CORE SYSTEM FOR PUBLIC SECTOR
Backbone: essential for daily operations
ERP systems came on the scene in the late 1990’s
Legacy ERP systems are a costly liability
Escalating expenses amid budget constraints
Opportunity cost…
MODERNIZE USING CLOUD BASEDAPPROACH
• Operate more like private sector
• Improve reliability/availability/serviceability/functionality
• Cost savings for leaner government
• Opportunities for IT staff – refocus resources…
• Reduce pent‐up demand in other key constituent areas
• Real‐time actionable data
Due Diligence Still Necessary!• Business Challenges
• Security/Sustainability
• Scalability
• Application Availability/Configurability
• Data Access
• User Interface
• Analytics
TOP MANAGEMENT SUPPORT CRUCIAL
Good project planning/scoping
Comprehensive testing
Opportunity to improve business processes
Government Compliance
Investment JustificationFinancial Stewardship
SAAS implementation reduces cost of system management Operational costs for legacy HRMS system on IBM mainframe will be eliminated
Redundant systems (excel) will be reduced or eliminatedService Delivery
Deliver high quality and efficient services to County employees through improved reporting, online inquiry, employee and manager self‐service
Improve internal controls and audit tools Eliminate redundant data entry and systems
Livable Community Improve carbon footprint by reduced power and paper use
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Why is this Project Important to Budget & Finance?Reduce manual payroll processes
Employee Self Service
View pay slips and W2s on line
Reduce the number of unique time collection systems and processes
Improve reporting on payroll and position information
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Why is this Project Important to Human Resources?
Employee self service
Management self service
Reduce paper forms
Automate processes – PAFs
Implement position management
Online open enrollment
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Why is this Project Important to Information Technology?
Eliminate mainframe costs
Improve data management processes
Eliminate points of failure
Reduce data center needs
Improve data accuracy and security
Smaller, regular update cycles reduces OpEx costs
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Impact on Many Systems
Executive approval in 2010 for a 5 year mainframe replacement project
Why We Chose Workday
“Workday’s configuration flexibility, integration platform, and usability make it a good choice for both medium‐size companies seeking simplicity in cost of ownership and large multinationals interested in HR process transformation.”
MOBILE
INSIGHT
ACTION
Integrated Business Processes
CONSUMER UI BUSINESS PROCESS FRAMEWORK SECURITY INTEGRATION
ADAPTIVE FOUNDATION
HUMANRESOURCES
BENEFITS
PAYROLL
TIME TRACKING
COMPENSATION
ONBOARDING
ABSENCE
WORKWorkers RESOURCES
Single Vendor SolutionVersusBest of Breed
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Department Questions What are the As‐Is processes for HR, Payroll & Benefits? Do all employees have access to a computer? How will self‐service be implemented in your dept? What access rights and roles should be established?
What should be considered that will impact this project or will be impacted by this project?
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Improved Business ProcessesHuman Capital Management (HCM)
Role‐based Electronic Approval Create/Edit Position Create/Edit Job Requisition Hire Transfer Job Change Compensation Change Terminate
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Improved Business ProcessesHuman Capital Management (HCM)
Employee Self Service (ESS) Maintain Contact Information Maintain Address Information
Manager Self Service (MSS) Online Org Charts Time Approvals Information Lookups Reports – Open Positions
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Improved Business ProcessesPayroll/Timekeeping/Absence
Employee Self Service (ESS) Request Time Off Request Leave Enter Time Maintain W4 Information Maintain Direct Deposit Accounts (up to 5) View Pay Slips View W2s Change Deductions
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Improved Business ProcessesPayroll/Timekeeping/Absence
Payroll earnings codes for 25 bargaining units Role‐based Electronic Approval Request/Edit Time Off, Request/Edit Leave Submit/Correct Time
Enhanced Time Entry Consolidated Time Entry Codes Worker Specific Time Entry Code Listing In/Out, Hours and Units options
Improved Reporting and Analytics (send data to anyone) Day breaker for Sheriff, Corrections
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Improved Business ProcessesBenefits
Employee Self Service (ESS) Electronic Open Enrollment
Everything (medical, dental, etc) Intuitive (video training) 85% success without support
Benefit Changes/Life Events Full Benefit Package Visibility
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Improved Business ProcessesFinancial Management
Quick access to payment info, central location (Exec’s Office, PRR – all employees on leave)
Management Dashboards Drill down into details Save reports, queries, filters Create financial model at program level (Dept, Cost, Project) Report writing – CAFR, automated and accurate Faster bill pay Punchouts to Providers Support 80 external agencies/districts with Financials Passed State Audit with NO FINDINGS !! 23
Going Mobile Significant Time SavingsApprove TimeApprove PaymentsView dataView organization
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My County Team Dashboard Target Audience
Supervisors Managers
Delivered Worklets Headcount for My Team
Position Counts Summarized by Supervisory Organization and Worker Type
Pending Hires for My Team Open Job Requisitions
Next Annual Performance Reviews Worker Projected Next Performance Review Date Summarized by Quarter and Supervisory Organization
Time Pending for My Team & Time Pending for My Team’s Temporary Workers Time Worked/Time Off Hours Summarized by Approved/Not Approved Status and Worker
Available Now
My County Team Dashboard
Communication is Key!
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Web Site, Blog & NewslettersInfo Emails and FAQsQuick Start GuidesTraining Videos
Self‐paced, On Demand Training Content
Team Available for Dept. Testing
After Care from Workday
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Robust Support Center and Escalation Process Brainstorms for Next Set of Functionality Participate on Design Teams or Be a Fast Follower Dedicated Success Consultant Office Hours for Specialized Help Training Courses and On Demand Courses Yearly Check‐ins Growing User Conference Government User Conference
Sweet SuccessCommitment – Be All IN!Focus on Configuration, NOT CustomizationCommunicationExecutive Support
City of Orlando
Soaring Through the Cloud
Rosa Akhtarkhavari, Chief Information OfficerMarch 2016
COO-IT Overall Strategy
Secure
Simplify
Standardize
Scalable
Sustainable
Established On- Going Priorities
Partnering with
Departments
Ensure secure,
reliable and efficient
operations
Deliver quality projects
Innovation & Continuous
Improvement
Why the Cloud
Meet pent-up demands for technology solutions Alignment with City strategy and roadmap Meets business needs and strategic plans Security and Compliance Product ready Total Cost of Ownership Client ready – User experience Elasticity and Continues improvement cycles Reliability – Business Continuity and Disaster
Recovery planning
Learning and watch-outs
Roles and Assignment
Sustainability
Data Migration
Integration
Business needs and user experience
Partnership
Security and
Compliance