Workday Financials Implementation Project Workday Ambassadors Claremont Mc

Workday Financials Implementation Project Workday Ambassadors Claremont Mc. Kenna College Kravis Center, Lower Court 62 Thursday, April 30, 2015, 10: 00 a. m. - 11: 30 a. m. 1

Welcome and Introductions 2

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 3

Update on Project Status Completed: 1) Plan 2) Architect 3) Configure In Progress: 4) Test (includes Training) Next: 5) Deploy (includes Training) 6) Production (Go Live) (includes Training) 4

Testing and Training Timetable – April and May • Core/Design Team Testing • Team completes first round of testing by end of April • Workday finalizes P 2 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 5

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 6

The Claremont Colleges Workday Website Claremont Website Resource: http: //workdayinfo. claremont. edu Watch for updates on training materials in May, June and July 7

The Help Desk 8

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 9

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 10

Workday Community Site • https: //community. workday. com 11

Navigation in Workday and Demonstration of a Business Process • What is a business process? • Why is it core to Workday Financials? • Demonstration: Navigation in Workday A Sample Business Process: Creating a Supplier Invoice Jessica Schatz, CUC, Ass’t. Controller • Questions? 12

Getting the College Community Ready 13

Successful changes are characterized by: • 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 use • WIFM (“What’s in it for me? ”) 14

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 15

Team Exercise: Design a Communication Plan Exercise: Form into teams with other Ambassadors from your College. Brainstorm the communication activities that will inform your colleagues on your campus about Workday. 16

Workday Change Management Roles at The Claremont Colleges College Treasurers Change Champions Core/Design Team Change Leaders Workday Ambassadors Change Early Adopters 17

ADKAR – The People Side of the Workday Project 18

Team Exercise: Design a Communication Plan Brainstorm the communication activities that will inform your colleagues on your campus about Workday. What works best at your College? 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? 19

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 20

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 21

Change Management Team All with guidance from Claremont’s Workday change management team: Nancy Krogh, Sierra-Cedar Damon Blue, Sierra-Cedar Karen Sisson, Change Management Lead Bob Caragher, Project Manager Dana Makiewicz, Project Management Staff Mia Alonzo, Financial Lead Mary Lou Woods, Financial Lead 22

Thank you! 23

Questions and Discussion 24