PPDB shadowing: A valuable learning experience

By Jessi Fitts, Business Transition Trainer, Workday Project

No matter if you are a manager, human resources professional or a PPDB (legacy HR system) analyst, take a look at your inbox. How many stacks of paper are sitting on your desk right now that require some type of action?  One? Two? Three or more? How many of those papers are simple personnel actions such as updating an address, changing direct deposit information, or approving the transfer of an employee to another agency? These are just a few of the many processes that Workday will streamline for Oregon state government.

I shadowed four agencies this past December and January, learning how HR and PPDB users navigate the current HR system, how Workday will change their daily routines, and above all, how they felt about this change. In Workday, PPDB administrators will serve more of an auditing role than a processing or data entry role. The change to a cloud-based HR system has made some of our HR records staff a little concerned about how the new workflow will look, but the majority were happy to have a way for employees to update their own address, emergency contact information or direct deposit information for payroll without filling out and submitting a form. Additionally, PPDB and HR records teams are eager to work with streamlined processes that won’t require the use of multiple ancillary systems for one task or process.

It didn’t take long for me to see how important these employees are to our HR records system. Each agency asked a number of great questions, and I saw a lot of similarities and some unique processes. I am confident that Workday will be a breath of fresh air seeing as the current PPDB system is no longer supported and ancillary systems have had to take up the slack for too long. It is time to get those papers off of our desks and use a 21st century HR system, Workday, to effectively and efficiently initiate, process and track personnel actions.

Meet Cecil: The Organizational Change Management Lead

By Cecil Owens, Organizational Change Management Lead, Workday Project

Fun fact: In high school, I was on the cheerleading team that finished runner up at States.

The most important thing to me, in my work, is that I am able to help people. That’s why I was drawn to the Workday Project in the first place. In this role, I lead the execution of a systematic approach to dealing with change, both from the perspective of the individual user and the organization. My biggest takeaway from this project is the Workday system’s ability to help our 92 agencies and over 40,000 state government employees take care of themselves – and each other – in a way that is far beyond anything we’ve ever had before. That is why this opportunity was not just the right decision for me professionally, but personally as well. The closer we get to implementation, the more excited I get for the real impact this change will have.

Currently, accurate HR data is not easy to get your hands on, and once you have got your hands on it, there’s no guarantee that the information is still up-to-date. In June of this year, our employees will be empowered with information. Managers, supervisors and employees will have real-time data at their fingertips depending upon their security permissions, like they’ve never had before. It’s going to bring a level of credibility and confidence, to both our systems and our people, that makes every employee’s life easier.

In order to reach full potential, communication is going to be key. This is why we’ve set up what we call our “Workday Change Network.” A large component of this network is a group called “Agency Readiness Contacts” (ARCs) that make sure our agencies’ needs are considered throughout every step of this enterprise-wide change. It was cool to learn, just this week, that this group sees our executive and senior leaderships championing this implementation as well. As the “go-live” data draws closer, and more project communication is distributed, I’m excited to see how our employees feel , too.

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