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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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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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.

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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