From “Check-the-Box” to “Just-in-Time”: A New Approach to Global Systems Implementation’...
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From “Check-the-Box” to “Just-in-Time”: A New Approach to Global Systems Implementation’ Roll-out plan Sept 2013 18 countries 10,000 people Wave 1 Canada
From Check-the-Box to Just-in-Time: A New Approach to Global
Systems Implementation Roll-out plan Sept 2013 18 countries 10,000
people Wave 1 Canada Latin America July 2014 Oct 2014 Sept 2015
Wave 2, Release 1 MEA (excl. Turkey) Europe Wave 2, Release 2 UK,
US, PR Asia Pac ANZ Europe MEA (Turkey) Wave 3 China & HK Japan
South Asia Europe Russia & CIS 50 countries 12,000 people 20
countries 64,500 people 42 countries 51,000 people Europe Spain,
Portugal, Israel Netherlands, Greece, Switzerland Europe Ireland,
Italy Poland, Romania Europe Belgium, Luxemburg Germany, France,
Central Europe, Scandinavia Finland & Baltics Adriatics
Slide 2
New ways of working Key activities that everyone will be able
to do in Workday Search: Find other workers and view organisation
charts Leaves of Absence Request leaves of absence (but vacation
will NOT be tracked in Workday) PDPs Complete your Performance and
Development Plans in Workday and be able to give and get feedback
Contact details: Maintain your contact details and upload a photo
New Employee ID number Find your new Employee ID number in your
personal information Mobile Youll be able to access Workday on
mobile devices - using your MUD ID and password Talent profile
Highlight your skills, qualifications and aspirations in a
searchable talent profile (restricted visibility to others) Support
Materials You will find comprehensive support materials, including
access to a new HR Knowledge Management System via the UK and US HR
landing pages UK / US Manager Briefing Pack 22 Action Ensure you
cascade this information to your team Actions and notifications
Receive actions and notifications in my Workday inbox (and my
Outlook inbox) Everyone will view information and carry out
self-service processes from their Workday landing page Employees
without people manager responsibilities will see fewer self-service
process related icons on their Workday landing page (below) than
people managers who see more (next slide)
Slide 3
Learning Toolkit for Line Managers and Employees Comms
ToolDescriptionHow Accessed What is Changing Communication Leverage
communications to explain what is changing how to access HR,
changing role of Line Manager etc. Suggestion of some basic Workday
tasks to ensure familiarity with system e.g. Upload photo, check My
Team In line with local communication plan Learning Toolkit to be
made available for Line Managers and Employees Introducing Workday
Presentation Overview of Workday and key concepts relevant to Line
Managers e.g. Position Management Live Meeting or Face- to-Face
delivery Workday Navigation Job Aid Basic navigation hints and
tips- including use of android devices Suggestion of some basic
Workday tasks to ensure familiarity with system e.g. Upload photo,
check My Team Knowledge Management System Option to print as
leaflets Process on a PageOverview of most common processes
Targeted at Line Managers and Employees Links into Workday and
guidance around search terms Knowledge Management System Video
VignettesRecorded demonstrations of the most frequent Line Manager
and Employee transactions Knowledge Management System Embed and
Grow Support YammerCreate a vibrant Gemini/Workday community where
questions/solutions can be offered; thus banking as a repository
Yammer Gemini Programme Group Workday Help textPerformance support
at point of use in the systemWorkday
Slide 4
Making routine people related tasks simpler across GSK 4UK / US
Manager Briefing Pack 2 WatchWatch a short video explaining what
the initiative is about Learn more WatchWatch a short video on
Workday key concepts and navigation ReadRead Manager Briefing Pack
1 (if you missed it) WatchWatch a short video on the new HR
Knowledge Management System Actions Attend any training sessions
youve been invited to
Slide 5
Learn more The UK US Implementation Community Site is a one
stop shop for background and operational information on the
deployment of Gemini related changes in the UK and USUK US
Implementation Community Site Links to other sources of information
5 UK / US Manager Briefing Pack 2 Encourage your team find out more
about the changes Action You can follow the programme on Yammer
(search for Gemini group)Yammer Meet with your business unit change
network teambusiness unit change network team Look out for
information around your site and on plasma screens You can also get
in touch with the deployment teamget in touch
Slide 6
Sues background notes Presentation title6
Slide 7
We at GSK challenged ourselves to develop a just-in-time (JIT)
learning approach for the global roll-out of an HRM system. Well
share our story (the ups and downs) of how we moved from the
enterprise norm of check-the-box training to JIT resources that
