Workday Financials Implementation Project
Workday Ambassadors
Harvey Mudd College - Shanahan Center 3481
Friday, May 22, 2015, 10:00 a.m. - 12:00 p.m.
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Today’s Agenda
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WORKDAY DEMONSTRATION
Customized Budget-to-Actual Report
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RESULTS OF GROUP EXERCISE ON COMMUNICATION
Treasurers and Ambassadors - Communication Toolkit
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GROUP EXERCISE ON CHANGE MANAGEMENT PRIORITIES
Change Management Strategy Development
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LATEST PROJECT SCHEDULES
User Acceptance Testing (UAT) and Training
End User Training Plans
Status of Project Stages
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WRAP UP
Workday Review
Questions and Discussion
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Workday Financials
Reporting-Video
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Workday Financials
Budget Report Demonstration
Demonstration of a customized budget
report for The Claremont Colleges
in Workday Financials
Presented by Core/Design Team Member:
Scott Martin, Harvey Mudd College
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Seven Key Themes From
Communication Exercise
1. Use face-to-face communication,
whenever possible.
2. Target communications to specific
user groups.
3. Personalize emails, rather than using
email list.
4. Use demos and compelling use cases
to communicate the value of Workday.
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Seven Key Themes From
Communication Exercise
5. Conduct needs assessments for
departments.
6. Communicate training and support
opportunities.
7. Create a larger network of
ambassadors on each campus.
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Treasurers and Ambassadors Communication Toolkit
Treasurers are Change Management
Champions for their campuses.
Treasurers will:
• Receive an outline or “Toolkit”
• Meet with Ambassadors
• Develop plan for rolling out appropriate
communication
• Identify “doers” for each activity
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Change Management
Priorities
• Six change management items identified by
Core/Design Team as major shifts in processes in
moving from Jenzabar and Datatel to Workday
• These affect Colleges and individuals differently
• Our goals are to familiarize Ambassadors with
these items and to develop strategies to facilitate
successful transitions regarding these changes at
each campus
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Change Management
Priorities - # 1
Affects all Colleges:
• Transition from account numbers
(15 digits for Pomona, 14 digits for
all other Colleges) to strings of
worktags of varying lengths
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Change Management
Priorities - # 2
Affects all Colleges:
• Transition from preparing and
reviewing request-for-check (RFC)
forms to creating and approving
supplier (vendor) invoices in
Workday
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Change Management
Priorities - # 3
Affects all Colleges:
• Transition from paying students
and employees on RFCs to paying
students and employees through ad
hoc feature in Workday
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Change Management
Priorities - # 4
Affects all Colleges:
• Transition from self-balancing gift
and grant account numbers
(projects at Pomona, units at all
other Colleges) to new gift, grant,
program and project worktags in
Workday
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Change Management
Priorities - # 5
Affects Pomona only:
• Temporary return to paper process
for purchase orders until Workday
Procurement module is
implemented in Phase II
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Change Management
Priorities - # 6
Affects HMC and CUC only:
• Temporary return to paper process
for employee expense
reimbursements until Workday
Expenses module is implemented
in Phase II
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The Claremont Colleges
Change Objectives
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Increase knowledge and confidence for the use of Workday
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Preempt resistance to change by reducing uncertainty and
containing anxiety
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Confirm communication needs are systematically addressed
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Manage expectations
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Strive for smooth transition and effective implementation
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Build and encourage continued use of the Workday Community
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Elicit constructive suggestions and stakeholder involvement
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Celebrate success and learn from mistakes
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Team Exercise:
Design a Change Strategy
Task:
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Break out into Ambassador groups by
College
•
Have Core/Design Team member and/or
Treasurer join each group
•
Develop strategy to introduce these
changes successfully at your campus
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User Acceptance Testing (UAT)
and Training for Ambassadors
Schedule
• First two weeks in June –
Mon., 6/1 to Fri., 6/5 and Mon., 6/8 to Fri., 6/12
Location
• Notice to go out week of Tue., 5/26
• Workday consultants and Core/Design Team
members will be on site at UAT
Activities
• Test scenarios in Workday Financials for
transactions you will initiating or approving in
your positions at your campuses
• Test the training quick sheets and videos designed
as job aids for end users
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End User Training Plans
Schedule
• Four weeks in late June and early July –
Mon., 6/22 to Fri., 7/17
Location
• Notice to go out week of Mon., 6/15
• Core/Design Team members will be on site at End
User Training
Activities:
• Use Workday Financials for real transactions that
end users need to initiate or approve in their
positions at their campuses
• Use the training quick sheets and videos designed
as job aids for end users
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Status of Project Stages
Completed:
1) Plan, 2) Architect, 3) Configure
In Progress:
4) Test (includes Training)
Next:
5) Deploy (includes Training)
6) Production (Post Go Live) (includes Training)
Go Live Dates –
Wed., 7/1 for Controller’s Offices and Business Offices
Mon., 7/20 for End Users and Campuses at Large
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Review of Workday
Difference - Video
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Review of Workday
Difference
• Workday is configurable by the customer,
but not customizable
• Workday releases two software updates
annually to all customers at the same time
• Workday user community influences
future enhancements. Online forum is
Workday Community site:
https://community.workday.com
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Thank you!
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Questions and
Discussion
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