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Yale
All Hands
Meeting
June 15, 2017
Simplify and
standardize
processes
Easier to get
work done
and harder
to make
mistakes
Minimize administrative
work for faculty, studentsand staff
Lower operating costs and improve
effectiveness
Accurate,
trusted,
and timely
reporting
Objectives
Countdown to
Workday in
12 days
Workday@Yale
Countdown to July 5
Today’s Agenda
1. Who are we?
2. How did we get here?
3. How do we continue to work together at Go-Live?
Impacted Systems
We are working to ensure that Workday information flows smoothly between existing systems such asthe ID system, SciQuest, Facilities, etc.
Where necessary, we are making changes to those existing systems.
Systems Critical for Go-Live 92
Other Systems 81
People Data Only 81
Financial Data Only 58
Financial and People Data 34
Who are we?
57 24672
Total Population: 376
19% of the total
population hold both
the LWG and Change
Partner Roles
Change Partners Local Workday Gurus
As of June 15, 2017
Where do we come from?
Science Campus
Change Partner 11
LWG 33
Both 9
Total 53
Science Park
Change Partner 2
LWG 48
Both 10
Total 60Central Campus
Change Partner 17
LWG 58
Both 13
Total 89 Medical Campus
Change Partner 26
LWG 106
Both 38
Total 170
West Campus
Change Partner -
LWG -
Both 3
Total 3As of June 15, 2017
Our Journey
Workday@Yale
Our Journey to Build Knowledge
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
Local Workday Gurus
a community of users who can provide
business process support as a part of
their current role.
Knowledge Session Objectives
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
• 18 sessions and over 30 topics covered
• Early opportunity to collectively study a specific Workday topic
• Come to a deeper understanding of the topic through interactive questioning and dialogue
• Exposure to the Workday system via demos, when possible
• Become fluent in the concepts and information covered in the session
Information Session Objectives
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
• 6 Expense Sessions
◦ 870 registrants
• 8 Purchasing and Check Requests
◦ 966 registrants
• 375 survey respondents
• Generated 125 questions that were addressed in training and in FAQ development
Workday Wednesday Emails
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
• Extensive communications
• Weekly emails, March 5 to present
• More than 100 news articles posted on website in Internal News section
• Highest open rate = 98%!
User Acceptance Testing
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
• Validates that business processes are working as designed, are “fit for use,” and meet Yale’s functionality needs.
• 317 Local Workday Gurus and Change Partners
invited
• 30 training guides reviewed
Range of Training Resources
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
Training Options
Auditorium (4)Instructor-Led (7)Web-Based (3)Quick Guides (29)Training Guides (10)Simulations (33)
Auditorium Sessions
Chart of Accounts (COA)Managing ExpensesPurchasing Goods and ServicesWorking with Suppliers
Instructor-Led Training
Asset AccountingCash Sale Deposits/Gift Setup RequestCreating and Approving Journal EntriesEntering and Maintaining Grant BudgetsManaging CommitmentsPayroll Accounting
Workday@YaleWorkday@YaleWorkday@Yale
Workday@Yale
Our Role
Work Support Structure
FSC- Financial Transactions & Reporting- Procurement- Suppliers - Accounting - Expenses- Payroll Costing- Grants
Tier 1 Support
- SMEs - Workday Leads- Business Solutions- Centers of Excellences
Tier 2/3 Support
Tier One support and leverages Tier Zero tools. Escalation to Tier Two based on pre-determined triggers.
Inquiries
- Workday Guru’s- Supplier Portal- WD Quick Guides, Training Guides,
Web Simulations, Web-Based Training
- Post Go-Live Clinics
Tier 0 Support
Local Workday Guru
Escalation Path
User
Workday.yale.edu
Self-Help Resources• Quick Guides• Training Guides• Videos• Change Summaries• Process Flowcharts• Post Go-Live Clinics
Schedule
YES
Financial Services Center
URGENT
Call the FSC at
203-432-5394
NON-URGENT
Email the FSC at
NO
ISSUE RESOLVED?
