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June/July 2018 | Workday Project Newsletter
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!
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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 Leaders. Workstream 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.
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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.
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First ARA:
November 2017 (after Workday was chosen as the new HRIS)
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Second ARA:
July/August 2018 (30-60 days before go-live)
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Third ARA: November
2018 (30-60 days after go-live)
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Hyperlinks
Blog: https://workdayoregon.blog/
Change Leaders: https://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20contacts%20by%20program%20area.pdf
Change Network: https://www.oregon.gov/das/HR/Documents/Workday%20Project%20change%20network.pdf
Security datasheet: https://www.oregon.gov/das/HR/Documents/Workday%20-%20security%20datasheet.pdf
Twitter: https://twitter.com/workdayoregon
Website: https://www.oregon.gov/das/HR/pages/workday.aspx
Workday Project Newsletter - May edition: https://content.govdelivery.com/accounts/ORDAS/bulletins/1f19e23
Workstream Leaders: https://www.oregon.gov/das/HR/Documents/Workday%20Project%20agency%20SMEs.pdf
For more information about the project, please visit our website. Stay informed by following our Twitter feed and blog!
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