City and County of DenverWorkday ProjectKickoff Meeting

May 5, 2016

Welcome!歡迎

欢迎

vítejte

accueilÜdvözöljük

selamat datang

benvenuto

歓迎

환영

powitanie

boas-vindas

bun venitдобро пожаловать

bienvenida

ยนิดีต้อนรับ

karşılamaChào mừng

welkom

ترحیب שלום

Agenda

• Welcome!– Opening Remarks & Introductions– Executive Sponsor Comments

• Project Overview– Project Goals & Scope– Roles & Responsibilities

• Project Approach– Workday’s Deployment Methodology– Timeline (the where, what & when)– Change Management

• Differences in a Workday Project• How Will You Participate• Questions

PROJECT BY THE NUMBERS

Budget $9.8M Implementation

$14M TCO (5 years)$40M+ Savings (15 years)

WHO’S WHO?EXECUTIVE SPONSORS

Beth MachannCity Controller Karen

NiparkoExec Dir OHR John

UtterbackPurchasing Dir Chris

BinnickerDeputy CIO Gisela

ShanahanDIA EVP & CFO

Finance

Payroll

EXECUTIVE SPONSOR COMMENTS

BETH MACHANNCITY CONTROLLER

Keynote Speaker

GREG HEGARTYAIRPORT

Keynote Speaker

JOHN UTTERBACKDIRECTOR PURCHASING

Keynote Speaker

JIM MCKEEVERPAYROLL KEY USER• Brief recap of time line so far• Overview of what we’ve done• Working with the consultants• Where we are now?• How much time did it really take?

• How difficult is this?• Is Workday really better?

• How big is the difference?

Project Overview

Goals and Objectives

This multi-year program will implement a new Enterprise Cloud Applications called Workday for the City & County of Denver, including Denver International Airport.

This solution includes the replacement of the PeopleSoft for:• Human Resources• Purchasing• Payroll and • Financials applications.

This program will redefine how our departments do business, impacting all employees of the City and County of Denver. It is targeted to go live in 2017.

Workday is a SaaS solution, offering a unified platform, increased user experience, configurable application.

Sierra-Cedar will provide professional services for the deployment of the Workday software.

HR Payroll

Human Capital Management (HCM)

Procurement Finance (GL, AR, AP

Projects, Grants, Fixed Assets)

Payroll Benefits Core Compensation

Talent/Performance Management

Employee and Manager Self Service

Standard Reports Change Management

Project Scope

Approach

Plan Architect Configure & Prototype Test Deploy

Project Management, Change Management, Knowledge Transfer & Training

Project Team Assembled

Project Plan and Charter

Communication Plan

Initial Prototype Tenant (P0)

Project Kick-off

Conceptual Designs

Detailed Business Process Design

Integrations & Reports Discovery

Review & Approve Design

Solution & Gap Analysis

Configuration Prototype Tenant (P1)

Unit Test, Validate Configuration

Build Integrations & Reports

Final Configuration Prototype Tenant (P2)

Create System & UAT Test Cases

End to End Test

User Acceptance Test (UAT)

Training

Tenant (Gold)

Production Data Conversion & Configuration

Go-Live Checklist

Go-Live!

Post-Production Support

Close-Out

Methodology

Delivery Assurance

Framework forSuccess

Field Readiness

Comprised of Workday Product Experts, the Delivery Assurance group brings a wealth of product knowledge and lessons learned on prior Workday deployments to steer projects to success.

Workday Delivery Assurance ensures that all Workday deployments -regardless of the consulting firm involved—are delivered with the highest level of quality.

Delivery Assurance

Delivery Assurance

Service Description• Included with your Workday subscription• Series of online presentations to help customers prepare

for life as a Workday customer:• Tools to Keep you Connected• Preparing for Life in Production• Workday Updates• Customer Readiness

Timing• 1-hour sessions held during each stage of deploymentLocation• Remotely via live WebEx or recording

Who Should Be Involved• Project team, functional experts

FrameworkFor Success

• Ensure Production Readiness

• Gain understanding of post-go-live tools and processes

• Ease adoption of new Workday capabilities

Value

Framework for Success

Go-Live

2015 2016 2017

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Business Process Alignment

Stage 1 – Plan

Stage 2 - Architect

Stage 3–Configure & Prototype

Stage 4 – Test

Stage 5 – Deploy

PM and CMWe Are

Here!