Workday question/issue
! ?
Building Knowledge
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
DEMODEMO
Building Knowledge
Self-Guided Study
User Training
User Testing
Workday Emails
Knowledge Sessions
Info Sessions
“I would like to sign up for this. I don’t feel my working knowledge of Workday is where I would like it to be, but I’m hoping that this will bring me to a better place through the process.”
“I would love to help with Purchasing, seeing that I was
able to get a bit more familiar with this during User
Acceptance Training.”
“I would love to participate!”
“I would love to help! My supervisor… has given me the Okay.”
Help Clinics
Workday@YaleWorkday@YaleWorkday@Yale
Workday@Yale
Activities
Test your Workday Knowledge
1. Core Concepts2. Treasure Hunt
#1 - Test Your Workday Core Concepts Knowledge Instructions
• You should have a working knowledge of the core concepts
• Core concepts are provided at every Local Workday Guru knowledge session and Change
Partner meeting
• Keeping papers facing down and turn them over when time begins
• You have 3 minutes to answer 8 questions on your own (without use of technology)
• Table discussion (7 minutes)
◦ Who are you? (Name/department/Workday business areas you support)
◦ Discuss each question and share answers
◦ Determine who correctly answered the most questions
• Debrief (10 mins)
#1 - Test Your Workday Knowledge
1. Your _______ determines what you can see and what you can do in Workday.
2. _______ __ ____________ groups employees into management hierarchy.
3. ____________ allows Yale to make modifications to Workday that reflect our unique business needs, but
prevents changes from being made that will disrupt university operations in the future when software
upgrades are required.
4. Workday allows staff who do not complete their own expenses to ________ that function to another staff
member.
5. The _________ worklet allows you to save your add frequently used reports and tasks.
6. Notification of business processes requiring action will arrive in your Workday _______, not in your Outlook
email.
7. A _______ _______ is a set of tasks that people initiate, act upon and complete in order to accomplish a
desired business objective .
8. Workday provides _______ - _______ ability to drill down from a report to supporting details.
role
Supervisory Organization
Configuration
delegate
favorites
Inbox
business process
real time
#2 - Treasure Hunt Instructions
• Local Workday Gurus and self-help materials encompass Tier 0 support
• Gurus should be very familiar with self-help content on the Workday@Yale Training and Support pages
• Using your laptop or smartphone navigate to workday.yale.edu and locate the training page
• Find the location of the answer to a question
• Once you find the location of the answer do something to grab the presenters attention (raise hand, stand up, etc.)
• Provide website navigation instructions to the presenter
• Successful participants win a prize!
#2 Treasure Hunt – Financial Management
Navigating the Training and Support website, find the location of the answer to the following questions:
1. Example: What are the hours of the Financial Service Center (FSC)?
2. What is the specific definition of “location” in Workday?
3. Find the training guide on how to manage your Workday Inbox and Notifications
4. What role uses the “Create Journal Entry” task in Workday to manually create journal entries?
5. How do you request a gift setup?
2. What is the specific definition of “location” in Workday?
3. Find the training guide on how to manage your Workday Inbox and Notifications
4. Which Workday role do you need to have to make a purchase in Workday?
5. When an invoice is submitted without a corresponding purchase order (formerly known as an OK2Pay invoice), which Workday role enters the invoice into Workday?
Navigating the Training and Support website, find the location of the answer to the following questions:
#2 - Treasure Hunt – Procure to Pay
1. Example: What are the hours of the Financial Service Center (FSC)?
Readiness
Toolkit
Workday@Yale
Local Workday Guru Introduction Letter
An email will be sent to you this afternoon that strongly recommends the distribution of an introductory letterto your local users by June 28.
