MEET GINA: THE HUMAN RESOURCES BUSINESS CONSULTANT FOR PAYROLL

By Gina Beaman, Human Resources Business Consultant – Payroll, 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I am most excited to let go of the outdated paper process for personnel actions and embrace the upgrade to an electronic process with Workday.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.

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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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Meet Brandon: The HR Systems Analyst

By Brandon Dolquist, HR Systems Analyst, Workday Project

Fun fact: I have summited Mt. Rainier.

I am a “PPDB Reporting and System Analyst,” which means I have a deep understanding and knowledge of the current HR system and all of its related data. The current personnel system that we use is a bit antiquated and lacks a lot of functionality relative to today’s business needs – and that’s what we’re working to address. Workday will provide greater functionality, security and accountability. We will better understand our enterprise and be better prepared to positively impact individual organizations’ missions within Oregon state government.

I am definitely excited for go-live! It will be interesting to see how the enterprise evolves moving forward. So much of our reporting will be easier, faster and more dependable with Workday. Once managers learn how to run reports in the new system, agencies will truly be able to spend more time on actual strategy than on processing all the paperwork.

This project has been a great learning experience, and working with the project team has been a delight. Everyone on the team has been able to come together and overcome many challenges every step of the way. I think my biggest takeaway, though, is a deeper understanding of, and appreciation for, our business processes and data management.

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Meet Roger: The Technical Team Lead

By Roger Dosier, Technical Team Lead, Workday Project

Fun fact: Outdoor pursuits are my big thing, and I love training my retrievers for field work.

I was hired to be the consistent IT lead on project teams as we replace enterprise legacy systems with industry leading, modern IT systems. I work with legacy system and agency teams all over state government to collectively address the Workday Project’s IT impact. This project is not just an HR project – it’s an IT project, too.

Because agencies capture their HR information independently of each other, we cannot report consistent, in-depth enterprise-level data. We do have PPDB, but it’s limited in its enterprise-wide functionality. Workday will change all that because it’s all about meaningful information management. Workday will allow us to have one source of truth in order to really become one employer.

We want to provide meaningful information, full feature HCM functionality and the ability to run advanced analytics in real time to state government employees and citizens of the State of Oregon. This transition will give us the ability to provide in-depth analysis for better decision making. With Workday, we will truly be able to understand our human capital assets, provide for career growth and accurately account for succession planning.

Sounds pretty good to me!

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Meet Sue: The Position Data & Budgeting Business Consultant

By Sue Williams, Position Data & Budgeting Business Consultant, Workday Project

Fun fact: I’m a quote collector. I love a good quote that can give me goosebumps when I read it.

After 29 years of state service – most of those years being in agency budget offices – my role on the Workday Project team is one of the highlights of my career. Why? I’m a believer in that “Great things are done by a series of small things brought together.” Now this may be a quote by Vincent Van Gogh, but that’s how I view the Workday Project. I love being able to collaborate with so many people to make great things happen by bringing all the position budget and human resources pieces together for Workday. Doing this for our state has been incredible!

This experience has given me an opportunity to meet with budget staff from all across state government, and let me tell you, budget staff have tough jobs. It was great to connect with such a hard-working group of people and to talk with those who understand the challenges that come with working on a state agency’s budget. This was incredibly valuable and I learned so much more about the unique issues that our agencies face every day. Needless to say, I took lots of notes. I really can’t wait for everyone to dig in to the new system and really see what Workday can do! I know many individuals will appreciate the reporting and analytics Workday provides right at users’ fingertips; the ability to track position and employee actions through business processes; and the capability to monitor budgeted positions and employees will be of great help to users and the enterprise as a whole.

While my focus on the Workday Project has been on budgeted positions, I have also had a unique opportunity to be involved with the build of the human resources side of Workday. I have learned more in these past two years about human resource functions, complicated issues and policies than I ever thought possible. This experience has given me both a glimpse into state government Human Resources professionals’ perspective and an appreciation for the work they do every day.

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Meet Shilo: The Classification & Compensation / Recruitment Business Consultant

By Shilo Muller, Classification & Compensation / Recruitment Business Consultant, Workday Project

Fun fact: I enjoy baking, particularly cupcakes. I often take pieces of different recipes to make my own creations.

My biggest takeaway from working on this project has to be learning the importance of a great team – their support and the impact they can have on making a project successful. While working with the other subject matter experts on the project team, I have had the opportunity to advance my knowledge in other areas of human resources. I have also gained understanding of many agencies, their processes and some distinctive areas where their business differs from others’.

My areas of focus on the project include Recruitment, Classification and Compensation. As you may be aware, these areas have many touch points with each other and a number of other areas such as payroll, talent and core human capital management. Our current systems lack the ability to collect, access and report on various human resources-related data elements across the enterprise; many processes are documented or processed outside of current systems, or within multiple systems. Workday will help provide one unified system of record and seamless transition between HR functions. A perfect example of system cohesion would be: an applicant you hire in the recruiting module is hired. Then, the applicant’s information is transitioned into the human capital management module as an employee. This new employee’s talent profile will begin with the information they provided during the application process.

Workday continues to provide additional features and enhancements through regular releases. There has been a number of “large lifts” the project team has worked through and continues to work through. Team members advance the project every day, work through issues and risks and think outside of the box for solutions. The project team is passionate about the success of this project and strives to configure a system that incorporates leading best practices, state processes, policies, and laws that will work for all branches of state government. In all areas, Workday will increase the ability to report off of our data. This is a huge win and could include data needed for pay equity, recruitment timelines and recruitment sourcing, just to name a few.

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Meet Karsyn: The Project Management Office’s Administrative Support

By Karsyn Mathany, PMO Administrative Support, Workday Project

Fun fact: I love cats, and during my breaks and free time, I check the Willamette Humane Society website for kittens at least three times a day.

As a part of the Project Management Office (PMO), one of my responsibilities is to schedule meetings for the project team. So I am sure that most of you reading through this blog post have gotten various meeting requests from me over the last few months! I am also positive that there are more to come, because you just can’t stop this team.

Since my desk is located near the front entrance of our building, I get to see everyone on the team come in every morning with smiling faces, always excited for the day to come. Throughout the week, different project team members will come in with Workday news and update me on what they are currently working on. It’s really exciting to see how passionate everyone is about what we are doing, and just how involved they are, every step of the way.

When I am not assisting my teammates with projects they request help on, my daily job duties are pretty routine, so it makes my day that much more exciting when I get to hear about the project milestones that other team members have reached. Seeing this team finish the Architect stage, start the Configure and Prototype stage and continue to charge ahead after three weeks of playback sessions is truly inspiring.

Although times are getting more stressful with the implementation date getting closer and closer, no one on this team has lost any bit of enthusiasm. We are all excited for this change. Team Awesome is truly,  AWESOME!

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