Workday Project Newsletter: August 2018

August 2018 | Workday Project Newsletter

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Worth the wait: Workday go-live date shifts after careful consideration

By Joyce Martinez, Project Manager, Workday Project

During their August meeting, the Workday Project's steering committee (the group of cross-agency leaders who assist the project's sponsors in making key strategic decisions) determined Workday's go-live date must be adjusted. As a result, the following message was sent on August 13, 2018 to all agency directors from our DAS Director and COO, Katy Coba.


As you know, the implementation of Workday has been targeted for this fall. The project’s steering committee and sponsors met last Thursday to discuss the current status of the project and what still needs to be accomplished before the system goes live.  

The committee determined, after careful consideration, that the go-live date must be adjusted in order to fully integrate the enterprise payroll system into Workday, which is currently behind schedule. Workday must be able to communicate with the payroll system to ensure all employees are paid correctly, and this is too critical to get wrong. This delay is restricted to the two systems themselves; it is not a reflection of anyone involved with the upkeep or configuration of payroll or Workday.

We will send an update as soon as possible, including the new go-live date, after we complete more testing. As we are sure you will agree, we simply must get the implementation of Workday right. Your patience, feedback and support during this time are appreciated.”

The go-live delay is restricted to how Workday and the payroll systems are working together; it is not a reflection of anyone involved with the upkeep or configuration of either of these systems. Moreover, Workday and payroll work well independently. The new go-live date will be announced to all employees once it has been set by the steering committee. This additional time will allow agencies, boards and commissions to continue preparing for the implementation of Workday.

Have you seen our latest Workday overview video?

Workday overview video screenshot 2
Twitter screenshot 2

What happens after go-live? Introducing the CHRO Workday Support Model

By Cecil Owens, Organizational Change Management Lead, Workday Project

The Chief Human Resources Office (CHRO) Workday support unit will be staffed with resources to meet the needs of all Workday users across state government. Members of the CHRO Workday Support Model Team will answer user questions, assist with access and navigation issues, facilitate configuration changes and enhancements, and maintain all required data interfaces.

This support model is set up in four tiers (Tier 0 - Tier 3) with Tier 0 dedicated to employee self-assist. Easily accessible online tools (videos, job aids, and quick reference guides otherwise known as "QRGs") will be provided to users for on-demand help with Workday navigation and questions. For instance, users will be able to immediately reset their own passwords with onscreen guidance.

Our Help Desk is Tier 1. This tier provides support for the “How do I…?" and “Where do I…?" questions that may not be as easy to answer with the self-assist tools. Should the Help Desk staff not be able to resolve an item, they will elevate it to Tier 2.

Tier 2 is comprised of our project team's subject matter experts (SMEs) who focus on the functional areas of business within the system and who will answer complex questions about business processes in Workday. One key value of the system is the twice-yearly system updates, which keep the system current for Workday customers across the globe. The SMEs in this tier will analyze all updates and determine how they impact employees' user experiences, as well as any requirements for training materials users may need. Should our Tier 2 staff need assistance, they will partner with those in Tier 3. 

Tier 3 is where state government's Workday staff will work with vendor (Workday, Inc.) or IT staff to resolve items.

For an additional look at the support model and its four tiers, review the CHRO Workday Support Model graphic below.

Support model

Recap: Recent user engagement

By Workday Project's Organizational Change Management Unit

July was a busy month for increasing Workday knowledge across the enterprise. Select employees with a deep understanding of state government business processes participated in functional user acceptance testing. Testing allows participants to execute scripted exercises to better understand how Workday functions as users move through its business processes. The project team's subject matter experts for the six functional areas within Workday led these sessions, addressing questions and ensuring participants built a basic understanding of Workday's user experience. 

In addition to user acceptance testing, Shilo Muller (Recruitment and Classification & Compensation Business Consultant, Workday Project) and Sheri Nees (NEOGOV System Administrator, Department of Administrative Services) delivered an overview of Workday recruiting functionality to state government recruiters. These sessions were well received and covered recruiting basics, as well as how the switch from NEOGOV to Workday will occur, what a recruiter will see in Workday, how candidates can be reviewed, and how attachments will be handled. 

Change Leaders and Agency Readiness Contacts within the project's Change Network also facilitated workstream previews and group sandbox sessions with many agencies. Sandbox participants could look at their own information within Workday. In workstream previews, the project's functional team leaders guided participants through planned execution of business processes, allowing a larger group of users to have hands-on experience in Workday. The project team will continue to support agency-led sandboxes as well as host additional sandboxes to further build users' knowledge of function-specific experiences in Workday. 

Agencies began another opportunity to refine the supervisory organization data for their employees over the past month. Once this data is ready, agencies will be able to assign elevated security roles to select positions, such as HR partners and recruiters who will need special permissions to perform their daily jobs in Workday. Tracy Posey (Reporting & Data Modeling Business Consultant, Workday Project) and Ryan Englund (Business Conversion Analyst, Workday Project) have been instrumental in assisting professionals across the enterprise refine their supervisory organization and security roles data. Data refinement will continue through August. 

Recruiters preview

Shilo Muller (Recruitment and Classification & Compensation Business Consultant, Workday Project) and Sheri Nees (NEOGOV System Administrator, Department of Administrative Services) deliver an overview of Workday's recruiting functionality to state government recruiters. Original photography by Anna King (Communications Coordinator, Workday Project).


Agency Readiness Contacts:


Change Leaders:

Change Network:

Functional areas within Workday:



Workday overview video:

Workstreams (including functional team leaders):

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