City and County of Denver Workday Project Kickoff Meeting May 5, 2016
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Agenda Welcome! Opening Remarks & Introductions Executive Sponsor Comments Project Overview Project Goals & Scope Roles & Responsibilities Project Approach Workday s Deployment Methodology Timeline (the where, what & when) Change Management Differences in a Workday Project How Will You Participate Questions
PROJECT BY THE NUMBERS Budget $9.8M Implementation $14M TCO (5 years) $40M+ Savings (15 years)
WHO S WHO? EXECUTIVE SPONSORS Beth Machann City Controller Finance Payroll Karen Niparko Exec Dir OHR John Utterback Purchasing Dir Chris Binnicker Deputy CIO Gisela Shanahan DIA EVP & CFO
EXECUTIVE SPONSOR COMMENTS
Keynote Speaker BETH MACHANN CITY CONTROLLER
Keynote Speaker GREG HEGARTY AIRPORT
Keynote Speaker JOHN UTTERBACK DIRECTOR PURCHASING
JIM MCKEEVER PAYROLL KEY USER Brief recap of time line so far Overview of what we ve done Working with the consultants Where we are now? How much time did it really take? How difficult is this? Is Workday really better? How big is the difference?
Project Overview
Goals and Objectives This multi-year program will implement a new Enterprise Cloud Applications called Workday for the City & County of Denver, including Denver International Airport. This solution includes the replacement of the PeopleSoft for: Human Resources Purchasing Payroll and Financials applications. This program will redefine how our departments do business, impacting all employees of the City and County of Denver. It is targeted to go live in 2017. Workday is a SaaS solution, offering a unified platform, increased user experience, configurable application. Sierra-Cedar will provide professional services for the deployment of the Workday software.
HR Payroll
Project Scope Human Capital Management (HCM) Procurement Finance (GL, AR, AP Projects, Grants, Fixed Assets) Payroll Benefits Core Compensation Talent/Performance Management Employee and Manager Self Service Standard Reports Change Management
Approach
Methodology Plan Architect Configure & Prototype Test Deploy Project Team Assembled Project Plan and Charter Communication Plan Initial Prototype Tenant (P0) Project Kick-off Conceptual Designs Detailed Business Process Design Integrations & Reports Discovery Review & Approve Design Solution & Gap Analysis Configuration Prototype Tenant (P1) Unit Test, Validate Configuration Build Integrations & Reports Final Configuration Prototype Tenant (P2) Create System & UAT Test Cases End to End Test User Acceptance Test (UAT) Training Tenant (Gold) Production Data Conversion & Configuration Go-Live Checklist Go-Live! Post-Production Support Close-Out Project Management, Change Management, Knowledge Transfer & Training Delivery Assurance Framework for Success
Delivery Assurance Field Readiness Comprised of Workday Product Experts, the Delivery Assurance group brings a wealth of product knowledge and lessons learned on prior Workday deployments to steer projects to success. Workday Delivery Assurance ensures that all Workday deployments -regardless of the consulting firm involved are delivered with the highest level of quality.
Delivery Assurance
Framework for Success Value Framework For Success Ensure Production Readiness Gain understanding of post-golive tools and processes Ease adoption of new Workday capabilities Service Description Included with your Workday subscription Series of online presentations to help customers prepare for life as a Workday customer: Tools to Keep you Connected Preparing for Life in Production Workday Updates Customer Readiness Timing 1-hour sessions held during each stage of deployment Location Remotely via live WebEx or recording Who Should Be Involved Project team, functional experts
HCM/Payroll Timeline 2015 2016 2017 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Business Process Alignment Stage 1 Plan Stage 2 - Architect Stage 3 Configure & Prototype Stage 4 Test Stage 5 Deploy PM and CM Go-Live We Are Here!
Finance Timeline 2015 2016 2017 Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul HCM/Payroll Phase Stage 1 Plan Stage 2 - Architect Stage 3 Configure & Prototype Stage 4 Test Stage 5 Deploy PM and CM Go-Live We Are Here!
The Next 90 Days Build a Tenant Complete Initial Workday Training Conceptual Design Sessions using Workday Detailed Future Business Process Design Understand and Design Integrations Load Your Data into Workday Lots of You Spending Time in Workday!
Where are We Going? Continue to Understand CCD for SCI Understand Workday for CCD Think Outside the Box Don t Repeat the Past Occam's Razor Keep It Simple %#@# Complete Build of Development Items Test, Test and Test some more Training and Manage the Change Meet the Date
The Process of Change Where you are today Process of change Where you want to be
In the beginning -Establish Workday Support Network -Training Strategy - Design new processes None of the desire, skills, knowledge All of the desire, skills, knowledge necessary to participate in systems change
Over Time None of the desire, skills, knowledge All of the desire, skills, knowledge necessary to participate in systems change
Goal!!! None of the desire, skills, knowledge All of the desire, skills, knowledge necessary to participate in systems change
Getting from Here to There To ensure that individuals understand changes related to the Workday implementation, three key elements will be addressed throughout the project: Communicate information as to how roles and processes will or will not change Engage stakeholders in process redesign activities to facilitate ownership Roles & Responsibilities Communication Training Develop and deliver comprehensive training around new roles and responsibilities, processes, and system functionality
Work to Date Readiness Assessment 250 people from the airport and CCD at large Answered observations about implementations here at CCD Communications Team www.denvergov.org/workday FAQ contest Workday Ambassador Network 46 from different agencies/departments Help communicate and spread the word Training Plan Started to take shape
What are we trying to accomplish? Get people s attention and build a consistent vision Maintain awareness and reinforce the transition to Workday Embed changed business processes into daily life Be a visible presence of support and information (with excellent communications!) Strengthen knowledge sharing and collaboration Establish a foundation for change that can be used on future Workday updates
Why Workday? Reduce manual workloads and streamline business processes while maintaining accurate data Provide a friendly, easy to access user experience Enable us to be faster, smarter, and more efficient in the way we work Permit employees to securely manage their personal and work information anytime, from anywhere, and on any device.
What s Different in a Workday Project?
Community Workday Community Customers Deployment Partners Workday Tool that enables you to: Continue to connect with Workday and other customers Stay informed of Workday activities Provide input into our process, procedures, and products Primary collaboration and communication tool for update https://community.workday.com
Security Security is everyone s responsibility DO NOT send emails with sensitive information Use sftp to Exchange data LOCK your computer/workstation when you step away Passwords Should not be shared Should comply with TS standards Should be stored in a secure manner
Time to See it in Action TM
How Will You Participate?
Stakeholders Active Participation Throughout the Project Share your ideas Respect everyone s ideas Make Decisions Test, Test and Test some more Participation in Activities Attend Meetings Status meetings Training
What s your Role? Executive Sponsor/Steering Committee Program Manager Business Analysts/Subject Matter Experts Technical Internal Auditor Workday Administrators Security Administrators Business Process Administrator Change Agent(s)
Weekly Status Meetings (30-60 minutes) Semi-Monthly Executive Steering Committee Meetings (1 hour) Milestone Reviews Design Reviews Communication Business Process Review (2-4 hours)
Project Team Use the Project SharePoint Site Update issues log Review status and meeting updates Regular Communications via E-mail, SharePoint, and Other Sources Speak Up Ask Questions
Questions and Answers