Workday Project Newsletter: June/July 2018

June/July 2018 | Workday Project Newsletter

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Employees take Workday for a test drive

By Cecil Owens, Organizational Change Management Lead, Workday Project

Employees from 20 state agencies recently participated in Workday User Acceptance Testing (UAT). They helped test business processes in the new system. Testing these business processes ensures that Workday will operate as configured by the project team on behalf of Oregon state government.

Testers — both independently and in groups — executed various scenarios, including initiating job requisitions, updating personal contact information, accessing employee work history, and processing leave requests.

Participants were excited by what they saw and how work gets done within Workday. One tester exclaimed, “That was easy!” upon completing a process. Throughout the sessions, testers provided feedback regarding their experience in the system. Their recommendations will help finalize training and communications activities to prepare state government for Workday.

Next up, from mid-July to early August, agency readiness contacts, with the support of the project team, will validate supervisory reporting relationships, assign security roles and gather other key data prior to training kicking off in mid-August. Their efforts will help ensure a smooth roll-out of the system at the end of September, less than three months from now!


Kaci Bartholomew (Oregon Employment Department), Rhonda Britton (Oregon Judicial Department) and Lori Odovardi (Oregon Judicial Department) are enthused about system testing!


From "Fantastic Four" to "Magnificent Seven"

By Anna King, Communications Coordinator, Workday Project

Scott Ciullo, Shanon Jackson and Emily Martin joined our team in June. All three are on rotation from other job assignments. Check out their backgrounds and thoughts about Workday in our latest blog post!

Recap: Change Impact Discussion Forums

By Karsyn Mathany, Project Administrative Support, Workday Project

Oregon state government has patiently awaited a sneak peek at Workday. During early June, the first group to get a look with real employee data* included HR directors and Change LeadersWorkstream leaders demonstrated how users will navigate Workday, what key system transactions will look like and what information users can expect to have when Workday goes live. 

Participants observed how Workday will perform common business processes such as hiring, onboarding, changing jobs within state government, requesting leave, completing a performance review, and conducting a disciplinary action. Discussions occurred about managing personal data, temporary workers, seasonal workers, job overlap, position descriptions, reports, probationary periods, and I-9 processing. Participants took this knowledge back to their agencies to help determine how existing processes may need to change to align with the rest of state government. Jenn Schierling (Organizational Change Manager, Workday Project) provided business process documentation to facilitate the comparison between business processes before and after Workday implementation. 

Here's what a couple of discussion forum participants had to say about Workday:

“The change impact discussions were valuable because they showed us that this well thought out system isn’t just abstract, it’s real and I can’t wait for all employees to get their hands on it. I’m not from HR — I’m from IT — and this is just very exciting.” – Courtney Brooks (IT Portfolio Manager, Department of Environmental Quality)

“We were talking to a couple of managers this morning about how Workday will trigger things and launch things, and they were getting very excited. We’re starting to work this into conversations, and it’s going to be great.” – Julie Owens (HR Manager, Department of Veterans' Affairs)

Overall, discussion forum participants agreed that Workday will provide many opportunities for state government to better understand and manage employee information through more streamlined business processes, including tracking leave, safety incidents, certifications and licenses, career development planning, and performance review documentation.

*Data has been heavily redacted in the pre-go-live system previews for employee privacy.


From top left to bottom right: Jay Wayland (Business Unit Lead and Human Capital Management Business Consultant, Workday Project) provides a preview of several HR functions within Workday during the first day of Change Impact Forum Discussions. Shilo Muller (Classification & Compensation / Recruitment Business Consultant, Workday Project) further explains a functional aspect of Workday after receiving a question from the audience. Sue Williams (Position Data & Budgeting Business Consultant, Workday Project) is all smiles during her preview alongside several project team members. Dan Jones (Absence & Safety Business Consultant, Workday Project) uses many examples and metaphors to paint a clearer picture of the system. Original photography by Anna King, Communications Coordinator, Workday Project.


Workday Tech Talk

By Roger Dosier, Technical Unit Lead, Workday Project

The project team has worked to ensure Workday data protections are implemented in the best way possible. Many internet-based applications supported by state government (e.g., ePayroll, PEBB, iLearn, Outlook) have strong security features; Workday will be no exception. Workday will maintain stringent data security standards in order to preserve employee privacy. Please visit Workday’s security datasheet for more information.

Does your agency, board or commission need data extract files in preparation for Workday? Revisit our May edition of the Workday Project Newsletter for more information and to find out whether your organization is scheduled to receive them.

How do Workday updates work?

Adopted from Workday, Inc.

Data in Workday is always up to date because it is accessible and exportable for reporting by employees with the proper security role(s) on a 24/7 basis. But how is Workday impacted by the need for software updates? Because Workday is entirely cloud-based, system updates are world-wide for all Workday customers. As such, Oregon state government will never lag behind other public entities or the private sector in terms of system version and quality. The planned Workday support model for state government includes planning for, testing and training on system updates. Below is a depiction of when Workday customers should expect system updates.


Ready, set, assess!

By Anna King, Communications Coordinator, Workday Project

Are you ready for Workday? Tell us in the Agency Readiness Assessment (ARA) that will be sent out to every Oregon state government employee between late July and early August! This survey aims to (1) gauge how ready members of each branch of government are for the implementation of Workday this fall and (2) provide respondents an avenue to share feedback about the project. The project team released the first of three ARAs through the project’s Change Network in November 2017. The third (and final) ARA will be released enterprise-wide 30 to 60 days after Workday goes live.

  • First ARA: November 2017 (after Workday was chosen as the new HRIS)
  • Second ARA: July/August 2018 (30-60 days before go-live)
  • Third ARA: November 2018 (30-60 days after go-live)



Change Leaders:

Change Network:

Security datasheet:



Workday Project Newsletter - May edition:

Workstream Leaders:

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