1. Onboarding and Project Manager Workshop
August 1, 2017

2. Welcome to your Workday deployment!
The IBM team is excited and honored to be your implementation partner on this journey.

3. Project Manager Workshop Agenda
Day 1 - Agenda
Time
IBM Onboarding
9:00 – 10:00
Workday Onboarding
10:00 – 10:30
The LDP Deployment Methodology
10:30 – 11:30
Review Scope & Timeline (Lunch)
11:30 – 2:00
Formal Workday Training Plan
2:00 – 2:30
Role & Responsibility
2:30 – 3:00
Project Resourcing
3:00 – 3:30
The First 30 Days
3:30 – 4:00

4. IBM Onboarding

5. Our commitment to excellence
You will benefit from:
A keen understanding of your specific expectations
A focus on continuous improvement throughout the project lifecycle
The highest levels of client satisfaction across all phases of our partnership

6. Client success program - 2017
Constant feedback loop so we can quickly and effectively address needs
Onboarding program at the start of the project
Key checkpoints at each stage of the deployment
Post Go-Live survey to assess project success

7. Client Success Process
Solutions Delivery Leader/Exec Sponsor introduction.
Onboarding call and introduction to Client Success Program.
Short electronic
survey at stage exit.
Sales Cycle
Client Success process value-add
Full electronic survey 4-6 weeks post deploy stage
Short electronic survey at mid-stage
Mid Project Review
Face2Face or call with Delivery Leader

8. Meet your trusted advisors
Marketing and Client Success Leader
Solutions Delivery Leader
Client Portfolio Manager

9. Aligning Expectations
? What made you decide to move forward with an evaluation of Workday? (lack of tools, merger, new leadership)
? When did you start investigating new solutions?
(18 months, one year, 6 months or shorter?) ?
What did you base your decision on to select IBM?
(Price, References, Geographic Presence, Relationship, Expertise, other) ?
Did you talk to references as part of the evaluation process? If so, how heavily did that weight on your decision? ?
What expectations were set by your sales team? ?
What expectations do you have for your project team moving forward?

10. Workday Onboarding

11. Workday Onboarding Tasks
“Welcome to Workday” Tasks
Identify Partner Firm and Partner Project Manager
Identify Customer Project Manager
Provide a tenant base name
Identify a Training Coordinator
Familiarize yourself with Community
Schedule a “Welcome to Workday” call
Confirm Billing Information
Obtain AMU Tenant Access
Obtain LMS Access and complete the prerequisite HCM Workbook Training
Complete Customer Information & Logistics Template
Gather initial Staffing and Contact List
“LDP Deployment Center Call” Tasks
Customer Logo
Absence & Benefits and plans
sFTP key exchange

12. Deployment Methodology

13. Workday Methodology Overview
Deploy
Test
Configure and
Prototype
Architect
Plan
Project
Start-Up
Initiate Project Planning
Architect Workshops
Customer Confirmation Sessions
Test Preparation
End to End Testing
Regression Testing
End User Training
Customer Training
Conduct Project Kick-Off Meeting
Architect Documents
Configuration Unit Test
End to End Tenant Build
Parallel Tenant Build
Cutover Plan
Gold/Pre-Production Tenant Build
Initiate Project Work Streams
Foundation Tenant Build
Test Preparation
Reports Build & Unit Test
User Acceptance Testing
End User Training Materials
Go Live
Finalized Project Planning Documents
Integrations Build & Unit Test
Parallel Testing
Post-Production Data Conversion
Foundation
Integrations
Functional
Reporting
Configuration Tenant Build
End User Training Plan
Production Support
Data Conversion
Testing
Cross-Stage Work Streams: Project Management & Administration, Operational Readiness, Delivery Assurance Checkpoints
Source:

14. Deployment Success Factors
Engaged executive sponsor and stakeholder participation
ECC workstream leads and subject matter experts are vital to deployment success
ECC must identify individuals from each functional area who possess the proper business and process knowledge to help configure the system
ECC Participation
ECC must prioritize this activity as soon as is reasonably possible after project commencement
Data Cleansing and Validation
Key decisions are escalated through the appropriate ECC workstream lead for resolution
Lack of timely decision making can impact deployment timeline and/or resources
Timely Decision Making
ECC must establish a change management leader early in the project to ensure that the communication and education relating to the Workday Service are provided
Change Management
WORKDAY CONFIDENTIAL

