TWYLA LAWSON: BUSINESS CHANGE MANAGER

Fun Fact: I almost joined the circus with my mom at age 10.

As the Business Change Manager I oversee the business aspects of the Workday project. Included are the functional, change management, communications and training teams for  the project. Additionally I am responsible for the current HR systems: eRecruit, PPDB and iLearn. My job involves a lot of critical thinking and planning, specifically with regard to our current systems and how we strategically replace them.

I often hear people say the implementation of Workday is an HR systems effort. However, it really is much more! It’s really a holistic business project that needs to be treated as such so we can best serve our state government and the citizens of Oregon more efficiently, effectively and strategically. Prior to state government service, I was a part of the private sector and came from a company that had good human resource systems.  When I started with the state in 2003 I was very surprised by Oregon government’s outdated systems. I have looked forward to this project since my first day. Some of you may remember APPL/CERT the state’s previous recruitment system which. APPL/CERT was a black screen/green letter system very much like PPDB.  We also used a paper job application form called the PD100.  In 2009, I was the business lead when the state replaced the old recruitment system with our current system.  Implementing the new recruitment system helped, but we really need a system that holds all aspects of an employee’s State government career from hire to retire. With Workday we will see this happen, so exciting!

Toward the beginning of my career in Oregon State government (around 2006), I took a project management certification class that emphasized the importance of planning. Throughout the course of this project, I have witnessed firsthand how important all of that “planning stuff” actually is; a project can be extremely challenging and overwhelming if the planning is not executed correctly. Luckily for me, and everyone else on the project team, Joyce (Project Manager) and Madilyn (project sponsor and Chief Human Resources Officer) have done an amazing job making sure that the planning aspect of this project is always going as smoothly as possible. Both are also highly experienced project managers.

I am so excited for Oregon state government to partner with Workday. This partnership is truly just the beginning of an enterprise-wide effort to serve as a single employer working with 21st century tools to meet best practices. Workday as a company is known for listening and helping their customers make the right decisions, and I look forward to that partnership for the benefit of Oregon State government’s current employees, future workforce and Oregon citizens.

MEET ANNA: THE COMMUNICATIONS COORDINATOR

Fun fact: I am a certified marksman and as an undergrad I qualified for the NRA Intercollegiate Rifle Club Championship.

I coordinate both internal and external communications for the project. My primary goal is to make sure project communications establish the most accurate and comprehensive messaging possible. We use our state government website, email, a blog, Twitter, a newsletter, and printed literature to keep stakeholders informed.

My highest priority is answering people’s questions about Workday. When questions are either asked of the team during meetings or sent to the team’s inbox, I work with functional team members and use previously established answers to similar inquiries (when applicable) to answer them. I then determine whether the question is of broader interest to others across state government and to the public. A pressing question and answer may show up on our website as a frequently asked question, Tweet or the focus of a newsletter article. By sharing a message through multiple channels, more readers develop a deeper understanding of Workday and how it will help state government alleviate HR inconveniences and streamline many business processes.

The Workday Project is currently Oregon state government’s largest IT project, which means there is a lot of pressure to ensure it is a success. We have configured a system on behalf of state government that will benefit all employees. The project team works amazingly well together and we pride ourselves in the impact we’re making.

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Meet our three new trainers: Scott, Shanon and Emily

By Scott Ciullo, Shanon Jackson and Emily Martin (Business Transition Trainers, Workday Project)

Fun facts about us:

Scott: I raise carnivorous plants in bogs!

Shanon: I love Zumba and biking, and I have an amazing turquoise bicycle.

Emily: I used to Polynesian dance and will find any opportunity to get up to dance, regardless of the environment.

Hi, I’m Scott and I have recently been asked to join the Workday Project as a training designer. I come from the Self Sufficiency Training Unit of the Department of Administrative Services, and my expertise is primarily in Classroom and E-Learning design. I am excited to join the project team and be involved in a project that will affect so many public employees in such a positive way. I love a challenge and look forward to sharing my expertise with the team.

My name is Shanon J. I have worked for Oregon state government for a little over 11 years. For 7 of those 11 years, I have worked with a variety of payroll units and am currently on rotation from Department of Administrative Services’ Payroll division. I have had the opportunity to be involved with a payroll  consolidation project, and built processes and improvements during the consolidation between 2015 and 2016.  I am currently working on completing my Associates degree in Accounting and Business Management. Workday will provide a much needed way to make business processes paperless and streamlined enterprise-wide. With the implementation of Workday, management, employees and business partners alike will be better informed with easily accessible data.

