Workday Working for Denver July 2016 Ambassadors can add their agency/department logo to the title page.

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. The city has selected Workday to replace PeopleSoft and manage our human resources, payroll, and financial business processes. Workday delivers innovative technology that will help the city to be fast, smarter and more efficient in the way we work. Workday will help reduce paper/manual work by about 75%.

Why Workday? Built in analytics across Financials, HR & Payroll Streamline business processes based on industry best practice Reduce paper and manual processes Always on the current version of software User friendly and intuitive software Business driven with less oversight by TS Every customer that uses Workday is on the same version- that allows for better support by Workday and makes sure we are using the most up to date functionality. Key reasons that Workday was chosen over other software. Workday is a SaaS cloud service software.

Workday: a tool for the entire city Workday provides: An easy to use, familiar interface Access via desktop, tablet, or phone; from anywhere Employees will use Workday to: Access and update pay information Maintain appraisal information including goals Update personal information, including benefits Managers will use Workday to: Access data directly to make decisions faster and with greater confidence Perform management activities, including performance appraisals Use real time analytics, with dashboards and reports These are basic ways that the employees of the city will interact with Workday. Some business processes that will be part of the OHR/payroll Workday: creating a requisition for a new hire starting performance appraisals promoting or transferring an employee reallocations terminations including retirement

Managers and Workday Use real time analytics, with dashboards and reports Approve and initiate steps within business processes Visibility to workforce with talent information This slide and the next slide can be used instead of the prior slide. Key ways that managers will interact with Workday

Employees and Workday Access pay information Maintain appraisal information including goals Update personal information, including benefits Key ways that employees will interact with Workday

Workday Ambassadors Help build ownership Promote understanding 9/16/2013 Help build ownership Promote understanding Are advocates for change and Workday Communicate “what’s in it for me” Communicate Agency needs Workday Ambassadors As an ambassador for our agency my role is to help support you and the project team to best understand our needs for Workday. If you have questions, concerns or want to learn more you can come to me. I’ll be able to answer your questions or find the information for you. I want to make sure you are comfortable moving to Workday and know how to use it once we’re there.

Leaders Assist in identifying potential issues-help to resolve them 9/16/2013 Assist in identifying potential issues-help to resolve them Proactively follow up with Ambassadors as needed to bridge knowledge and communication gaps Work with the Key Users and Ambassadors to identify and respond to unique needs Are advocates for change and Workday Encourage participation of end users in training sessions Leaders Leaders/managers have a role in the project. You’ll want to make sure that I understand the needs of our agency so I can take those back to the project team. You’ll need to help me to make sure people participate in training and are comfortable when it comes time to use Workday. As the project progresses I may have some messages that will be better coming from you to others in the agency.

Communications Update Communications team meets regularly to plan upcoming pieces such as a booth at the employee picnic Regular messages are in the Denver Employee Bulletin about the project and about how the city will use Workday The website houses information including project members and current questions from city employees These are ongoing ways the communications team is working to make sure the city knows that Workday is coming. The comms team is made up of people from: TS/marketing, OHR communications, Finance, Procurement

High Level Training Timeline 2016 2017 Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Train July 1, 2017 Go-Live Human Resources & Payroll Finance & Purchasing Support Train Support Jan 1, 2017 Go-Live July 1, 2017 Go-Live Human Resources & Payroll Rollout Training to include- online courses via CityU Some Instructor Led classes for managers and key users Managers Train Finance & Procurement Rollout Training plan for the OHR/payroll phase is being finalized. Employees will be trained on key components of Workday (navigation, personal profile, making changes to personal information, finding information such as payslips etc) via online learning. Job aids for all tasks will be provided at time of go-live as well as robust help text in Workday. Manager training will involve online learning as well as some instructor led courses on key tasks for managers such as accessing and using reports and dashboards. The support pieces will be in place prior to go-live but some pieces will be built out once we are live and understand where the needs are for the people using Workday. Training needs and approach to be determined as project progresses Staff Meeting overviews Support Labs Roadshows Online Videos Just in Time Job Aids Agency point people FAQs and Tips Robust Help Text Service Center Support Training Support

OHR/Payroll Timeline 2015 2016 2017 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 CM This is the timeline and the stages for the OHR/payroll phase of the project. They are just finishing the configure and prototype stage. Ambassadors: you will be provide an updated slide but the re-dashed line can be moved to indicate the timing of the project. Go-Live We Are Here!

Current Project Work Objective of this phase: Key Activities: Test Architect Configure & Prototype Plan Test Deploy Objective of this phase: Ensure the Workday configuration meets the city’s needs Key Activities: Conduct User Acceptance Testing Conduct integration testing with vendors Conduct payroll parallel testing Begin training The test stage will start in July. Full and all testing for the OHR/payroll phase will occur in this stage. They will be bringing in people from the agencies to be a part of testing. Three components to testing- end to end testing (testing all processes from beginning to end with different scenarios) parallel testing (payroll testing to be sure it matched what is happening in PeopleSoft) UAT- user acceptance testing (users will be asked to test their daily work-Ambassadors will be brought in to this) Training activities will begin here as well. Ambassadors: you will be given an updated slide as we move through the stages. The Test stage will go from mid-July to November

Finance and Procurement Timeline 2015 2016 2017 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 The Finance and procurement phase of the project has recently started. It is just in the architect stage. That phase of the project is scheduled for go-live June 2017. The airport has some finance pieces that are specific to their business so they are on a parallel track. Go-Live We Are Here!

Current Financial Work Architect Configure & Prototype Plan Test Deploy Objective of this phase: Develop a foundational understanding of CCD’s financial needs (including DEN) Analyze how Workday will meet those needs Key Activities: Design initial configuration Optimize business processes The Finance/procurement phase of the project is starting the Architect Stage. The key project team members are working with the consultants to design the business processes for the finance and procurement configuration. When they move to the next stage - Configure and Prototype - the business processes will be shared. Ambassadors: you will get an updated slide as we move through the project. This slide should stay through August.

Home Screen These are the standard worklets that will be on an employee’s Workday home page.

The Pay Worklet As an example the pay worklet allows employees to view their payslip (which in CCD is referred to as pay check), make changes to direct deposit (payment elections) and other actions.

Profile Page An employee’s profile page shows an employee pertinent information about their work here at CCD. They can see benefits information, performance information, compensation information about themselves.

Using Mobile Mobile devices can be used to see key Workday information including reports, dashboards and complete tasks such as approvals. Note: This is a sample screen shot.

Information at Your Fingertips Denvergov.org/workday http://www.denvergov.org/workday Implementation timeline Project Team and Members Frequently Asked Questions Resources News Ambassadors: Go to the website and show the key points to anyone you are working. Point to the FAQs especially as there are key questions there that most people are probably asking.

Thank you!