15. LDP Scope Management Adverse Impact to Project
High Adverse Impact
Low Adverse Impact
EIB Catch Up Transactions
Configure Security down to Job Profile Level
Adding Student Workers to custom payroll security role
Complex Custom Reports
Adverse Impact to Project
Add a simple Allowance plan for 4 workers
Customize Help Text
Security change to prevent view access per policy
Delegate CEO’s Admin to manage Inbox
Consider Request for Phase 1
Low Value
High Value
Because that’s the way we’ve always done it
Undocumented Business Requirement
Prevent Future Rework
Usability
Institution Policy
Regulatory
Payroll Impact
SOW

16. Scope and Timeline Review

17. Erie Community College Proposed High-level Timeline Phased Approach
Feb
2016

18. HCM/Payroll Deployment Plan
HCM Phased Deployment– August 2017 to Early 2019
Initial Deployment : August 2017 – July 2018
Rolling Adoption
HCM – All workers
Benefits Administration
US - Payroll
Employee Self Service
Talent Review
Performance Mgmt.
Compensation
US - Absence
US – Time Tracking
Manager Self Service
Adv. Compensation Mgmt.
Goal Management
On-Boarding
Contingent Workers
Recruiting
Succession
Mgmt.
Security
Mobile
Integrations

19. Financials Deployment Plan
Financials Initial Deployment: October 2017 – Sept 2018
Rolling Adoption
Financial Accounting
Budgets
Customer Accounts
Supplier Accounts
Project and Work Management
Inventory
Cash Management
Expenses
Procurement
Business Assets
Endowments
Planning
Grants
Effort Certification
Reporting
Conversions

20. Student Deployment Plan
Student Phased Deployment– Jan 2019 to Late 2020
Student Phase 1
Student Phase 2
Student Phase 3
Academic Foundation
Student Core
Student Records
Financial Aid
Student Financials
Student Admissions
Student Recruiting

21. Highlevel Project Schedule
Draft HCM Timeline
Aug-Sept
Oct-Nov
Dec
Jan
Plan
Architect
Configure & Prototype
Reservation Date
Kickoff
Unit Test Sign-off
Project Planning
Architect Workshops
Client Training
Unit Test Preparation
Confirmation Sessions
Configuration Unit Testing
End User Training Plan
Initiate Project Workstreams
Integrations and Reports Build & Unit Testing
E2E Test Preparation
Foundation Data Conversion
Foundation Tenant Build
Configuration Data Conversion
Configuration Tenant Build
E2E Data Conversion
E2E Tenant Build
Feb-Mar
Mar-April
May
June
Test
Deploy
E2E Test Sign-off
Parallel Sign-off
E2E Testing
Go-Live
Parallel Data Conversion
Parallel Tenant Build
Payroll Parallel Testing
copy
UAT
End User Training
End User Training Materials
Gold Data Conversion
Build Gold

22. Highlevel Project Schedule
Draft FIN Timeline
Aug-Sept
Nov-Dec
Jan-Feb
Mar
Plan
Architect
Configure & Prototype
Reservation Date
Kickoff
Project Planning
Architect Workshops
Unit Test Sign-off
Client Training
Unit Test Preparation
Confirmation Sessions
Configuration Unit Testing
Initiate Project Workstreams
Integrations and Reports Build & Unit Testing
Foundation Data Conversion
Foundation Tenant Build
Configuration Data Conversion
Configuration Tenant Build
E2E Data Conversion
April
May-June
July
Aug
Test
Deploy
Test Stage Sign-off
Go-Live
E2E Test Preparation
E2E Testing
E2E Tenant Build
UAT
End User Training
End User Training Plan
End User Training Materials
Pre-Prod Data Conversion
Build Pre-Prod

23. Formal Workday Training

24. LDP E&G Tier-3 Proficiency Package

25. Training Plan for HCM Resources

26. Training Plan for the Project Manager

27. ECC Preparation
The following resources and videos are available for free on Workday Community
Workday Basics
Getting Started in the Workday Community
How Workday Delivers Features
Workday Application Basics
Core Concepts
Navigation
Manager Self-Service Overview
Staffing Models Overview
Business Process Overview
Organizations and Security
Report Writer Overview
Workday Integration Overview
Preparing for Design Sessions ODEs
Preparing for Business Process Discovery (Free)
Preparing for Benefits Discovery (Free)
Preparing for Compensation Discovery (Free)
Additional Training Resources
Workday Project Success (Free)
Business Process Event: Understanding the Full Process Record (Free)
Configurable Security Overview (Free)
Secure Data and the sFTP Server (Free)
Translations and Language Support in Workday (Free)
Understanding Data Validation (Free)
Understanding Tenant Management (Free)
Understanding the Initial Prototype (Free)
Workday SaaS Presentation with Jeff Pulver
Workday Web Services Overview (Free)

