Workday Project Newsletter: April 2018

April 2018 | Workday Project Newsletter

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BREAKING NEWS: Our go-live date is changing. Why, and what this means.

By Joyce Martinez, Project Manager, Workday Project

The Workday Project team is taking feedback from our state government agencies, boards and commissions to heart. Knowing this implementation is critical to the workings of state government, we refuse to accept anything less than success. We need time to answer all of your questions and give you a greater chance to absorb the changes headed your way.

With the support of our steering committee, as of Thursday, April 26, the timeline for Workday go-live has shifted from June to September 2018.  We know many agencies have been planning around our original June go-live date, and this shift will impact those plans. This schedule shift will allow the following benefits and many others:

    1. This change will give us the additional time we need to integrate and thoroughly test the Workday integration with legacy payroll systems across all three branches of state government. Paychecks matter greatly and, therefore, this integration is a top priority.
    2. The project team will now be able to provide agencies with previews of Workday using actual state government data, prior to go live. This was a specific request that we heard and wanted to accommodate. We want employees to see this system in a way that is most relevant to them.
    3. Agency IT teams can test extract files from Workday and analyze results in agency ancillary systems. Many agencies are dependent on information that comes from ancillary systems, and IT groups want time to see results using Workday. Additionally, the reporting Workday will provide may eliminate the need for some of these agency-specific systems. 
    4. Business processes are changing with this implementation. Our Change Network and HR Directors have told us they need time to have critical conversations about these changes and make internal decisions prior to go live. The implementation shift will allow agencies time to align their work to the new, standardized business processes Workday will bring.
    5. Oregon state government does not currently have systems statewide that depend on, or completely hold, supervisory relationship data. This is incredibly important in the Workday system. Refinement of the Supervisory Organizational data, originally collected back in December 2017, has taken more time than anticipated. The Workday Project team and the agencies we serve can now ensure this information is as accurate as possible so business processes are routed appropriately and involve the correct roles.
    6. Through training, we will now have the opportunity to provide more hands-on experience in Workday. Lately we have heard that employees need to not only see, but also touch, Workday with state government configuration to better understand how it works. We now have the chance to remove any remaining fears of the unknown and work on further inspiring excitement.

      This implementation is incredibly important, and we are thankful for the extra time. Click here to view a memo announcing this schedule shift.



      Twyla Lawson introduces Shilo Muller (Classification & Compensation / Recruitment Business Consultant), Jeff Vidal (Performance Management / Learning Management Business Consultant) and Dan Jones (Health, Safety & Leave Management Business Consultant) to our Agency Readiness Contacts and Change Leaders during the April 24 Workday preview for the Change Network.

      What's up with training?

      By Miguel Mendez, Business Transition Trainer, Workday Project

      The Workday Project’s training unit was exceptionally busy this past month. The training unit is regularly meeting with the project team's Subject Matter Experts (SME) to develop training materials and requirements for different roles and functionality. The training unit is using the knowledge exchanged with SMEs to make self-service learning resources accessible to each Oregon state government employee. Self-service learning resources will help employees learn about the most prominent Workday features at their own pace. The training unit and the SMEs will work collaboratively through the training material creation process.

      During the middle of April, Jessi Fitts (Business Transition Trainer) and Jay Wayland (Business Consultant Lead) facilitated the first Workday Preview for HR Directors. Jessi and Jay walked the audience through some of the features state government employees will use. The training unit is creating on-demand videos planned for release by mid-May so interested users across state government have access to the same information.

      During the first half of April, Workday trainers conducted two six-hour Change Leadership for Managers Workshops. Turnout for these workshops was excellent, with a diverse group of managers from Department of Revenue, Department of Consumer and Business Services, Oregon Youth Authority, Oregon Judicial Department and the Public Utility Commission. During the workshop, managers reinforced basic change management skills as well as learned new tactics and skills on managing and leading change efforts within their organizations. Managers also had the opportunity to meet peers from other agencies to discuss and collaborate on their action plans for future projects. Additionally, the trainers helped several other agencies launch their own workshops.

      The following screenshots capture sneak peeks of Workday functionality that end users may encounter during training. These sneak peeks include real data, but please note that the employee's name and OR number have been redacted. Click on the screenshots to access PDF versions.


      The screenshot above is a sample of an employee self-service page in Workday. Under the "Summary" page within an employee profile, employees can review their job details.


      This screenshot highlights the "Timeline" feature on the "Overview" page within employee self-service. Can't remember when you were either hired or when you received your last promotion? This feature remembers your employment details with Oregon state government!



      Last but not least, the "Support Roles" feature on the "Overview" page aims to answer the frequent question: "Who is the [insert role here] I need to contact?"

      Reporting in Workday: A note

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


      Data and analytics drive organizations and empower managers to make the right decisions relating to workforce strategies and people management. Currently, the ability to mine and develop meaningful data from our legacy systems has been cumbersome and limited. Workday will change this.

      With Workday, we can tell a story. Not only does Workday come with a library of standard reports and dashboards, it is a powerful tool that will enable us to develop meaningful analytics. These analytics will help us answer tough questions around employee retention, organizational turnover and hard-to-fill positions so that we can strategically plan and take necessary actions to drive organizational change.

      Click on the thumbnail above for a PDF version of a sample report: "Average Length of Service in Years" for the executive branch of state government.

      Terminology in Workday: A note

      By Jenn Schierling, Organizational Change Manager, Workday Project

      As with most technology – whether it is a new software program, operating system, application update on your phone, or a brand new cloud-based Human Resource Information System (HRIS) – there comes new terminology. Getting used to what certain items or actions are called in Workday versus what we may have called them for years (or perhaps even decades) can be frustrating.

      To help with the transition to Workday and get a jump start on speaking the same HRIS language, we have begun compiling commonly used Workday terms and cross-referencing them with the terms we use today. This terminology crosswalk is in its early stages and will continue to grow. Review the document for a head start on knowing and understanding these new terms!

      In celebration of our legacy HR systems pioneers

      With almost 80 years of public service between them, Jeanette Miley and Donna Lantz are two highly esteemed legacy HR systems pros who work alongside the Workday Project team every day.

      Agency Directors recently nominated individuals who they believe demonstrate what it means to be an ambassador of public service who “exemplify the values of integrity, accountability, excellence, and equity in their everyday work.” Nominees – including Donna and Jeannette, naturally – will celebrate each other during a reception with Governor Brown at her residence in Salem during the first week of May.

      Congratulations, ladies, and thank you for your service.

      Visit the project team's blog to read about their past, present and future with Oregon state government.




      Agency Readiness Contacts:


      Change Leaders:

      Change Network:

      Schedule shift memo:

      Terminology crosswalk:

      Workday - average length of service in years:

      Workday - employee timeline:

      Workday - job details:

      Workday - support roles:

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