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August 2018 | Workday Project Newsletter
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.
“Colleagues,
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?
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.
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.
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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).
Hyperlinks
Agency Readiness Contacts: https://www.oregon.gov/das/HR/Documents/Workday%20-%20agency%20readiness%20contacts.pdf
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
Functional areas within Workday: https://www.oregon.gov/das/HR/Documents/Workday%20functionality%20overview.pdf
Twitter: https://twitter.com/workdayoregon
Website: https://www.oregon.gov/das/HR/pages/workday.aspx
Workday overview video: https://www.youtube.com/watch?v=0cAULyIiSOs
Workstreams (including functional team 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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