May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools. Workday Support Network Kick Off Welcome! April 2016

Great Teachers  Great Leaders  Great Schools

Introductions Workday Project Demo and Overview Workday Support Network Roles & Responsibilities Understanding Change and the Network Available Resources Practice in Workday Going Forward Agenda

Great Teachers  Great Leaders  Great Schools Who we are – Jessica Thomas, CMSD Change Support Manager – Jane Zbyszynski, Workday Change Support Manager – Noelle Akins, CMSD Training Coordinator – Tim Oberschlake, CMSD Program Manager – Machelle Starling, Workday Engagement Manager – Bea Fernandez, Workday Engagement Manager – Liz Mills, Workday Functional Consultant Purpose of the Workday Support Network – Communicate key messages and information quickly – Represent your area/department – Provide feedback and advice to ensure understanding of concerns and expectations Introduction and Purpose

Great Teachers  Great Leaders  Great Schools In 3 minutes talk with 3 people and tell them who you are and what you know about Workday or how you think this project will impact your area/department. Introductions

Want a more efficient and automated procurement (requisition) process?

May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools. Or an automated employee request process? No more ERF’s.

Great Teachers  Great Leaders  Great Schools  What is Workday? What is Workday?

May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools. A Word From Our Sponsors What Our Leaders are Saying

May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools. Project Overview & Demo Liz Mills, Workday Functional Consultant Tim Oberschlake, CMSD Program Manager Machelle Starling, Workday Engagement Manager

Great Teachers  Great Leaders  Great Schools Why Workday?- Tim Enable us to be faster, smarter, and more efficient in the way we work, giving us the ability to focus on teaching and learning Reduce manual workloads and streamline processes while maintaining accurate data Integrate human resource, payroll, finance & purchasing systems improving collaboration and customer experience Permit employees to securely manage their personal and work information remotely 24/7.

Great Teachers  Great Leaders  Great Schools Workday Program- Tim This multi-year program will implement a new software called Workday across the entire district. This software solution includes the integration and consolidation of: Human Resources Purchasing Payroll and Financial systems. This program will redefine how we support the schools, impacting all employees of Cleveland Metropolitan School. Human Resources and Payroll features are targeted to go live in December Purchasing and Financial services are targeted for Summer 2017.

Great Teachers  Great Leaders  Great Schools Personal Profile/ Benefits Org Chart Reports Time Entry/ Time Off Demonstration- Liz

Great Teachers  Great Leaders  Great Schools Using Mobile- Liz

Great Teachers  Great Leaders  Great Schools Workday Program Implementation Methodology- Machelle 15  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  Prototype Tenant (P3)  User Acceptance Test (UAT)  Parallel Testing  Training  Tenant (Gold)  Production Data Conversion & Configuration  Go-Live Checklist  Go-Live!  Post-Production Support  Close-Out Test Configure & Prototype DeployArchitect Plan Project Management, Change Management, Education & Training Delivery Assurance Customer Success

Great Teachers  Great Leaders  Great Schools May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools. Workday High Level Timeline- Tim Jul - Sept Oct - Dec Jan - Mar Apr - June Jul - Sept Oct - Dec 2017 Jan - Mar Apr - Jun Benefits, Compensation, Payroll, Performance Mgt, Talent Acquisition, Employee Self Service Training Go Live Dec 17, 2016 Accounting, Assets Mgt, Budgets, Expenses, Grants Mgt, Procurement, Vendor Self Service Training Go Live July 1, 2017 Program Alignment 16

Great Teachers  Great Leaders  Great Schools Workday Benefits- Tim Ability to Focus on Teaching and Learning Current, Efficient & Effective Processes Eliminates redundant processes and minimizes manual work User Friendly Breaking Down Silos to Improve Customer Experience Integrated Systems: HR, Payroll, Finance & Procurement Promotes Collaboration Improves Employee Self Service capabilities One Source of Data Same data visible to all users Improves collaboration Flexible, user- friendly reports Aligns with The Cleveland Plan Enables Central Office to focus on key support and governance roles Data transparency throughout the district Timely and accurate information aids in school budgeting Fully Supported Shift from technology support to academic enablement Cloud solution Systems stay current

Great Teachers  Great Leaders  Great Schools Workday Support Network Jessica Thomas, CMSD Change Support Manager

Great Teachers  Great Leaders  Great Schools Communication not always clear or sufficient Communication– information around projects (what, who, where, when, how) is not always clear or sufficient; Support don’tfeel there is enough support Support – employees don’t always feel there is enough support when new tools are implemented Trainingdesirehands-ontraining Training– desire for hands-on effective training before and after go-live Employee Involvementgather feedback understand perspectives Employee Involvement– important to gather feedback from and understand perspectives from those using the tools Change Readiness Survey