enable HR professionals, managers and employees to access
information right at their points of need. Such resources include
system help text, knowledge management, video vignettes, floor
walkers and more. Note: we used no eLearning modules! * Enabling
learners to have personalized experiences based on their moments of
need * You can influence compliance! * JIT training saves time
without compromising results Presentation title7
Slide 8
Just In Time training for Workday (HRM) implementation
Introduction 5 mins Introduce myself, Sue Bradshaw; Director
Learning Quality; I lead the learning consultancy and governance
team in GSK. In this story; I was learning consultant, and project
lead for design and delivery of the enterprise wide approach to our
Workday implementation; and global learning lead for Wave 1 in
Canada and LATAM The story- 25 minutes GSK for the first time will
have an enterprise wide HRM system and have taken a historic
decision for this to be a cloud based SaaS system- Workday. Our
challenge was how to create an effective and sustainable approach
that did not overburden the organisation. Historically training has
been very compliance tick-box driven with high use of LMS and low
use of performance support tools In this story, I will share the
approach we implemented; which includes system help text, Knowledge
Management site; Process on a Page guidance; links to supplier
materials, video vignettes; floor walkers and for HR only- detailed
F2F training. No e-learning modules ! A few slides here to
illustrate How change, communications and learning worked together
E.g. Addressing challenges from compliance ( we did not adopt a no
training/no access policy) Estimated savings 50,000 manager days
and 20,000 days of other employees time How a formal After Action
Review has improved the approach for next 80 markets Ongoing
challenges with other programme implementations (e.g. SAP
Enterprise Resource Planning) Active discussion with Participants-
25 minutes (happy to have this as part of the story presentation)
How reliant on tick box and no training no/access training is your
organisation What are the challenges and successes you have had in
changing perception of good adult learning? Summary/wrap up 5 mins
Just in time works just like in our home lives ( no e-learning to
use Google or Amazon) Performance support enables the learner to
have a personalised experience based on their needs in the moment A
comprehensive approach to performance support 8 Themes; Learning
personalisation; Video for learning; OJL & performance support
And a little bit of re-branding learning
Slide 9
New ways of working 9 Key activities that People Managers will
be able to do in Workday Administration & Compensation You can
change position details, worker location and approve business title
changes Youll be able to promote, transfer and initiate secondments
You can delegate activities to a peer or a superior in my absence
Youll be able to initiate ad hoc salary increases and one time
payments (subject to approval) You can use one time payments for
recognition awards until the new Recognition system goes live in
February 2015 Youll enter performance ratings and merit salary
increases (subject to approval) in Workday rather than the
Compensation Recommendation system Joiners and Leavers Youll
initiative the hiring, on-boarding and voluntary leavers processes
Youll still use Fieldglass and the Security vetting tool to bring
in contingent workers Dashboards and reports Youll have on demand
access to detailed reports and dashboards e.g. Headcount and Open
Positions for direct reports and those down their organisation
Talent You can place people on the 9 box grid and manage succession
plans Youll be able to print out talent cards for talent review
meetings Performance Youll review and approve PDP performance
objectives Action Find out more about changes to the system
landscape herehere Leaves of Absence Youll initiate, approve and
return team members from Leaves of Absence People Managers will see
additional process related icons on their Workday landing page UK /
US Manager Briefing Pack 2
Slide 10
Presentation title10
Slide 11
Key milestones and different audiences Time frame can vary from
6 months to a year, depending on the market Core local team New
project members Project team Trainers All HR SIT participants
Tenants Trainers SRT participants Audiences: People managers HR
with recruitment responsibilities Employees Knowledge Management
Content Owners Localisation workshop SITTTT sessions SRTHR Go-Live
Go-Live Learning Toolkit 13 Oct 2013
Slide 12
Resource savings from Workday training approach Formal
TrainingManagersEmployees Cohort50,00080,000 Original plan- hours82
Original plan- time190 FTE60+ FTE Original plan- cost$11.4m most
opportunity$1.8m lost opportunity Actual10 Time (saving)24 FTE (166
FTE)0 (60FTE) Cost (saving)$1.2m ($10.2)0 ($1.8M ) Rough and very
conservative resource costs Working assumptions 260 working days 8
hour working days $50,000 manager average salary 30,000 employee/CW
average salary