1. Workday Financials Implementation Project
Workday Ambassadors
Harvey Mudd College - Shanahan Center 3481
Friday, May 22, 2015, 10:00 a.m. - 12:00 p.m.

2. Today’s Agenda WORKDAY DEMONSTRATION
9/16/2013
Today’s Agenda
WORKDAY DEMONSTRATION
Customized Budget-to-Actual Report
RESULTS OF GROUP EXERCISE ON COMMUNICATION
Treasurers and Ambassadors - Communication Toolkit
GROUP EXERCISE ON CHANGE MANAGEMENT PRIORITIES
Change Management Strategy Development
LATEST PROJECT SCHEDULES
User Acceptance Testing (UAT) and Training
End User Training Plans
Status of Project Stages
WRAP UP
Workday Review
Questions and Discussion

3. Workday Financials Reporting-Video

4. Workday Financials Budget Report Demonstration
Demonstration of a customized budget report for The Claremont Colleges
in Workday Financials
Presented by Core/Design Team Member:
Scott Martin, Harvey Mudd College

5. Seven Key Themes From Communication Exercise
1. Use face-to-face communication, whenever possible. 2. Target communications to specific user groups. 3. Personalize s, rather than using list. 4. Use demos and compelling use cases to communicate the value of Workday.

6. Seven Key Themes From Communication Exercise
5. Conduct needs assessments for departments. 6. Communicate training and support opportunities. 7. Create a larger network of ambassadors on each campus.

7. Treasurers and Ambassadors - Communication Toolkit
Treasurers are Change Management Champions for their campuses.
Treasurers will:
Receive an outline or “Toolkit”
Meet with Ambassadors
Develop plan for rolling out appropriate communication
Identify “doers” for each activity

8. Change Management Priorities
Six change management items identified by Core/Design Team as major shifts in processes in moving from Jenzabar and Datatel to Workday
These affect Colleges and individuals differently
Our goals are to familiarize Ambassadors with these items and to develop strategies to facilitate successful transitions regarding these changes at each campus

9. Change Management Priorities - # 1
Affects all Colleges:
Transition from account numbers (15 digits for Pomona, 14 digits for all other Colleges) to strings of worktags of varying lengths

10. Change Management Priorities - # 2
Affects all Colleges:
Transition from preparing and reviewing request-for-check (RFC) forms to creating and approving supplier (vendor) invoices in Workday

11. Change Management Priorities - # 3
Affects all Colleges:
Transition from paying students and employees on RFCs to paying students and employees through ad hoc feature in Workday

12. Change Management Priorities - # 4
Affects all Colleges:
Transition from self-balancing gift and grant account numbers (projects at Pomona, units at all other Colleges) to new gift, grant, program and project worktags in Workday

13. Change Management Priorities - # 5
Affects Pomona only:
Temporary return to paper process for purchase orders until Workday Procurement module is implemented in Phase II

14. Change Management Priorities - # 6
Affects HMC and CUC only:
Temporary return to paper process for employee expense reimbursements until Workday Expenses module is implemented in Phase II

15. 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

16. Team Exercise: Design a Change Strategy
Task:
Break out into Ambassador groups by College
Have Core/Design Team member and/or Treasurer join each group
Develop strategy to introduce these changes successfully at your campus

17. User Acceptance Testing (UAT) and Training for Ambassadors
Schedule
First two weeks in June –
Mon., 6/1 to Fri., 6/5 and Mon., 6/8 to Fri., 6/12
Location
Notice to go out week of Tue., 5/26
Workday consultants and Core/Design Team members will be on site at UAT
Activities
Test scenarios in Workday Financials for transactions you will initiating or approving in your positions at your campuses
Test the training quick sheets and videos designed as job aids for end users

18. End User Training Plans
Schedule
Four weeks in late June and early July –
Mon., 6/22 to Fri., 7/17
Location
Notice to go out week of Mon., 6/15
Core/Design Team members will be on site at End User Training
Activities:
Use Workday Financials for real 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

19. Status of Project Stages
Completed:
1) Plan, 2) Architect, 3) Configure
In Progress:
4) Test (includes Training)
Next:
5) Deploy (includes Training)
6) Production (Post Go Live) (includes Training)
Go Live Dates –
Wed., 7/1 for Controller’s Offices and Business Offices
Mon., 7/20 for End Users and Campuses at Large

20. Review of Workday Difference - Video

21. Review of Workday Difference
Workday is configurable by the customer, but not customizable
Workday releases two software updates annually to all customers at the same time
Workday user community influences future enhancements. Online forum is Workday Community site:

22. Thank you!

23. Questions and Discussion