Great Teachers  Great Leaders  Great Schools Recommendations and Next Steps:  Employee Involvement  Gather feedback from those who are not on the project team but will be doing the day to day work  Talk to employees to better understand the impact of Workday on their jobs  Involve people from outside the project in Workday testing  Communication  Provide clear information throughout the life of the Workday project  Use a variety of vehicles to communicate  Training and Support  Provide a comprehensive training plan that includes pre and post go-live training and support to use Workday  Workday Processes  Ensure the project team is building efficient processes into Workday  Bring users in to test the processes and provide feedback Observations and Opportunities

Great Teachers  Great Leaders  Great Schools Workday Change Characteristics by Role Workday will impact approximately 5,000 employees globally across CMSD. Some will be impacted more than others. Roles Approx. # Employees Overall Degree of Impact Payroll1388% Talent Operations1383% Talent Management & Acquisition1475% School Secretaries11067% Accounting758% Principals12054% Budgeting (Workday Component)1038% Cash Mgt & Financial Reporting538% Grants633% IT Security433% Teachers/ Related Service Providers450017% 21

Great Teachers  Great Leaders  Great Schools  Represent your area/department  Good communication skills to champion Workday and the project  Change advocate  Knowledge of organizational structure and business processes  Ability to influence others - strong, informal network of peers  Work effectively with all levels of the organization  Provide exceptional customer service  Ability to identify impact of process and recommend changes Why Were You Selected? 22

Great Teachers  Great Leaders  Great Schools Get people’s attention and build engagement 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 We Are Trying to Accomplish?

ASONDJFMAMJJASONDJFMAMJJA Workday Support Network HCM/ PayrollFinance/ Procurement Attend monthly meetings Present and disseminate project communications Be a Workday spokesperson and early adopter of the system Provide engagement feedback to the project team Participate in play back sessions and User Acceptance Testing (UAT) Lead “Hands-On” and demo sessions Participate in train the trainer activities Train workday users Provide deployment support and coaching P P Configure & Prototype Test D D Post Prod Architect P P Configure & Prototype Test D D Post Prod KO Budgets Play Backs UAT*Train & Support Communications KO Play Backs UAT* Train & Support Communi- cations *User Acceptance Testing Workday Support Network

Great Teachers  Great Leaders  Great Schools NameTitleDeptNameTitleDept Amanda ArtbauerComp AnalystTalentStephanie HobbsExecutive AssistantOperations Amber BurgessFinanceTasha PettigrewTalent Mgt PartnerTalent Bernadette BrittFinance PartnerFinanceWalter SmithFinance PartnerFinance Bobby MichaelA/P ProcessorFinanceEd WeberPrincipalAcademics Bonnie SonichSr Financial AnalystFinanceMaria CarlsonPrincipalAcademics Brandi RogersTalent Mgt PartnerTalentSara KidnerPrincipalAcademics Brittany ParkerTalent Mgt PartnerTalentAmanda RodriguezPrincipalAcademics Carrie LuceHQT License SpecialistTalentAdrianna ChestnutPrincipalAcademics Chuck FrankelFinance PartnerFinanceLee BuddyPrincipalAcademics Irene SlywczukPayroll & Personnel SpecialistOperationsAlexander SmithBarrier BreakerAcademics Erica MerrittCultureTalentBrandi RobinsonSchool SecretaryAcademics Faye PhillipsExecutive SecretaryFinanceBuilding LeadersAcademics Gerald SkillernPayroll SpecialistFinanceCarol WilliamsBarrier BreakerAcademics Gracie ColeBenefits CoordinatorTalentGerard LesliePrincipalAcademics Irene DunbrookLabor RelationsTalentHollie DellisantiSchool Design PMOperations Jacquelin CoxAcademicsJoe VaughnFood ServicesOperations Jermel JohnsonTalent Mgt PartnerTalentJohn PetersCentral Kitchen ManagerOperations Jill CabeTeacher, TDESTalentJuliet KingPrincipalAcademics Joyce McDonaldTalent Mgt PartnerTalentLatosha GlassPrincipalAcademics Jozelia RichardsonProject ManagerAcademicsLina PaesaniConstruction CoordinatorOperations Karen JoyceTalent Mgt PartnerTalentMaria CruzBarrier BreakerAcademics LaSaundra HendersonFinance PartnerFinanceMary Kay AugerOps & POS Sales MgrOperations Lisa SpragginsFinance PartnerFinanceRick NovakMgr of Distribution & LogisticsOperations Marilyn HambrickTalent Mgt PartnerTalentSecretaries (12)Academics Marilyn LandrumPurchasing Support SpecialistFinanceShannon SlocumBarrier BreakerAcademics Megan TraumDir Strategic Design & Academic BudgetsAcademicsSharone ThomasBarrier BreakerAcademics Melody PattersonPayroll SpecialistFinanceStacey WarrenIT OpenFinance PartnerFinanceTim CampbellBarrier BreakerAcademics OpenFinance PartnerFinanceTrent MoselyNetwork LeaderAcademics Porsha ReederFinance PartnerFinanceVeronica DayBarrier BreakerAcademics Current Members- 73 People

