed this three-day intensive program from September 6-8. The program certifies change professionals across a range of disciplines in the globally recognized Prosci Change Management methodology, equipping them to successfully manage the people side of change and therefore better position themselves to help their organizations achieve desired outcomes.

Forty-eight individuals in total from agencies across eight different budget program areas were nominated by their agencies’ leadership as a Change Leader to assist the Workday (formerly known as “HRIS”) Project. The eight program areas include: Administrative; Consumer & Business Services; Economic & Community Development; Education; Human Services; Natural Resources; Public Safety; and Transportation. The nominated individuals, along with other previously certified employees, will serve as Change Leaders for both their own agencies and other agencies within their respective program areas during Workday implementation and beyond, at their own agency's discretion. They will have the ability to utilize the PROSCI licensed change management tools and assist in leading state agencies through any significant change management challenges, including those unrelated to this project effort. 

Stay tuned for future class spotlights!

Background

Change management is the discipline that guides how we prepare, equip and support individuals to successfully adopt change to drive organizational success and preferred results.

Individual change management requires understanding how people experience change and what they need in order to change successfully. It also requires knowing what will help people make a successful transition: what messages people need to hear when and from whom; the optimal time to teach someone a new skill; how to coach people to demonstrate new behaviors; and what makes changes “stick” in someone’s work.

Organizational change management is a leadership competency for enabling change within an organization and is complementary to project management. Project management ensures your project’s solution is designed, developed and delivered, while change management ensures your project’s solution is embraced, adopted and used.

Class Participants

In order from left to right in the group portrait below:

• Shane Wallis, Business Training Lead (Content Instructional Design), Workday Project
• Jay Wayland, Business Consultant (Employee Processing) & Business Team Lead, Workday Project
• Jen Coney, HR Administrator, Oregon Youth Authority
• Krista Campbell, HR Director, Oregon Department of Education
• Lucy Gardner, Workforce Solutions & Leadership Oregon Manager, Department of Administrative Services
• Kim Dettwyler, HR Director, Oregon Department of Revenue
• Katelin Kannier, Deputy HR Administrator, Department of Fish & Wildlife
• Jefferson Vidal, Business Consultant (Performance Management / Learning Management), Workday Project
• Katie Gauthier, Legislative and Policy Coordinator, Oregon Parks and Recreation
• Jennifer Schierling, Organizational Change Manager, Workday Project
• Tammy Maddalena, Business Training Lead (Content Delivery), Workday Project
• Tracy Posey, Business Consultant (Reporting & Data Modeling / Diversity & Inclusion), Workday Project
• Leslie Anderson, HR Analyst, Department of Justice
• Cynthia Gregory, HR Employee & Labor Relations, Department of Human Services
  
• Dan Jones, Business Consultant (Health, Safety & Leave Management), Workday Project
• Cecil Owens, Organizational Change Manager, Workday Project
  

Shadow systems: as eerie as they sound

By Tracy Posey, Business Consultant (Reporting & Data Modeling / Diversity & Inclusion), Workday Project

Shadows, as illustrated to the left, can be an altered version of their sources. The same could be said for shadow systems. HR systems built over time to capture business processes and information that the legacy Personnel and Position Database (PPDB) system could not capture have been coined “Shadow Systems.” Shadow systems are unique to each agency and, once Workday goes live, may no longer be necessary. With a goal of one statewide human resource information system, Oregon state government is moving toward eliminating systems that contain functionality that is already available in Workday.  We have spent years and years capturing data and reporting from shadow systems – and we have struggled. We have struggled with maintaining consistent data and reporting across the enterprise and struggled with the costs of maintaining the systems, themselves. Once we roll out Workday, state government, as an enterprise, will be able to standardize and streamline the way it does business, as well as provide one source of truth for consistent agency and legislative reporting. What other additional benefits can you expect by reducing shadow systems? Reduced costs associated with maintaining dozens of shadow systems; Reduced duplicative data entry among related systems; and Reduced manual business processes. The following table illustrates the HR functionality found in agency shadow systems and its relationship to the Workday functionality we are implementing:

While it is highly recommended that agencies plan for the retirement of all HR shadow systems as soon as they possibly can, we know that the more shadow systems an agency is currently supporting, the more resources and effort it will take to decommission them. We expect that agencies may take a phased approach to eliminating their HR shadow systems, and, in the interim, extracted files from Workday will be used to support the remaining systems until they are ready for abolishment.

Graphic source: Iconka, SoftIcons.com

Workday Planning: a boo-tiful new vision for state government budget staff

By Sue Williams, Business Consultant (Position Data & Budgeting), Workday Project

On September 14, budget staff across the state tuned in to view a demonstration of Workday Planning, the module that will replace the Position Inventory Control System (PICS), a component of state government’s current human resource information system (HRIS) that will soon be replaced by Workday.

What is Workday Planning? Planning leverages Workday Human Resources data to generate budgets, forecasts and driver-based models through a collaborative and intuitive user experience. Planning also uses the Workday-embedded reporting as well as analytics that include the ability to “drill down” into other Workday elements: real-time data, utilization of audit trails within the workbooks and configurable dashboards that provide users with valuable data to manage their business.

Participants asked many thoughtful questions during the demonstration concerning very specific issues for state government. Because most of the answers to the questions are still being discussed and configured at this time, the Workday Project Team has captured those questions and will communicate responses when more information is available.

The general reaction to Workday Planning was positive and hopeful. There are many unanswered questions and issues to consider; however, this project will be a success due in large part to the talent of budget staff from across state government.

We recorded the demonstration, and state government employees can view the recording in iLearnOregon along with the slide deck displayed during the presentation. (When manually searching for the demo within iLearnOregon, use the phrase “DAS – CHRO – Workday Demonstrations” and click on the option with the type designated as “curriculum.”)

If you have questions about Workday Planning, contact Sue Williams, Position Data & Budgeting lead for the project, at Sue.J.WILLIAMS@oregon.gov.

Original photography by Anna King, Communications Coordinator, Workday Project

For more information about the project, please visit our website. Stay informed by following our Twitter feed and blog!