#WD4U
Workday is a state-of-the-art cloud-based solution that will replace many of our current Finance and HR systems, like Finance Enterprise, PageUp, and Kronos. New functionality will support HR, Payroll, Financial Services, Purchasing, Recruiting, and Talent/Performance to allow for faster and better access to data.
The go-live date for Phase 1 of the Workday Project is July 1, 2024.
That depends. Many employees will not need to use Workday to complete daily work tasks. If your daily work consists of HR or Finance tasks, you will most likely be completing your work in Workday. All employees will track their time in Workday instead of Kronos.
All employees will have access to self-service (i.e.: changing benefits, updating address, phone numbers, bank account information etc. as needed) and will be expected to use the self-service functionality.
The methodology used to build the Workday system consists of phases where the Project Team works with consultants to design the system to work for us. Then we test hundreds of scenarios to make sure it works as we need it to. The last test to complete will be when we “run” a payroll in Workday and cross reference all the numbers to a payroll in our current system to make sure the numbers were the same which indicates Workday was calculating payroll and compensation to our standards.
We want a system that allows our employees to function as partners rather than administrators. Workday will allow us to focus our time and attention on activities that align to our strategic vision and empower our employees and managers with data to drive business decisions.
We will ensure that when needed, all employees will have access to Workday.
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Workday will store information indefinitely.
No, all information is being loaded into Workday from the various other systems that the College currently uses. Employees will receive a Go-Live Checklist of tasks to complete starting on day 1.
Workday has a configurable time out period. We will be able to define how long Workday is inactive before automatically signing a user out of Workday.
Yes. Workday always tracks who is doing what within the system.
Workday is stored in the AWS cloud. As long as you have access to the internet, you can always get into Workday.
Yes, Workday can be configured to allow users to delegate certain processes to other people on their behalf to accommodate time off, vacations, etc.
Workday completes weekly and quarterly maintenance and may not be available on some Saturday mornings.
You will not be able to access Workday during the maintenance period. All updates will need to be done once Workday is operational.
Change agents will communicate with co-workers, colleagues, and others on campus to provide information on the Workday project. Specifically, you will help the College get everyone ready for the transition to Workday with tailored communications on the project status and training needs for each audience. Agents will gather feedback from peers, and bring to our attention issues, problem areas, misunderstandings, and areas of resistance. Change Agents may also be asked to participate in other aspects of Workday 4 U project.
Change Agents will receive communication templates from members of the Change Management Team, currently Ellen Yu (Union) and Kathleen Bertolini (Accenture), to review, tailor, and discuss with peers. Until the project wraps up in late 2024, Change Agents will meet regularly with the Change Management Team to receive updates, give feedback, and receive support.
Change Agent activities typically average 1-2 hours every other week, depending on the phase of the project and any related issues. Since the Change Management Team will provide materials and guidance, most of the Change Agent’s job is talking to colleagues. Some examples may include lunch and learns, existing team meetings, and casual conversations. Ideally, Change Agents should touch base with their fellow team members weekly, bring up a few points about the project, and gather any feedback.
Although the time commitment is minimal, Change Agents have a pivotal role in the project’s success. Supervisors are expected to work with Change Agents to incorporate project activities into existing work. Supervisors are also encouraged to recognize this role (time spent, skills obtained, etc.) in their Change Agent’s performance planning feedback and career development plans.
Change Agents will have first-hand knowledge about many aspects of the Workday project and the opportunity to influence the communications and training, pointing out issues that the core project team members may have missed. The experience that the Change Agents gain will assist them during and after changes are implemented. They will be well-prepared to use Workday and have full understanding of its capabilities and benefits. They are typically regarded by their peers as the person “in-the-know.”
Several departments/areas have appointed multiple team members within their department to act as Change Agents. It is expected that teams with multiple Change Agents will arrange for one Change Agent to coordinate and collect the status for their area and report it to the Change Management Team each month.
Share questions and feedback with the Change Management Team.
The go-live date is when everyone on campus will start using Workday for Finance, Payroll and HR functions. The Workday 4 U Platform will be used starting on July 1, 2024.
Demonstrations and training will be provided as the project progresses. Communications regarding demonstrations and training will be delivered through the Change Management and Training Teams.