Great Teachers  Great Leaders  Great Schools Break 26

Great Teachers  Great Leaders  Great Schools Change Management and the Workday Support Network Jessica Thomas, CMSD Change Support Manager

Normal and Expected Emotional Rollercoaster of a Major Change Initiative 28

Great Teachers  Great Leaders  Great Schools

30 Emotions are Contagious  Emotions are more contagious than any virus  Emotions travel at a subconscious level in milliseconds  They travel faster than sound or a sneeze  Imagine how fast negative feelings could grow and slow a project down

31

Great Teachers  Great Leaders  Great Schools 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

Great Teachers  Great Leaders  Great Schools Over Time

Great Teachers  Great Leaders  Great Schools Goal necessary to participate in systems change None of the desire, skills, knowledge All of the desire, skills, knowledge

Great Teachers  Great Leaders  Great Schools Help build ownership Promote understanding Are advocates for change and Workday Communicate “what’s in it for me” Communicate Agency needs

Great Teachers  Great Leaders  Great Schools 1.Divide into departments/ areas 2.Spend some time listing: 1.The 10 things you can do to engage your area in supporting Workday 2.How you can reduce their fears My Plan

Great Teachers  Great Leaders  Great Schools Your Next Steps  Follow your plan  Identify the key meetings in your department that you should attend to inform people about and demonstrate Workday  Determine the most effective forms of communication for your area  Spend hours a month on Workday – as we get closer it may increase

Great Teachers  Great Leaders  Great Schools Resources

Great Teachers  Great Leaders  Great Schools 39

Great Teachers  Great Leaders  Great Schools Going Forward  Meetings  1 hour monthly  Use the website to get more information   Additional Questions:  Jessica Thomas,  Tim Oberschlake,

Great Teachers  Great Leaders  Great Schools  Watch initial demonstration  Follow instructions on your script hand out to access Workday  Practice following the steps in the script  Project team members will be around to help you Time to Practice

Great Teachers  Great Leaders  Great Schools Appendix

Great Teachers  Great Leaders  Great Schools  Informal more effective than Formal  Horizontal more effective than Vertical  Concise more effective than Detailed  Social Media is more effective than  Call to Action more effective than Informative  Emotional more effective than Data Driven  Face to Face more effective than Print  Hands-on more effective than Concepts  Event more effective than Meeting  Active more effective than Passive…It’s all about the People Communication Networks 44

Great Teachers  Great Leaders  Great Schools Single Source of Records Data is visible to all users Improves collaboration Flexible, user- friendly and accurate financial reporting Automated Processes Time & Attendance Tax payments Bank statement reconciliation Adjusting journal entries Change of address, direct deposit, W4, W2 & voucher Improved overall efficiencies System Flexibility Enables deduction per classification Ability to process payments via ACH, credit card or check Payroll & AP will process in the background- no need for downtime Improved requisition workflow Finance Benefits

Great Teachers  Great Leaders  Great Schools Single Source of Records One source for all HR and Finance data Data is visible to every user Improved, standard reporting capabilities Improves collaboration Applications Integration Ability to have multiple users in the system at any given time Functions found in CIMS EMS & FMS, esweb, TDES System from True North Logic, and Applitrack (and others) will be integrated into one system Efficient Processes Eliminates redundant processes and minimizes manual work Eliminates ERF process Ability to measure operational effectiveness including application tracking and onboarding status Human Resources Benefits

Great Teachers  Great Leaders  Great Schools Integrated Applications Active Directory Forefront Identity Management Cloud Connect Software as a Service (SaaS) 24 hour access/support System is kept current No batch processing Browser based/ agnostic Object based- optimizes performance (vs tables) Disaster Recovery Only 2 updates per year Has Production, Sandbox, Preview and Data Migration environments Single Source of Records Uses LDAP authentication/ Single Sign-on Security on every transaction Access is role based FERPA/ HIPPA compliant Provisioning/ De-provisioning Uses SSL Encryption Easily audited Information Technology Benefits