workday financials implementation project workday ambassadors claremont mckenna college kravis...
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Workday Financials Implementation ProjectWorkday AmbassadorsClaremont McKenna CollegeKravis Center, Lower Court 62Thursday, April 30, 2015, 10:00 a.m. - 11:30 a.m.
Today’s Presentation • Update on Project Status
• Testing and Training Timetable – April, May, June, July• Core/Design Team Testing• End User Training Materials Preparation • Ambassador User Acceptance Testing and Training • End User Training
• Workday Demonstrations• Workday Community Site• Navigation in Workday Financials• Workday Financials Business Process
• Team Exercise: Design a College Communication Plan
• Questions and Discussion
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Update on Project Status
Completed: 1) Plan2) Architect 3) Configure
In Progress: 4) Test (includes Training)
Next: 5) Deploy (includes Training) 6) Production (Go Live) (includes Training)
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Testing and Training Timetable – April and May
• Core/Design Team Testing• Team completes first round of testing by end of April• Workday finalizes P2 testing tenant during May• Team completes second round of testing at end of May
• End User Training Materials Preparation• Sierra-Cedar assists PMT to complete by end of May
Prospective Training Material Formats:FAQs and Glossaries, Bullet Point Sheets with Screen
Shots, Videos
Prospective Training Material Contents:Paying Vendor Invoices, Billing Customer Invoices,
Preparing Journal Entries, Reviewing Budgets
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Testing and Training Timetable – June and July
• Ambassador User Acceptance Testing and Training• First two weeks in June – June 1 to 5 and June 8 to 12
(Locations and details to be announced in May)• Preparation for rollout / communication to your
colleagues• Change management activities and strategies
• End User Training• Late June and early July – June 22 to July 15• Go Live – July 1 for Business Offices, July 15 for End
Users
Prospective Training Venues:Town Hall Meetings, Lunch and Learn Sessions,
Receptions, Open House Hours at Controller’s Offices and Business Offices
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Claremont Website Resource:
http://workdayinfo.claremont.edu
Watch for updates on training materials in May, June and July
The Claremont Colleges Workday Website
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What We Gain From Workday
•Solutions for three major needs:
• Robust reporting for decision-making
• Integrated budgeting and planning tools
• Business processes with embedded workflows and document management
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Workday Community Site
https://community.workday.com
•Site for all Workday users for product and training information
•Note number of users online•Request a Community account•View Community overview video
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Navigation in Workday and Demonstration of a Business Process
• What is a business process?
• Why is it core to Workday Financials?
• Demonstration:Navigation in WorkdayA Sample Business Process:
Creating a Supplier InvoiceJessica Schatz, CUC, Ass’t.
Controller
• Questions?
• Clear direction that articulates the drivers and benefits of change
• Shared design with engaged leadership, staff, and faculty
• A strong understanding of and connection to strategic goals of the Colleges and the departments
• The capacity to guide people through change in a way that they can understand and use
• WIFM (“What’s in it for me?”)
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Successful changes are characterized by:
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The Claremont Colleges Change Objectives
• Increase knowledge and confidence for the use of Workday
• Preempt resistance to change by reducing uncertainty and containing anxiety
• Confirm communication needs are systematically addressed
• Manage expectations • Strive for smooth transition and effective implementation
• Build and encourage continued use of the Workday Community
• Elicit constructive suggestions and stakeholder involvement
• Celebrate success and learn from mistakes
Team Exercise: Design a Communication Plan
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Exercise: Form into teams with other Ambassadors
from your College.
Brainstorm the communication activities that will inform your colleagues on your
campus about Workday.
College Treasurers Change Champions
Core/Design TeamChange Leaders
Workday AmbassadorsChange Early Adopters
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Workday Change Management - Roles at The Claremont Colleges
Team Exercise: Design a Communication Plan
Starting Ideas:
• Emails, Newsletters, Memos
• Who sends, who receives, and when?
• Websites
• Who updates, and when?
• Town Hall Meetings, Lunch and Learn Sessions, Receptions, Open House Hours at Controller’s Offices and Business Offices
• Who invites, who attends, and when?
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Brainstorm the communication activities that will inform your colleagues on your campus
about Workday.
What works best at your College?
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Workday Ambassador Activities• Activities revolve primarily around communication and support
and include:
• Forwarding Workday specific communication to colleagues and direct reports
• Talking informally with colleagues about the Workday project in a positive manner
• Volunteering to support project events such as roadshows, training, software and business process demonstration and testing
• Being the first to sign up for and participate in activities such as training, then encouraging peers to participate as well
• Answering questions from departments about Workday
• Participating as a User Acceptance Tester (UAT)
• Supporting training activities
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Next Steps in May
• Prepare to work with your Treasurer on communications plan for your College
• Prepare to work with the Core/Design Team on strategies to help end users understand impact of changes in business processes from Datatel or Jenzabar to Workday
• Learn more about end user training materials and training venues
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Change Management Team
All with guidance from Claremont’s Workday change management team:
Nancy Krogh, Sierra-CedarDamon Blue, Sierra-Cedar
Karen Sisson, Change Management LeadBob Caragher, Project Manager
Dana Makiewicz, Project Management Staff
Mia Alonzo, Financial LeadMary Lou Woods, Financial Lead