HCM/Payroll Timeline

Go-Live

2015 2016 2017

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

HCM/Payroll Phase

Stage 1 – Plan

Stage 2 - Architect

Stage 3–Configure & Prototype

Stage 4 – Test

Stage 5 – Deploy

PM and CM

We Are Here!

Finance Timeline

The Next 90 Days …● Build a Tenant● Complete Initial Workday Training● Conceptual Design Sessions using Workday● Detailed Future Business Process Design● Understand and Design Integrations● Load Your Data into Workday● Lots of You Spending Time in Workday!

• Continue to Understand CCD for SCI• Understand Workday for CCD• Think Outside the Box – Don’t Repeat the Past• Occam's Razor – Keep It Simple %#@#• Complete Build of Development Items• Test, Test and Test some more• Training and Manage the Change• Meet the Date

Where are We Going?

Where you are today

Where you want to be

Process of change

The Process of Change

In the beginning…

necessary to participate in systems change

None of the desire, skills, knowledge

All of the desire, skills, knowledge

-Establish Workday

Support Network-Training Strategy

- Design new processes

Over Time

necessary to participate in systems change

None of the desire, skills, knowledge

All of the desire, skills, knowledge

Goal!!!

necessary to participate in systems change

None of the desire, skills, knowledge

All of the desire, skills, knowledge

TrainingRoles &

Responsibilities

Communication

To ensure that individuals understand changes related to the Workdayimplementation, three key elements will be addressed throughout the project:

Communicate information as to how roles and processes will or will not change

Engage stakeholders in process redesign activities to facilitate ownership

Develop and deliver comprehensive training around new roles and responsibilities, processes, and system functionality

Getting from Here to There

Work to Date

• Readiness Assessment– 250 people from the airport and CCD at large– Answered observations about implementations here at

CCD• Communications Team

– www.Denvergov.org/workday– FAQ contest

• Workday Ambassador Network– 46 from different agencies/departments– Help communicate and spread the word

• Training Plan – Started to take shape

Get people’s attention and build a consistent vision

Maintain awareness and reinforce the transition to

Workday

Embed changed business processes into daily life

Be a visible presence of support and information (with excellent communications!)

Strengthen knowledge sharing and collaboration

Establish a foundation for change that can be used on

future Workday updates

What are we trying to accomplish?

Why Workday?

Enable us to be faster, smarter,

and more efficient in the way we

work

Reduce manual workloads and streamline business

processes while maintaining accurate data

Provide a friendly, easy to access user experience

Permit employees to securely manage their personal and work information anytime, from anywhere, and on any

device.

What’s Different in a Workday Project?

• Workday Community – Customers– Deployment Partners– Workday

• Tool that enables you to:– Continue to connect with Workday

and other customers– Stay informed of Workday activities– Provide input into our process,

procedures, and products– Primary collaboration and

communication tool for updatehttps://community.workday.com

Community

• Security is everyone’s responsibility– DO NOT send emails with sensitive information– Use sFTP to Exchange data– LOCK your computer/workstation when – you step away

• Passwords– Should not be shared– Should comply with TS’ standards– Should be stored in a secure manner

Security

TM

Time to See it in Action

How Will You Participate?

• Active Participation Throughout the Project– Share your ideas– Respect everyone’s ideas– Make Decisions– Test, Test and Test some more

• Participation in Activities– Attend Meetings– Status meetings– Training

Stakeholders

Executive Sponsor/Steering

CommitteeProgram Manager

Business Analysts/Subject Matter Experts

Technical Internal Auditor Workday Administrators

Security Administrators

Business Process Administrator Change Agent(s)

What’s your Role?

• Weekly Status Meetings (30-60 minutes)• Semi-Monthly Executive Steering Committee

Meetings (1 hour)• Milestone Reviews (2 - 4 hours)

– Design Reviews– Business Process Review

Communication

Project Team• Use the Project SharePoint Site

• Update issues log• Review status and meeting updates

• Regular Communications via E-mail, SharePoint, and Other Sources

• Speak Up• Ask Questions

Questions and Answers