Office of Info. Tech - Business Process Innovation

Administrative

Systems

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

• Support student and institutional success

• Increase efficiencies

• Eliminate duplicate entry

• Simplify business processes

• Empower employees

Workday Confidential

“(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

Workday Project Philosophy

Workday Confidential

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.

Why Workday? What is different?

Workday Confidential

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.

Efficiencies of Workday

Workday Confidential 8/17/2016

Hosted by Workday as a cloud-based

application

Accessed via the web

Provides standard, non-customizable

software

Uses best practices

Works on a 2 times per year release strategy

– March and September

Configurable

Customizable

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

Workday Confidential

The result is financial and operational insight into MC business

operations — and the ability to make data-informed decisions.

We're Not Alone – Community College Clients

WORKDAY CONFIDENTIAL

How does Workday work?

Workday Confidential

Concept: Business Process

Workday Confidential

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)

Concept: Business Process

Workday Confidential

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.

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.

Lifecycle Development Program (What is it?)

Workday Confidential

Project Timeline

Workday Confidential

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.

Time Line

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

5. Deploy

Production Support

Rolling Adoption

2016Project Stages

2017

Change Management / Knowledge Transfer / Delivery Assurance

Go Live 7/1/17

A

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

• Roadmaps: Let’s look at the current benefits Roadmap

• Training sample: Customer training sample

Let’s look at Workday

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

Workday Confidential

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