I’m Emily and I manage hiring, requisitions, interviews and new employee orientations within the Department of Human Services for District 5 . In the few weeks that I have been a part of the project team, I have witnessed the amazing environment throughout this office. I am most excited to be a part of the project because Workday will greatly improve communication between managers and employees in terms of professional development. Workday also provides a centralized and trackable system for employee development plan’s  and performance feedback. This system will enhance our capability to create goals as well as document achievements and skills across an employee’s career.

The three of us look forward to gaining knowledge and honing the skills needed to assist others before and after Workday goes live. We are so excited to be a part of this project and witness this enhancement to state government!

 

Meet Rocky: The Project Coordinator

By Rocky Clark, Project Coordinator, Workday Project

Fun fact: There was a time when the only “horsepower” I had was under the hood; I used to drag race high performance trucks. Now my personal life revolves around an actual horse, and teaching my daughter the art of barrel racing.

Being a part of the project management team puts me in a different category than most of the other members on the team. Instead of having a business background in one of the functional areas of the project, my job skills are centered on project management as a whole. This project has given me extensive experience in managing tasks and deliverables internal to the project, as well as with the external vendors related to the implementation. Through the project I have learned the importance of building a cohesive team with the right education, experience and personalities, and we have just the right mix on this team!

Without Workday, it is extremely difficult to find the right resources for the project, especially enterprise level projects that include a wide variety of stakeholders. The talent and performance functionality within Workday will really help with this resourcing. With the varying levels of experience needed for the project, we will be also be able to use succession planning as a tool. Workday is going to bring a ton of new options for employees… I can’t even begin to list them all.

I believe that Workday sets Oregon state government up for success, not just on an HR level but also in terms of bringing agencies together. With the use of Workday, there will be more visibility and agencies will be able to work together much easier. Workday is the first step in modernizing core systems to the enterprise – and this is just the beginning.

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Meet Jenn: the Organizational Change Manager

By Jenn Schierling, Organizational Change Manager, Workday Project

Fun fact: My life revolves around music, I love karaoke and dancing. While I love all kinds of music, rap and hip hop feed my soul.

Being an Organizational Change Manager on the Workday Project Team means I get to help people understand while change can be difficult, it’s going to be ok. I also need to have extensive knowledge regarding current state HR practices and processes.  I understand change can be challenging but without it where would we be? I feel it’s important to be aware that change is more than a process or technology we use, we are human – not just human capital. Recognizing change can affect us on an emotional and personal level is important in helping people through change to acceptance.

As much as I embrace change, I like things to change and be new (i.e. technology), I also have resistance to changes like everyone else, even during this project I have had moments of resistance. I like to think this is why I am on the project, for growth. I take this as a personal challenge for me to look at myself and learn to accept and adapt.

Currently our state systems are disjointed. Workday will improve how we conduct business and provide consistency that we previously have not had. Having familiarity with policies and technology and software  can make job transitions much smoother and time efficient for employees. With our current processes it can take up to two weeks for someone to get a computer and access, and learn the new agency policies, having to deal with the differences for common tasks between agencies while learning new job responsibilities.  All of this can be stressful. With the use of Workday, I know job transitions will be a more positive and engaging experience for current and new  state employees.

Workday looks pretty awesome so far, there are so many things we can now do that were not even a possibility before. Now our job, as the Workday Project Team, is to make sure those processes work in the system correctly. I am most excited for people to use the self service, I think that it will be everyone’s favorite feature. With the self service feature employees will be able to look at all of their own information, add skills and look at a career path.

Everyone should get on board with Workday! I sure am! 🙂

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Meet Gina: the Payroll Business Consultant

By Gina Beaman, Payroll Business Consultant, Workday Project

Fun Fact: I love the beach and sun, I try to go to a different island every year.

My area of expertise on the Workday Project team is everything related to payroll. To be more specific, I am tasked with making sure that anything being done in the Workday system doesn’t have the potential to negatively impact payroll. We all know how important it is for our employees to be paid and we want the transition from legacy HR systems to Workday to be as seamless as possible.

I am most excited to let go of the outdated paper process for personnel actions and embrace the upgrade to an electronic process with Workday. The change from paper to electronic will lead to improved processing times, resulting in more timely pay updates for employees.

 The project as a whole has brought a lot of positive advancements to our business processes that we hadn’t previously anticipated. Through the Workday configuration process we were able to look through our older systems and do a lot of necessary cleanup. The Family and Medical Leave process is an example of an area that has been thoroughly analyzed and will be greatly improved with Workday, making it easier for agencies to monitor and support employees’ benefits eligibility, entitlement and usage.

The transition to Workday is ultimately going to lead to more efficient human resource practices for Oregon state government. Not only has it been great to be a part of the Workday implementation process, but it has also been an amazing experience to be a part of the Workday Project team. Our team works in such a collaborative and positive manner, and we strive ensure that we meet our enterprise’s diverse needs.

