Workday Financials Implementation Project Workday Ambassadors Claremont McKenna College Kravis Center, Lower Court 62 Thursday, April 30, 2015, 10:00 a.m.

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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.

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Welcome and Introductions

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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The Help Desk

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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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Workday Community Site

• https://community.workday.com

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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?

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Getting the College Community Ready

• 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

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ADKAR – The People Side of the Workday Project

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

Thank you!

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Questions and Discussion

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