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Workday Network
Patti RoweJulie Vlier
Jane Zbyszynski
March 30, 2016
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Welcome
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Agenda
• Introductions • Workday Project Demo and Overview• Workday Network and Ambassadors: Roles &
Responsibilities• Understanding Change and the Network• Going Forward
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Introduction and Purpose
• Who we are– Patti Rowe– Julie Vlier– Jane Zbyszynski
• Purpose of the Workday Network– Communicate key messages and information quickly – Represent your agency/department – Provide feedback and advice to ensure
understanding of concerns and expectations
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Introductions
In 3 minutes talk with 3 people and tell them who you are and what you know about Workday or how you
think this project will impact your agency/department.
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Why Workday?
Enable us to be faster, smarter,
and more efficient in the way we
work
Reduce manual workloads and streamline business
processes while maintaining accurate data
Provide a friendly, easy to access user experience
Permit employees to securely manage their personal and work information anytime, from anywhere, and on any
device.
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Project Update and Demo
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This multi-year program will implement a new Enterprise Cloud Applications called Workday for the City and County of Denver, including Denver International Airport.
This solution includes the replacement of the PeopleSoft for:• Human Resources• Purchasing• Payroll and • Financials applications.
This program will redefine how our departments do business, impacting all employees of the City and County of Denver. It is targeted to go live in 2017.
Workday is a SaaS solution, offering a unified platform, increased user experience, configurable application.
Sierra-Cedar will provide professional services for the deployment of the Workday software.
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Plan Architect Configure & Prototype Test Deploy
Project Management, Change Management, Knowledge Transfer & Training
Project Team Assembled
Project Plan and Charter
Communication Plan
Initial Prototype Tenant (P0)
Project Kick-off
Conceptual Designs
Detailed Business Process Design
Integrations & Reports Discovery
Review & Approve Design
Solution & Gap Analysis
Configuration Prototype Tenant (P1)
Unit Test, Validate Configuration
Build Integrations & Reports
Final Configuration Prototype Tenant (P2)
Create System & UAT Test Cases
End to End Test
Prototype Tenant (P3)
User Acceptance Test (UAT)
Parallel Testing
Training
Tenant (Gold)
Production Data Conversion & Configuration
Go-Live Checklist
Go-Live!
Post-Production Support
Close-Out
Methodology
Delivery Assurance
Framework forSuccess
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Go-Live
2015 2016 2017
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Business Process Alignment
Stage 1 – Plan
Stage 2 - Architect
Stage 3–Configure & Prototype
Stage 4 – Test
Stage 5 – Deploy
PM and CM
We Are Here!
HCM/Payroll Timeline
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Go-Live
2015 2016 2017
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
HCM/Payroll Phase
Stage 1 – Plan
Stage 2 - Architect
Stage 3–Configure & Prototype
Stage 4 – Test
Stage 5 – Deploy
PM and CM
We Are Here!
Finance Timeline
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Your Role in the Workday Network
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The Workday Network...
Is:•A team located across CCD to help users through
change and continuity efforts•A two-way communication channel to ensure rapid
and accurate communications within the business•A group of people who influence positive change•A formal network to leverage peer to peer
communications
Is Not:•A replacement for existing communication
mechanisms.•A substitute for the existing management structure•A decision-making body
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• Represent your agency/department
• Good communication skills to champion Workday and the project
• Motivated and motivational
• Knowledge of organizational structure and business processes
• Ability to influence others - strong, informal network of peers
• Work effectively with all levels of the organization
• Ability to identify impact of process and recommend changes
Why you?
16
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Get people’s attention and build a consistent vision
Maintain awareness and reinforce the transition to
Workday
Embed changed business processes into daily life
Be a visible presence of support and information (with excellent communications!)
Strengthen knowledge sharing and collaboration
Establish a foundation for change that can be used on
future Workday updates
What are we trying to accomplish?
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Workday Network
Communicate information as to
how employee roles and processes will or will not change
Involve the organization in
process redesign activities to facilitate
ownership
Determine training needs around new
roles and responsibilities, processes, and
system functionality
To ensure that individuals understand changes related to the Workday implementation,three key elements will be addressed throughout the project:
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Change Management and the Workday
Network
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Business Process
Alignment
• Change Readiness Assessment
• Stakeholder Engagement Workshops
Communication Stakeholder Engagement Knowledge Sharing
Plan ArchitectConfigure
&Prototype
Test Deploy
• Establish Change Ambassador Network
• Communication Plan
• Communications toEmployees
• Training Strategy
• Knowledge Plans
• Business Process Impact Analysis
• Change Readiness Assessment
• Training Needs Assessment
• Training Curriculum
• Training Content Development via Workday Adoption Toolkits
• Training Preparation
• Cutover Support
• Change Readiness Assessment
• End User Training
Change Readiness Approach
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Why is Change Management Important?
Ensures Employees Are Ready to Perform at Go-Live “RPS Model; Ready – Perform – Sustain”
Original Level
Lowest Point (during transition)
Change Launched
Achieve Desired Level(adoption)
Learning Curve
Time
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Help build ownership
Promote understanding
Are advocates for change and Workday
Communicate “what’s in it for me”
Communicate Agency needs
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Training Support
Tester
Subject Matter Expert
Agency Contact
The Ambassador World
• An Ambassador may fit into one (or more) categories
• The role may vary depending on your agency/department needs
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In the beginning…
necessary to participate in systems change
None of the beliefs, skills, knowledge
All of the beliefs, skills, knowledge
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Over Time
necessary to participate in systems change
None of the beliefs, skills, knowledge
All of the beliefs, skills, knowledge
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Goal
necessary to participate in systems change
None of the beliefs, skills, knowledge
All of the beliefs, skills, knowledge
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Individually, think of one successful or unsuccessful change effort you were involved in and describe the characteristics of
change you observed.
Then, share your experiences and develop a group list of requirements that the Workday Network can do to make the
Workday project successful.
Exercise: A Change Experience
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Workday Website
• It is our digital brochure for Workday• Specific place for Network• Resource for all employees • Let’s take a look at the website
www.denvergov.org/workday
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Resources
• FAQ and Key Messages• List of the Workday Network Ambassadors• List of the Workday Project Team members• What else do you need?
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Your Next Steps
• Identify the key meetings in your agency that you should attend to inform people about Workday
• Determine the most effective forms of communication for your agency
• Spend 1 - 2 hours a month on Workday – as we get closer it may increase
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Going Forward
• Meeting cadence– 1 hour monthly
• Use the website to get more information• Additional Questions:
[email protected]– Julie Vlier– Patti Rowe
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Thankyou!