• Letter template will be provided for you to customize
• Explains the critical support role Gurus play after Go-Live
• Provide Guru contact information and area(s) of expertise
Workday Financials Support Reference Card
Guru Name and number goes here!
Take some on your way out and
distribute them to your local users by
June 28!
Change Network Design Options
Change Network Winning Design
GURULOCAL WORKDAY
Workday Change Network
Local Workday Guru Go-Live Checklist
Prepare to help your local users:
Reinforce your knowledge Develop working knowledge of foundational core concepts Become familiar with the Training and Support websites Know answers to frequently asked questions Anticipate questions from your users and leverage available tools to answer them
Access information quickly Discover how to set up Inbox and Notification filters Learn how to add frequently used reports and tasks to Favorites worklet Save Quick Links onto your desktop
Promote yourself Distribute drop cards (distribute by June 28) Send introduction email (send by June 28) Wear your Change Network lanyard (at Go-Live)
Transition
Workday@Yale
Post Go-Live Virtual Meetings
• Continue to leverage the benefits of the Local Workday Guru Network
Take real-time pulse of the transition to Workday
Collect common themes; feedback will aid in development of support resources
Better understand tools needed to successfully support users
• Sessions will be virtual
• Expect to receive meeting invitations soon
confusion
denial
anger
anxiety
sadness
bargaining
detachment
Emotions People Exhibit During Transition
Feeling Overwhelmed
• Know that your reaction is normal.
• Take a deep breath.
• Write down everything you have to do.
• Prioritize and then, creatively prioritize.
• Start with the easy stuff.
• Use your teammates.
• Use timers.
• Take five—or 20.
Thank You
Workday@Yale
Local Workday Guru Introduction Email
Meet Your Local Workday Guru: Suggested letter template (can be customized)
Test your Workday Knowledge – Handout
1. Your _______ determines what you can see and what you can do in Workday.
2. _______ _______ groups employees into management hierarchy.
3. ____________ allows Yale to make modifications to Workday that reflect our unique business needs, but
prevents changes from being made that will disrupt university operations in the future when software
upgrades are required.
4. Workday allows staff who do not complete their own expenses to ________ that function to another staff
member.
5. The _________ worklet allows you to save your add frequently used reports and tasks.
6. Notification of business processes requiring action will arrive in your Workday _______, not in your Outlook
email.
7. A _______ _______ is a set of tasks that people initiate, act upon and complete in order to accomplish a
desired business objective .
8. Workday provides _______ - _______ ability to drill down from a report to supporting details.
Treasure Hunt – Procure to Pay – Answers
Navigating the Workday training website, find the specific location to find the answers to the following questions:
1. What are the hours of the Financial Service Center (FSC)?Hours of the Financial Service Center (FSC)
2. What is the specific definition of “location” in Workday?The specific definition of “location” in Workday
3. Find the training guide on how to manage your Workday Inbox and NotificationsHow to manage your Workday Inbox and Notifications
4. Which Workday role do you need to have to make a purchase in Workday?Which Workday role do you need to have to make a purchase in Workday?
5. When an invoice is submitted without a corresponding purchase order (formerly known as an OK2Pay invoice), which Workday role enters the invoice into Workday?
When an invoice is submitted without a corresponding purchase order (formerly known as an OK2Pay invoice), which Workday role enters the invoice into Workday?
Treasure Hunt – Financial Management – Answers
Navigating the Training website, locate the answer to the following questions:
1. What are the hours of the Financial Service Center (FSC)?Hours of the Financial Service Center (FSC)
2. What is the specific definition of “location” in Workday?The specific definition of “location” in Workday
3. Find the training guide on how to manage your Workday Inbox and NotificationsHow to manage your Workday Inbox and Notifications
4. What role uses the “Create Journal Entry” task in Workday to manually create journal entries?What role uses the “Create Journal Entry” task in Workday to manually create journal entries?
5. How do you request a gift setup?How do you request a gift setup?