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Meet the Training Unit: our “Fantastic Four”

By Shane Wallis (Business Training Lead, Content Instructional Design), Miguel Mendez (Business Transition Trainer), Jessi Fitts (Business Transition Trainer), and Tammy Maddalena (Business Training Lead, Content Delivery)

 Fun facts about us (featured in the photo below from left to right):

Shane: I enjoy woodworking, carpentry and landscaping.

Miguel: I have hung out with spider monkeys in the rain forest of Chiapas, in Mexico!

Jessi: I love pickles. I eat pickle popcorn, fried pickles and I’m thinking about trying pickle cupcakes.

Tammy: I design and create stained glass projects.

Our Training unit comes from very different backgrounds, and, individually, we bring a variety of experience to the overall project team: cross-agency, private sector and various positions thereof. We take a very collaborative approach to developing and delivering training so that we can consider things from every possible angle and perspective. Even though you may not see the training unit much before we launch just-in-time training prior to Workday go-live, we are very much involved in what is happening at agencies, boards and commissions and in several aspects of the project as a whole. The training unit, combined, has attended four Prosci Change Management courses, taught four Change Leader courses for state government professionals across the enterprise, presented at many Change Network meetings, and previewed the Workday system at nine of our largest agencies.

What we’ve learned throughout our time on the project is that Workday will be an amazing tool for all state government employees. Employees will now have access to their personal information and so much more. Having accessibility to things such as their total time in state government service, right at their fingertips, is going to be a huge win for everyone. No more needing to go to your manager or trying to find out who your HR representative is, just for one piece of data. And, we are going to be the ones who get to show you how to navigate this industry-leading system!

Now is the time in the training development process during which we work very closely with the functional area subject matter experts (“SMEs,” or otherwise referred to as “business consultants”), many of whom you have seen highlighted on this blog over the last several weeks. The rest of the project team has truly worked hand-in-hand with our unit along every step of the way toward the development and kick-off of training materials, as it is very important to be aware of every change throughout our configuration of Workday. Adaptability is key to making this implementation the best it can be and we are working to ensure the best training experience possible.

At this point in the implementation schedule, you will frequently catch us creating content for videos, building job aids, planning classroom instructor-led training, or contributing everywhere else we can on the project.

Training unit

Meet Dan: The Absence & Safety Business Consultant

By Dan Jones, Absence & Safety Business Consultant, Workday Project

Fun fact: I enjoy off-road and motocross riding. I find the steepest, gnarliest hill around, then see if I can get my motorcycle to the top!

I believe that Workday is going to move Oregon state government into an awesome future. I hope that all agencies, boards and commissions fully adopt Workday and willingly move all of their human resource processes into the system.

My role as the the Business Consultant for Absence and Safety means that I oversee how Workday will accommodate both areas of functionality for implementation. Because absence and safety are two different subjects, they deserve separate explanations within the Workday context:

Workday’s absence functionality will allow a state government employee to review their personal leave balances and to request time off. Managers will be able to view all of their employees’ approved time off in one calendar view. Managers may approve, send back or deny time off requests. All absence requests are transparent to the employee and manager through Workday’s reporting and analytics functions. Family & Medical Leave will also be maintained within Workday.

With the right strategies in place, Workday has the potential to help agencies reduce future incidences and injuries by giving them a robust reporting and analytical system. Agency safety committees, managers and safety professionals across state government will be able to focus on targeted danger areas and build strategies to address them. With one statewide system, we will now be able to analyze trends over a larger employee base to reveal potential safety training needs.

The best part of the Workday Project is the team I am currently working with. I appreciate everyone’s work ethic, intelligence and humor. I have learned a lot about many agencies that I was not previously exposed to and am excited to take this knowledge back to my home agency once Workday is up and running.

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In celebration of our legacy HR system pioneers

With almost 80 years of public service between them, Jeanette Miley and Donna Lantz are two highly esteemed legacy HR systems pros who work alongside the Workday Project team every day. Not only are they technically savvy, but they are well known amongst their peers – and throughout state government – as the go-to people for all things that have to do with our personnel systems, records and files.

Jeanette, our PPDB Systems Manager, began her career with Oregon state government on April 18, 1977 as part of the Federal Comprehensive Employment and Training Act (CETA). She ultimately chose state government as her employer because of stability and a lot of benefits. Through dedication to her role and her depth of expertise in many of our various systems, she held a variety of clerical, administrative, technical, and system management roles where she was crucial to many systems’ success across state agencies. Jeanette has touched more systems than most of us can even remember (and some that we do) like JAPI, APPI, NEOGOV, PED1, PPDB, and now Workday. Jeanette noted that her great success continues to come from a “love of trying to figure out how to make things happen for the agencies I serve” with every system implementation.

