Graco Workday Launch Communications

Transcription

1 Graco Workday Launch Communications The communication strategy for the September global launch of Workday to the Graco workforce is to: Engage introduce and create excitement for a new employee process platform that will deliver innovation and efficiencies to the entire organization Educate ensure all employees and managers can easily access the system and are provided with any training tools or resources they may need to complete transactions in the system Communications will emphasize the benefits of expanding self-service processes throughout Graco, and feature just-in-time (as needed) enduser training as well as some on-site training sessions managed by local HR representatives. Because Workday is a fairly intuitive and userfriendly system, most end user training will consist primarily of transaction-specific DIY instructions and videos. The following is a high-level timeline for communications, with more details on page. Key Workday Communication Dates Timing U.S. Managers: (Teaser) Workday is Coming, Training Sessions Will Be Offered Week of Aug. 25 Executive/VP Communication: Workday is Coming heads up, communication schedule Sept. 8 U.S. Managers: Workday is Coming, More Info Week of Sept. 8 Executive Meeting Mobile Demo (David Ahlers) Sept. 15 Soft Go-Live Launch to HRIS Staff Sept. 15 U.S. Manager in Person Training Sessions Begin Week of Sept. 15 AP Manager and Employee in Person Training Sessions Begin Week of Sept. 21 Workday is Live Communication Globally to All Employees Sept. 23 Workday s/updates Did You Know? Beginning Weekly, moving to less frequent Page U.S. 1 of 8 - Employee Optional Training Learn More About Workday Week of Oct. 13 Compensation/Performance Management Rollout/Launch Dec. 1 details TBD End-user feedback survey Spring, 2015

2 Key Messages (see Appendix for more details) Enterprise: Workday creates a common global platform to automate and standardize employee processes across the organization by: Driving operational efficiencies (automating) Increasing cost effectiveness Providing scalability to support future growth HR/Managers: Get on-demand reports information about your team at your fingertips Manage your team more efficiently hiring, promotions, performance management, etc. will all be initiated, reviewed, approved and documented in Workday Employees Manage your personal information all in one place, on your schedule, from anywhere Page 2 of 8

3 Timeline Details/Tactics DATE Communication/Message Audience Vehicle Week of Aug. 25 Workday is Coming! (teaser) Training sessions have been scheduled, please attend one: (HR Managers to set up sessions locally); you ll be getting more info soon U.S. Managers From David Sept. 8 Week of Sept. 8 Sept. 15 Sept. 15 Week of Sept. 15 Week of Sept. 21 Sept. 23 Page 3 of 8 Executive/VP Communication: Workday is coming heads up, communication overview, etc. U.S. Managers: Workday is Coming, Here is your log-in, more information, the landing page, training resources, etc. You need to get comfortable with system but don t do any transactions until Sept. 23 when goes live company-wide (Can we say that?) Executive Meeting/David Ahlers/Mobile Demo, Show edited Workday overview video, conduct mobile demo with all VPs, (Jodi to work with Cameron/Brenda to get all VP phones loaded prior to meeting). Soft Go-Live Launch to HRIS Staff: Workday is live for HRIS Staff, quiet period transactions will be processed. Familiarize yourself with system so can help managers and employees (Need to discuss with Cameron what he will need from other HR Staff) U.S. Manager in Person Training Sessions Begin AP Manager and Employee in Person Training Sessions Begin (when is EMEA?) Workday is Live Global Communication (Special focus on time off request instructions for exempt (communicate that this is not impacting factory and office non-exempt in the U.S. message to factory: NOT a lot changing for you) Graco VPs /Memo David Ahlers U.S. Managers with log-in information and link to landing page David VPs Meeting David HRIS Staff U.S. Managers AP Manager and Employees All Employees with log-in info and link to landing page Face to face meetings with HR rep Powerpoint presentation Meetings -- PPT with log-in information and link to landing page ACTION: Log in, complete a transaction, get

4 Oct. XX Weekly then monthly Ongoing training - Oct. 13 Dec. 1 March- April 2015 Pat McHale Employee Meetings Hope everyone is up and running on Workday Did you Know s (rolling out additional information/resources) Employees (office/factory?) All placed in drawing for a D- link Wi-fi device, fitbit, etc. Village article with link to landing page Posters, Digital BB, C&I Meetings Small token to distribute such as workday cloud pad? Meeting and post on landing page under Did You Know section Kristi/Jodi U.S. HR Managers offer small group trainings as needed for employees U.S. Employees Meetings, videos HR Managers Compensation/Performance Management Rollout (separate these two?) User feedback survey Len Need more detailed rollout plan Page 4 of 8

5 Workday Landing Page (graphic below is working draft) Central location to point employees for more information, training resources, etc.; will be referred to in all communications. Includes: What is Workday? Video (this can be taken down after a few months, or moved) Workday training resources and tools (job aids) Help instructions FAQs will be fed by Did You Know communications; FAQ will be added to as feedback is received about system o Who has access to information o What s changing, what s not? Page 5 of 8

6 Branding Internal communications regarding Workday will be branded with both Graco and Workday logos as per Workday branding guidelines (see Appendix for sample). The Graco Workday landing page may feature the following graphic but this graphic is not to be used on the majority of materials: Translations Workday and all job aids will be translated into the following languages initially: Simplified Chinese Japanese Korean Dutch German French Spanish Sajan, Graco s translation vendor, will complete the translations once the English versions have been finalized. They may also add translated closed captioning to the Workday videos; in addition, the Workday landing page will be translated once final. Workday Help Where to Go (in process) From Len: Overall strategy is to drive people to local staff for help rather than provide a centralized approach. We will leverage the local superusers for efficiency, speed of response to customers, and instill ownership & responsibility at the local level. We also need to be clear on an escalation strategy for issues beyond the local ability to solve the problem. Escalation to HRIS using Zendesk as our ticketing system would seem to be a good option. HRIS can then either solve the problem or work with either Workday or IS to fix it... Page 6 of 8

7 Appendix Launch Communication Goals Key Audiences Executive Leadership Ensure awareness of and support for major business process changes (clarify major changes before vs. after) Solidify support for project and case for change HR/Superusers/Administrators Instill ownership/responsibility for regional rollout Be fully prepared for go-live, equipped to trouble-shoot and answer questions about the new system Be able to instruct end users how to access training resources Generate enthusiasm for end users End Users (Managers and Employees) Managers Build awareness, buy-in Ease transition concerns clarify major changes before vs. after Ensure ease of and accessibility to training materials and resources Ensure understanding of main benefit to managers: Empowerment to manage employee needs for their business and access information on demand Employees Build awareness, buy-in Ease transition concerns clarify major changes before vs. after Ensure ease of and accessibility to training materials and resources Ensure understanding of main benefit to employees: Employees don t have to depend on HR to make changes and they can view their information whenever they want. Office/Factory: Clearly communicate what/how factory workers are impacted differently (i.e., continue to use Autotime) Page 7 of 8

8 Sample Communications Materials (employee , poster Graco logo/branding to be added) Page 8 of 8