28. Roles & Responsibility

29. ECC Project Staffing Requirements
PMO
Includes Program manager, Project Management and support roles
HR Business Lead
Responsible for configuration cohesiveness across functional areas
Typically the HRIS Director/Manager
IT Business Lead
Responsible for technical cohesiveness of the solution across all functional areas as well as ensuring that the overall solution meets ECC‘s enterprise architecture principles and practices
Workstream Leads
Overall accountability for related workstream
Understands the HR landscape and can access the information required to support requirement definition, configuration and testing
Has the ability (and authority) to make key decisions
Resource(s) who will be accountable for supporting system and configuration Workday post-go-live

30. ECC Workstream Lead Take Workday Training
Ultimately be responsible for ensuring the system is configured to meet ECC’s requirements
Responsible for supporting the system post go-live and participate actively in the configuration during the implementation.
Take Workday Training
Provide business requirements
Knowledge Transfer (take and give)
1st line of support
Day to day functional administration
Configuration knowledge of functional area
Testing Support and Execution
WORKDAY CONFIDENTIAL

31. Workstreams HCM Comp Benefits Absence Time Payroll Reporting
Integrations
Data
Security
Testing
Change

32. Roles & Responsibilities

33. Roles & Responsibilities

34. Roles & Responsibilities

35. Project Team Roles Deployment Team Steering Committee
ECC Team
IBM Team
Workday Delivery Assurance
IBM Executive Sponsorship
Workday Delivery Assurance
IBM Engagement Manager
Project Manager
IBM Business Consultant(s)
Business Analyst(s)
IBM Integration Consultant(s)
Technical Analyst(s)
IBM Solution Center Consultant(s)
Workday Administrator

36. Project Resourcing

37. Internal Project Resourcing Models
No additional resources
Appoint the most knowledgeable SMEs to the project
Must create an achievable, bought-into plan
Requires strict scope and schedule control
Backfill key SMEs
Use temps to manage everyday activities: transactions, reporting, new hires
Create a new position dedicated to Workday
Use Temps for Workday project administration, project documentation, testing coordination
Consider a Right to Hire clause for any Temps

38. What models have been used in Higher Education?
KCU
Live on Workday– 450 employees
6 month deployment of HCM and Payroll
2 FTEs on project
Hired a dedicated Workday functional lead rather than promote internally, no other backfills
Strayer University
Live on Workday – 4,500 employees
10 month deployment of HCM and Payroll
4-5 FTEs on project
Dedicated a full-time Project Manager from IT, no other backfills
Champlain College
Live on Workday –1,300 employees
5 month deployment of HCM and Payroll
3 FTEs on project
Hired a Workday functional lead rather than promote internally, no other backfills
Vassar College
Live –2,700 employees
14 month deployment of HCM and Payroll
5-6 FTEs on project
Contracted a dedicated PM, very involved Steering committee, created a project scribe role

39. The First 30-Days

40. The First 30-Days Complete Workday Onboarding Tasks
Complete Project Manager Workshop & resulting Action Items
Determine Project Schedule, Resources, Roles & Responsibility
Execute Team Training
Complete initial Data Conversion
Create detailed Project Plan and Project Charter
Project Kickoff
Execute Discovery Workshops for each functional area
Build a 30-Day project plan to track these activities

41. Schedule Meetings

42. Connect and engage with us on social media
Twitter
Follow
Facebook
Like our Page: facebook.com/IBMWorkdayConsultingServices
LinkedIn
Our LinkedIn Group (not company page) is “Digital Reinvention with Workday”
YouTube
We have a Workday playlist on the IBM Consulting channel
Blog
Our blog can be found here:

43. Watch helpful videos
Our YouTube playlist includes customer success videos and advice from our team of experts
Learn how businesses like yours have used Workday
Hear about the trends affecting other organizations
Watch all our videos here:

44. Questions?