January 2018 | Workday Project Newsletter

The countdown to Workday go-live begins

By Himalaya Rao-Potlapally, Project Intern, Workday Project

Want to track the status of the Workday Project? The road map below outlines the project team's journey to go-live in June including the groups we will engage with at each step of the way. Click on the road map to access a larger, PDF version that you can save, bookmark or print!

Coming soon: 'Change Management for Managers' workshop

By Tammy Maddalena, Business Training Co-Lead, and Cecil Owens, Organizational Change Manager, Workday Project

Managers play the most critical role in leading individual employees and organizations through change. The Workday Project’s upcoming workshop, “Change Management for Managers,” focuses on the power of individual coaching, the idea that managers are “employees first” and techniques for managing and leading change.

As part of this one-day program, participants will contribute to numerous discussions, activities and break-out sessions. Hearing actual business cases happening in agencies, boards and commissions will provide attendees meaningful context. Participants will learn how to ask powerful questions and coach their staff, allowing all members of their respective organizations to recognize and understand their own successes, challenges, opportunities, and even the need for change. Learning to coach employees and ask the right questions serve as critical tools that managers need to use in order to help employees create and implement organizational solutions. The workshop’s goal is for participants to create plans to help lead successful change management efforts within their organizations.

In addition, the project will provide Train the Trainer sessions between February and March of 2018. Train the Trainer attendees will take workshop content back to their agencies. Your Workday Project agency readiness contacts (ARCs) will distribute more information about these sessions in the coming weeks. For those interested in participating, please contact the Workday Project team at chro.hris@oregon.gov.

Big data collection means big step toward system configuration

By Twyla Lawson, Business Change Manager, Workday Project & Legacy HR Systems Manager

In early December, agency readiness contacts (ARCs) diligently helped us collect important organizational information regarding supervisory relationships and employee work locations across the enterprise. We needed this information for the next step in setting up the data for implementation of the Workday system. Believe it or not, state government had the ability to report on who reports to who within state service, but we didn’t have unit names, division names or official work addresses. Until now!

To help accomplish this, the Workday Project partnered with the DAS Chief Financial Office's Capital Finance & Facilities Planning group, which also needed to capture work location data for its efforts related to state property use. Capital Planning, with a GIS (Geographic Information Systems) tool, helped the project team create an application (available on both computers and smartphones) to collect the needed information.

ARCs used the application to collect data for over 75 percent of agencies. Of the over 40,000 state employee records, approximately 6,500 were collected directly through the application. The remaining agencies submitted data through a combination of application and spreadsheet data. The graph below outlines the bulk of data submissions over a two-week period.

Together, within a four-week period, we were able to not only collect the data, but also prepare it for our Workday implementation team (IBM). The Workday Project team thanks all of its ARCs and those who helped with this important effort. A special shout out goes to the Department of Fish and Wildlife and the Department of Education, whose data came in on time and with exceptional quality. 

Getting this initial data collected was a significant effort, but it does not stop at collection: the next step is to work closely with ARCs to ensure that the data is as clean and complete as possible before go-live. Clean and complete data will ensure that business processes have the correct supervisory paths, reporting relationships and much more. Here’s a sneak peek of what state government's data will look like in an org chart view. So exciting! 

Project overlap is totally a thing, and we're here to clarify it

By Joyce Martinez, Project Manager, Workday Project

The TAMS (Time and Attendance Management System) Project, spearheaded by Oregon Department of Transportation (ODOT), will roll out to four agencies beginning later this year. The four agencies include ODOT, Department of Aviation, Department of Agriculture (ODA), and Department of Environmental Quality (DEQ). The TAMS Project is also referred to as "Kronos," the name of the software system the project will implement. Kronos' first go-live is with ODOT during December 2018. 

Click on the visual below to read a brief summary of the unique and duplicated functionalities provided by the systems at the core of the Workday and TAMS projects.

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