Workday Financials Implementation Project Workday Ambassadors Harvey Mudd

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

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 2

Workday Financials Reporting-Video 3

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

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

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. 6

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 7

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 8

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 9

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 10

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 11

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 12

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

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 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 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 16

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 17

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 18

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 19

Review of Workday Difference - Video 20

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: https: //community. workday. com 21

Thank you! 22

Questions and Discussion 23