|
March 2018 | Workday Project Newsletter
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:
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.
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.
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.
Hyperlinks
Agency Readiness Contacts: http://www.oregon.gov/das/HR/Documents/Workday%20-%20agency%20readiness%20contacts.pdf
Bersin report: http://blog.bersin.com/predictions-for-2015-redesigning-the-organization-for-a-rapidly-changing-world/
Blog: https://workdayoregon.blog/
"Business Processes and the Workday system" YouTube video: https://www.youtube.com/watch?v=D4roNbBiInE&list=PLuYFvEY7TlqLwfZfQsJarQuk6362bhbEm
CEB report: https://www.cebglobal.com/blogs/building-learning-cultures-2014-hr-year-in-review/
Change Network: http://www.oregon.gov/das/HR/Documents/Workday%20Project%20change%20network.pdf
"DAS - CHRO - Workday Business Processes & Roles" iLearn video: https://ilearn.oregon.gov/contentdetails.aspx?id=815B175C6E71470A9E5620D00FE4A65D
OCM unit: http://dasapp.oregon.gov/statephonebook/display.asp?agency=10700&division=00110§ion=00045&subsection=4
Twitter: https://twitter.com/workdayoregon
Website: http://www.oregon.gov/das/HR/pages/workday.aspx (workday.oregon.gov)
Workday log-in page: https://wd5-impl.workday.com/wday/authgwy/oregon5/login.htmld
For more information about the project, please visit our website. Stay informed by following our Twitter feed and blog!
| 
