Workday Project Newsletter: March 2018

March 2018 | Workday Project Newsletter

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The countdown begins! Workday launches modern technology this summer!

By Himalaya Rao-Potlapally, Change Management Intern, Workday Project

Two things many people are often uncomfortable with are change and technology. So what happens when you combine them? Well, all of us here on the Workday Project team are working to ensure that our employees are prepared for this big change. In case you've missed out on our previous communications, Workday will replace our enterprise-wide HR and position budgeting systems, as well as the way people apply for our jobs, but this implementation affects a lot more than it sounds - it will affect ALL state government employees. Some highlights of this big technology change are reflected in the infographic below:

Lightbulb infographics

It's about time we trained employees "just-in-time"

By Kairis Cummings (Training Developer, IBM), Miguel Mendez (Business Transition Trainer, Workday Project) and Cecil Owens (Organizational Change Management Lead, Workday Project)

Training is coming, “just-in-time!” With the long sought after upgrade to a modern human resource system, Workday, comes an uncommon approach to training in state government. As an enterprise, we have grown accustomed to traditional training where everyone is trained on a new system months ahead of implementation. Historically, once the new system was implemented, some employees have struggled to remember what they learned during training because of the amount of time that had passed without any practical application.

Just-in-time training is not a new training theory; in fact, the concept originated from Toyota’s revolutionary just-in-time manufacturing process. Utilizing this method will help us ensure that state government employees and job applicants have the information they need to be successful “just in time” for Workday implementation. Research shows that utilizing the just-in-time methodology increases productivity (including accuracy), creates more engaged employees and increases knowledge retention. According to research published by CEB (Corporate Executive Board, a Gartner, Inc. affiliate), as of 2014, 57 percent of employees expect to undergo training just-in-time or as needed. According to a Bersin (a Deloitte affiliate) report published in 2015, today’s employee has less than one percent of the working week to dedicate to learning. This means if you want to grab employees’ attention and keep them engaged in learning a new system or process, trainers will have to provide access to concise training opportunities much closer to the implementation of a new way of doing business. 

Just-in-time training is a teaching method employed in many professions. It may teach diverse things, but the underlying philosophy is that it is best to train employees for some types of work just before they will perform that work. Training that takes place “just-in-case” or at some point well before the business change is established is likely to be partially forgotten and, if so, require brush-up training or relearning methods. If just-in-time training is used instead of the training traditionally used by state government, the likelihood of employees forgetting what has been learned is decreased.

Workday is intuitive, so much so that it only makes sense that the enterprise utilizes just-in-time training before, during and after Workday goes live.

Think about it: Did anyone show you how to use Facebook, Amazon or online banking? The answer is most likely, "no." If you had questions on how to navigate any of these popular sites, they most likely offered some sort of on-demand self-help such as short how-to videos or concise FAQs.

Training for the Workday system is also a bit unique in that it is all based on a user’s security role(s). Essentially, security roles determine what system permissions a user will have and to what information they will have access. Unlike the current system, permissions within Workday are not based on job title, but rather by the responsibilities that a specific user is assigned. For several reasons – like job duties, agency structure, etc. – one employee may have more than one security role, and therefore need to complete more than one Learning Plan (one for each security role).

Employees can look forward to various combinations of step by step instructions, video simulations, instructor and virtual led courses, and quick reference guides, depending on their respective learning plans and security role(s). The Workday training unit is currently working closely with the project team's subject matter experts to ensure that all employees have role-based training fully developed before Workday goes live.

Each employee will be assigned a Learning Plan(s) (based on assigned security roles) that will provide a series of Workday functionality-geared learning topics developed to match their job responsibilities. Based on this, employees will be asked to complete training that will best enable the appropriate knowledge transfer.


Are you ready for Workday?

Click on the screenshot above to visit the actual Workday log-in page! Believe it or not, this is taking one step toward preparing yourself for the new system's implementation this summer. If you experience any challenges with accessing the log-in page, please notify your Agency Readiness Contact as soon as possible. Thank you for helping us ensure you are ready for Workday! Please note that some elements of this page are a work in progress.

Business processes and the Workday system

By Shane Wallis, Business Training Lead (Content Instructional Design), Workday Project

You may have heard about Workday’s “business processes.” As technical as the term sounds, they’re really nothing to be scared of.  In fact, you are already a part of business processes every day. A “business process” is simply the combination of all the steps it takes to complete a body of work from the beginning to the end. Today, many of your business processes rely on pieces of paper being filled out and then routed to someone else to take action. This work can be hard to track and can take lots of time to complete. Workday will simplify many business processes by automatically sending work to the next person who needs to take action on it and notifying the recipient that the work is waiting for them. Click on the thumbnail below to launch a video intended to help you understand how business processes will be easier to maneuver in Workday.

 This video is also available in iLearn for those who do not have access to YouTube.


BP YouTube

Monthly OCM update: Workshops and then more workshops

By Himalaya Rao-Potlapally, Change Management Intern, Workday Project

March has been a busy month for the Workday Project Team's Organizational Change Management (OCM) unit! Recently, the project team completed the second of several rounds of data validation. We have also started our Train the Trainers workshop series that has been an incredible success. More than twenty leaders across state government have received training in how to manage change and ensure that the enterprise remains competitive as an employer. We have just begun the end-to-end testing phase of the project! This phase will give us the ability to see that Workday is properly configured for the specifications needed in order to execute our business processes properly.

Over the next month, we are looking forward to developing individual learning plans for Workday roles. The project team will create 6-12 types of base learning plans to send to agencies, boards and commissions. We will then refine these plans and roles based on individual agency needs. We have also received, and are in the process of reviewing, feedback from our first Business Process Workshop. Based on this, we intend to revamp the Business Process Workshop series to include more tangible knowledge that is of the highest value to participants. This will also coincide with our next phase of accessing the Workday training "tenant" (in other words, "an instance of the Workday software" for training purposes) in April. This tenant will allow us to show data that applies to our business processes in real time as they will appear at go-live.

March CN Meeting

Kaci Bartholomew (Senior HR Business Partner, Employment Department) shares her change management experiences as an Agency Readiness Contact for the Workday Project during the Change Network's March meeting.


Agency Readiness Contacts:

Bersin report:


"Business Processes and the Workday system" YouTube video:

CEB report:

Change Network:

"DAS - CHRO - Workday Business Processes & Roles" iLearn video:

OCM unit:


Website: (

Workday log-in page:

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