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.

Cecil 2.jpg

Workday and ePayroll: Two systems, one integration

By Gina Beaman, Payroll Business Consultant, Workday Project

As we approach the June 2018 implementation date for Workday, the new enterprise-wide HRIS system, the Workday Project team encourages our payroll partners not currently using ePayroll for timekeeping to consider this option for their agencies.

There are many benefits to using ePayroll, especially for your traditional Monday – Friday, 8-5 employees. For example, payroll staff and/or timekeepers would not have to wait on paper timesheets to arrive for entry in to ePayroll. Also, if you have some employees with more complicated timekeeping needs, agencies could continue using their current timekeeping system and only transfer employees with less complex needs to ePayroll.  Not only do ePayroll business processes save time for payroll staff, they also save time for the supervisors seeing as they can review time electronically and either approve or send it back to the employee for corrections within this recommended system. Once Workday is implemented, employees will request time in Workday; after a supervisor approves a time off request, the employee who submitted the request can simply sign in to ePayroll to update their time, which is much easier and more efficient than using paper.

Our ePayroll handout provides further explanation of the benefits of entering time in ePayroll.

2017 in snapshots

By Anna King, Communications Coordinator, Workday Project

To say 2017 treated us well would be an understatement. Between welcoming awesome new team members, watching our Change Leader Network take flight, sponsoring many Prosci certifications throughout state government, collaborating with top-notch partners (IBM and Workday, Inc.), and earning the support of executive leadership and the legislative assembly, we are excited for the countdown to going live with Workday, the HRIS industry leader.

June 2018… less than half a year away! Our website offers an implementation schedule overview 🙂

Meet Joyce: the Project Manager

By Joyce Martinez, Project Manager, Workday Project

Workday Home Page

As the Workday Project Manager for Oregon state government, most of my day is filled with managing the project’s scope, schedule and budget.  But like most state government managers, in addition to my regular work duties, I also manage employees.   I personally look forward to the manager self-service functionality available in Workday.  It will be great to log in daily and see a personalized home page containing information about my team that I find most valuable such as performance appraisals due this month and who has upcoming birthdays. As a manager, I will need to approve tasks initiated by my employees.  I can easily find these in my inbox with all of the relevant information necessary to make an educated decision.  Also, approving time-off will become easier.  When I get a vacation request from an employee, I will have the ability to view a calendar that shows me who else has already been approved to take that day off.

I will also have a personalized dashboard on my homepage (an example is provided below) that can provide me one-touch access to my favorite reports as well as other important information such as the latest developments in my open job recruitment postings.  I will also have tools like safety and incident tracking, career goal setup, and succession planning available to help me manage my workforce and help my employees meet their career goals.  What I am probably most excited about is the ability to access information on my employees so much quicker than pulling out a cardboard file folder and flipping through papers.  I am eager for the opportunity Workday brings to make my managerial duties easier.

Joyce 1.jpg

First Strategic Recruiter Workshop a success for project training leads

By Tammy Maddalena, Training Co-Lead (Content Delivery), Workday Project

Twenty-eight Oregon state government recruiters attended a Strategic Recruiter Workshop at the Cherry Avenue Training Center in Salem on October 30.  The Training unit’s goal for the workshop was to provide recruiters with the tools and training necessary to look beyond minimum qualifications and therefore better provide managers with top talent in any given recruiting process. Some of the topics covered in the workshop included: application and resume screening; telephone interviews; interview question design; and relationship building between hiring managers and recruiters.

There are two more upcoming workshops. Sign up for a future workshop in iLearnOregon.  Hurry – our next class is on November 9!

#flashbackfriday to project planning

By Jay Wayland, Business Consultant (Employee Processing) & Business Unit Lead, Workday Project

The following infographic summarizes three years of Workday Project planning details. Visit our website and feel free to contact the project team for more information regarding past planning efforts as well as next steps along the project’s road to Workday implementation next summer.

Planning efforts infographic

Kim celebrates Jeanette. We celebrate both.

By Anna King, Communications Coordinator, Workday Project

On Wednesday, October 18, Kim Courtright (Business Process Analyst, Workday Project) submitted a touching piece to the Department of Administrative Services’ internal dashboard (“DASH”) regarding the impact Jeanette Miley (HR Systems Manager) has had on her career and Oregon state government’s HR systems at large.

Both Kim and Jeanette have contributed so much through their years of public service with state government. However, Kim’s kind reflection does not just resonate with the Workday Project team on an emotional level – it is a reminder that the current and future HR systems teams have much to live up to in terms of dedication, growth and leadership.

The following visual is a screenshot of the DASH piece followed by its manuscript:

Kim's piece for Jeannette - 10.19.17

 

The Chief Human Resources Office came together this year to celebrate Jeanette Miley’s 40-year milestone in state service. I was asked to compose some thoughts because of my long association with Jeanette (who is pictured below, at the celebration, listening to stories being told about her).

I first met Jeanette as a customer.

In the late 1970s, I worked for programs that are now part of DHS and my role involved entering personnel actions into the state’s HR system, “PED1.” Many employees have never heard the term PED1. It predated our current system – the Personnel and Position Data Base (PPDB) – and PPDB is over 25 years old! Any time I had a question about PED1, I called “Jeanette at DAS.” She was well known in agencies as THE professional for any aspect of personnel records. I knew my questions would be answered when Jeanette picked up the phone.

In the year 2000, I joined the DAS PPDB team and Jeanette and I became co-workers – taking care of customers, testing system changes and troubleshooting issues. We often compared notes and I was always happy when she would confirm that my approach was the right one. She helped me to think things through and research all the angles. I learned so much from her! Eventually she became the supervisor of the PPDB unit, a natural fit as everyone went to Jeanette when they needed to understand the technicalities of the PPDB system. Her mind is an encyclopedia of HR knowledge.

History in a personnel records system is crucial as things change. Jeanette through the years has cared deeply about her work in employee records and about the people she works with. From my view, having been a customer, a co-worker, and an employee, Jeanette always goes above and beyond, truly giving her all.

Now that the new “Workday” system is coming to life (it will go live in June 2018), Jeanette’s expertise is even more valuable. When she finally does retire from state government, she can do so knowing what a huge difference she has made in the state’s personnel systems – all three of them!

Thank you, Jeanette, for your depth of knowledge and caring attitude, and for all you taught me and so many others! -Kim Courtright

We are not alone: Workday’s list of public and private clients continues to grow

By Anna King, Communications Coordinator, Workday Project

The infographic below provides examples of Workday customers in Oregon, customers elsewhere who belong to the public sector, and nationwide customers in the private sector. In order to access the image’s embedded links, click either this paragraph or the infographic, and you will be transported to the document through our website!

Workday customer overview