Administrative Systems Office of Info. Tech - Business Process Innovation
Agenda • Project objectives • Workday project philosophy • Efficiencies of Workday • Who else, other community colleges • What makes Workday work! • Lifecycle development/Program methodology • Basic timeline • Commitments and responsibilities • Lets look at Workday • What do I do now? • Questions and answers Workday Confidential
Project Objectives “(Montgomery College must) operate in the most effective and efficient way possible ….and add performance metrics into the operation of the organization” ~ Montgomery College 2020 • Support student and institutional success • Increase efficiencies • Eliminate duplicate entry • Simplify business processes • Empower employees Workday Confidential
Workday Project Philosophy The contract states “that Montgomery College will adopt the pre -defined leading business practices and pre-configured application content delivered by Workday.” Only the “business processes considered out of compliance will be targeted for redesign and/or reconfiguration.” As a result, we will be transforming our current business processes to adopt best practices. Workday Confidential
Why Workday? What is different? What does Workday do differently? Or some will ask… We have a system, why another? Why have a system when we have paper? Move to a system that will change at the rate the College and higher education industry is changing. • Regular upgrades and new functionality (6 months) • Fixes and patches weekly • Flexible, and all customers are on the same platform and version. We all are able to share wisdom. Workday Confidential
Efficiencies of Workday Hosted by Workday as a cloud-based Configurable application Customizable Accessed via the web Provides standard, non-customizable software Uses best practices Works on a 2 times per year release strategy – March and September Workday Confidential 8/17/2016
Critical Benefit – Management Reporting • Business users receive information directly • No need for spreadsheets and manual processes • Executives and managers get the information they need when they need it The result is financial and operational insight into MC business operations — and the ability to make data-informed decisions. Workday Confidential
We're Not Alone – Community College Clients WORKDAY CONFIDENTIAL
How does Workday work? Workday Confidential
Concept: Business Process What is a Business Process? • A business process is a set of tasks that people initiate, act upon and complete in order to accomplish a desired business objective • Once a business process is initiated, Workday routes the tasks to the responsible roles (users who are capable of completing the tasks based on their membership in security groups) and enforces security and business rules throughout the business process Who can Initiate a business Process? • Initiation of a business process is dictated by the person’s security role in the system • Any user with the appropriate role can initiate a business process • Any employee can initiate an Employee Self Service (ESS) business process (i.e. to report a life change event business process) Workday Confidential
Concept: Business Process Example of a Business Process Below are two steps in the Hire Business Process: 1. A person with the appropriate role initiates the business process by completing the Hire Employee task in Workday. 2. Workday routes the Propose Compensation step to the person with the appropriate role to propose compensation for the candidate. The business process is complete when the designated “completion step” is carried out. Workday Confidential
Lifecycle Development Program (What is it?) LDP permits the Workday customer to be LIVE on Workday sooner than traditional deployment methods – and thus receive a greater time-to- value return on investment . • A unique deployment approach using Pre-Built Content and Pre- configuration of the Workday system. • A prescriptive deployment strategy that uses configuration of the system to meet MC’s needs and requirements. • An approach that enables MC to confirm, validate, configure and test a pre- configured system -- rather than build the system from scratch. • A Rolling Adoption method enables MC to make relevant, informed decisions regarding which functions to implement in a series of phases. Workday Confidential
Project Timeline Sierra-Cedar recommends the following accelerated project plan to which we must adhere to meet the College’s goal of implementation by July 1, 2017. Workday Confidential
Time Line 2016 2017 Project Stages Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 1. Plan 2. Architect 3. Config & Prototype 4. Test Go Live 7/1/17 5. Deploy A Production Support Rolling Adoption Change Management / Knowledge Transfer / Delivery Assurance
Commitment from OIT • Project Manager • Project Coordinators • Testing Lead • Security Administrator • Integration Developers • Data Migration Programmers • Report Developers Workday Confidential
HRSTM and OBS Responsibilities Review initial prototype (Tenant P1) • Based on your answers to previously completed Workday surveys • Identify business processes that will change at MC • Identify prototype processes that may be out of compliance with College policy, laws, and regulations Complete iterative testing of improved prototypes (Tenant P2 and Tenant P3) • Integration testing of business processes • Verification of converted data for integrity and completeness Support “Go Live” with final “gold” MC version of Workday Workday Confidential
Responsibilities of Staff with Functional Expertise • Communicate functional requirements • Gather required legacy system reports • Identify data to be converted/provide samples and documentation • Cleanse and validate data for migrations • Participate in prototype workshops to understand Workday configuration, data, and integrations • Complete testing of business process configurations, integrations and system reports • Assist with design, development and delivery of end-user training and documentation • Assist with business readiness and change management activities Workday Confidential
Time Commitment for HRSTM, Budget Office and OBS • Lead experts receive 3 hours required training; some areas may have more • 19+ workshops (each is 2 days on average) • 2 persons from one or multiple offices will attend workshops at a time • Architect phase includes 3 workshops in October and the rest in November through mid December Workshops titles include: HCM core, Security, Absence, Benefits, Payroll*, Time Tracking*, Academic*, FDM, Core Financials, Banking, Customers, Assets, Suppliers, Post Award Grants, Integrations, Reporting* Workday Confidential
Let’s look at Workday • Roadmaps: Let’s look at the current benefits Roadmap • Training sample: Customer training sample Workday Confidential
What do I do? • Watch for and attend presentations on workday. • Look at the website • Virtually visit workday sites. • Help your unit and the college with the transition to Workday! • Ask us questions What managers may ask you: Participate in confirmation sessions. Review your current processes; are they clean? Review current data; is it clean? Workday Confidential
Questions & Answers Workday Confidential
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