Donna, our PPDB Policy Consultant, started with the state in October 1979 as a seasonal Data Entry Operator where she worked on both the Applicant Certificate System and on data entry into the PED1 system. She started looking for a job because her husband was on strike and she chose state government because Department of Administrative Services was the first organization to give her an offer. She didn’t stop there, though. Donna continued to grow in her career through the roles she held in reporting and mass system updates. She pursued her interest in reporting by initially shadowing other people working with reports, then took a class and has been doing reporting ever since. Donna noted that “It’s easy to get up and come to work because all the people over here are just really great” and that she “never [has] a chance to get bored because [her] job always changes.”

Having always worked on statewide enterprise systems, Donna and Jeanette have seen our Oregon state government go through many changes and have been integral pieces to many successes. They noted that they’ve “always worked with a really great group of people.” They were recognized as setting “the example for teamwork” during the implementation of the PPDB system by administrator Dan Kennedy. And after one of their project completions, Donna and Jeanette fondly remembered getting dressed up for an invitation to have lunch at the Governor’s office in the capitol building. Their team was recognized for Donna and Jeanette’s work manually entering in all the Board and Commission members into the personnel system at the time.

With such successful and impactful careers, we asked both Donna and Jeanette if they could sum up their experiences with state government and maybe even share some advice. Here is what they said:

“It’s been a very interesting journey. Thinking back on needing 30 years to retire, I thought that would take forever, and now that time is gone. It’s been a fun experience the whole way. It’s really been a great adventure. Ending over here with the new system coming in, seeing one system fade and a new one come in is pretty exciting and an upbeat way to end one’s career. Not to mention it’s a great team too.” – Donna Lantz

“My career has been great. The people, the agencies, the support and the challenges have all been great. You always need to have a positive attitude when you face challenges. People should feel good about what they can contribute because no idea is a bad idea. Give change a chance. That’s the biggest part. Whether it’s PPDB, Workday, or something in your life, change deserves a chance. My career has been full of changes and challenges, and I wouldn’t change a thing. Especially with the younger generation I would say to give everything a try, enjoy what you do, and remember that family is important. Do the best you can and be ok with that.” – Jeanette Miley

Psychologists say that if you remain friends for seven years, you’ll remain friends for life. Well, what if you’ve been friends for almost 40? That’s how long Donna and Jeanette have worked together. Donna and Jeanette met on Donna’s first day in October of 1979. Neither of them knew that they would continue to work together for the rest of their careers and become inseparable as friends. When I asked them what was next, Jeanette replied, “Retirement is next, so that I can enjoy my grandbabies.” Once the impact of that sank in, Donna chimed in with a “Me too.”  No two people are more deserving of every happiness, and time with grandbabies, than Jeanette Miley and Donna Lantz.

Agency Directors recently nominated individuals who they believe demonstrate what it means to be an ambassador of public service who “exemplify the values of integrity, accountability, excellence, and equity in their everyday work.” Nominees – including Donna and Jeannette, naturally – will celebrate each other during a reception with Governor Brown at her residence in Salem during the first week of May.

Congratulations, ladies, and thank you for your service.

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Meet Jeff: the Talent, Performance & Learning Management Business Consultant

By Jeff Vidal, Talent, Performance & Learning Management Business Consultant, Workday Project

Fun fact: I’ve owned over 50 classic cars, but my current project is a 1964 Chevy Belair Station Wagon.

The Secretary of State audited Oregon state government and subsequently determined that we need to have comprehensive succession planning for our employees. As it stands now, we don’t have an electronic system to automate or track this kind of process. This is where my role comes in. What we currently call “Performance Management” is actually two separate functional areas in Workday: Talent and Performance. So my role not only covers succession planning but performance reviews, performance development and everything in between, as well.

The best part about Workday has to be how intuitive its product and reporting capabilities are, all the while allowing for transparency across state government. Workday will allow us to succession plan for any position within the statewide organizational charts. It’s clear that the more we use Workday, the better the succession planning will be for all state government employees. Through new reporting and information management capabilities, we’ll be able to gain much more consistency in performance management across the enterprise.

Very few organizations within state government have an automated system to complete performance reviews in, and most still complete them through a pen and paper process. With Workday, we are going to use a boomerang integration to automatically kick-off performance reviews 60 days before the review’s actual due date. These kinds of performance and succession planning tools will empower employees with the ability to control their own career paths like never before.

From my years working on the iLearnOregon system, I appreciate how difficult and rewarding it is to get over 90 agencies – not to mention dozens of other board and commissions – to agree upon standardized business processes and templates. It’s been fun to be a part of the team that is integrating all the various HR components into a single system so we can truly be “one employer.” It is incredible to note just how valuable Workday will be to all our employees, especially as they move around throughout their careers with Oregon state government.

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