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Workday Financials Implementation ProjectWorkday AmbassadorsAlbrecht Auditorium in Stauffer Hall, CGUTuesday, June 16, 2015, 10:00 a.m. – 11:30 a.m.

Today’s Agenda • AMBASSADOR SURVEY RESULTS

• PROJECT ROLLOUT SCHEDULE

• END USER TRAINING PLANS

• CAMPUS COMMUNICATIONSTreasurers’ Communication ToolkitWorkday Ambassadors’ ToolkitWorkday Ambassador Roles

• GROUP EXERCISE ON WORKDAY AMBASSADOR ROLE

• QUESTIONS AND DISCUSSION

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Ambassador Survey Results

75% Return Rate – THANK YOU!

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Ambassador Survey Results

Generally...

•Ambassadors see the benefits of the project

•Want to see more of the product

•Are concerned about end user training and campus communications

•Enjoy the interactions with their campus and with the Core Design Team

•Are enthusiastic about their role

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SURVEY RESULT: From my experience from the User Acceptance Testing (UAT) sessions, the system is meeting my expectations.

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SURVEY RESULT:I see the benefits of Workday for my campus.

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SURVEY RESULT: The training session before UATadequately prepared me for UAT.

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SURVEY RESULT:I believe Workday will be easy to use for the end users on my campus.

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SURVEY RESULT:The training I saw at UAT will help prepare my campus to use Workday.

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SURVEY RESULT:I am comfortable and feel prepared for my role as a Workday Ambassador on my campus.

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SURVEY RESULT: My campus is aware of the Workday Financials Project and the upcoming July implementation.

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SURVEY RESULT:I am confident about the plans to communicate with my campus.

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SURVEY RESULT: I am comfortable with continuing to play a role as a Workday Ambassador and will consider continuing infuture phases.

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Project Rollout Schedule

Reminder - Two Go Live Dates

Wed., 7/1/15 - For Controller’s/Business Offices

Mon., 7/20/15 – For Campuses at Large

In Between Go Live dates:

• Complete old year transactions in Datatel and Jenzabar

• Hold new year transactions except: 1) Vendor payments that cannot wait until July

202) Cash receipts

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End User Training Plans

Schedule

• Four weeks – Mon., 6/22 to Fri., 7/17• Two weeks – Mon., 8/17 to Fri., 8/28

Locations

• Notice to go out week of Mon., 6/15• End users and Ambassadors can sign up at

workdayinfo.claremont.edu• Core/Design Team members will be on site

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End User Training Plans

Activities

• Use Workday Financials for transactions that end users need to initiate or approve in their

positions at their campuses• Use the training quick sheets and videos

designed as job aids for end users

Format

Pomona – All module training togetherDatatel Colleges – Supplier module training separate by College; other module training

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Campus Communications:Treasurers’ Toolkit

• Series of Emails • Overview and announcement of Financials Project• Summary of coming changes• Go-Live announcement• Training information• Update and information prior to campus end user Go

Live

• PowerPoint for Campus Meetings• Summary of Workday• Benefits• Core Team• Ambassadors• Training

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Campus Communications:Ambassadors’ Toolkit

• Template for Campus Interaction

• Introduction Email Template

• Change Issue Strategy Outline

• PowerPoint for Department Meetings

• Training Information and Training Material

• Account Numbers Crosswalks

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Workday Ambassador Roles• Communication and support roles:

• Forward Workday communications to colleagues

• Talk with colleagues about Workday in a positive manner

• Volunteer to support Workday events such as training and demonstrations

• Answer questions from departments about Workday

• Participate in User Acceptance Testing (UAT)

• Support the Core/Design Team members as they conduct end user training

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Group Exercise on Workday Ambassador Role

1. Join your campus group

2. Develop a change scenario involving a campus user or department

3. Assign roles as Workday Ambassador or end user

4. Role play the conversation, resistance, and solutions

5. Debrief on what worked and what other strategies may be helpful

Thank you!

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Questions and Discussion

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