HomeMy WebLinkAbout07.12.21 FW_ Please Read_ Workday Implementation Update_Redacted
From:Pickett, Andy
To:Alpert, Bruce;Bennett, Robin;Clerk of the Board;Connelly, Bill;Cook, Holly;Cook, Robin;Hironimus, Patrizia;
Kimmelshue, Tod;Lucero, Debra;Paulsen, Shaina;Pickett, Andy;Reaster, Kayla;Ring, Brian;Ritter, Tami;
Sweeney, Kathleen;Teeter, Doug
Subject:FW: Please Read: Workday Implementation Update
Date:Monday, July 12, 2021 3:55:41 PM
Board Members,
This is FYI only, a summary of the Workday system (ERP – our new finance/business process system)
implementation.
Andy
530-552-3310 (Office)
530-(Cell)
From: McCracken, Shari <SMcCracken@buttecounty.net>
Sent: Friday, July 2, 2021 9:31 AM
To: Dept Heads <DeptHeads@buttecounty.net>
Cc: Asst Dept Heads <AsstDeptHeads@buttecounty.net>; Jessee, Meegan
<Mjessee@buttecounty.net>; Hepner, Deanna <DHepner@buttecounty.net>; Kim, Sang
<skim@buttecounty.net>; Hatcher, Casey <CHatcher@buttecounty.net>; Nuzum, Danielle
<DNuzum@buttecounty.net>
Subject: Please Read: Workday Implementation Update
Department Heads,
I’m reaching out to provide an update on where we are in the Workday Implementation Project, as
you have most likely not seen or heard anything since the original communication at the end of
May. The good news is you haven’t missed much, but I know that empty silence leads to questions.
The Project is currently in End-to-End Testing, which can be deceiving in its title, because we are
nowhere near the end. Liken End-to-End testing to building a house: we have framed the house and
the various rooms, including the kitchen and bathroom, but we haven’t installed appliances and
fixtures yet, so the house is not habitable. In the world of system implementation, we are fine-
tuning the system configuration, converting data, and testing our processes to identify what is
working and what is not working. End-to-End testing will help us determine if we need to adjust our
configuration, or if a change in process is needed.
Thank you to all departments that have generously provided staff to participate on Workstream
Teams or as casual testers. It is natural to feel frustration when we hit a wall in configuration or
process testing; however we see the potential, and we are excited about our future with the new
system.
I hope the details provided below, including activities and milestones, will give you a sense of where
we are and what’s next in the project.
July
rd
We are currently in End-to-End testing, which will continue until July 23.
Parallel payrolls will be run for the June 2021 payrolls, from the end of July through mid-
August. We’ll be testing to ensure the payrolls generated from FinancePlus match the
payrolls generated from Workday, with the actual data from Kronos used in both systems.
August
A new tenant (database) will be built with the County’s data out of FinancePlus around mid-
to late-August, with a configuration that meets Butte County’s requirements. This new
tenant will be available for more employees to casually test and get familiar with the system.
Training will begin in mid- to late-August and run through Go-Live in October with a
combination of tools, including in-person trainings, videos, written job aids, checklists,
process decks (beginning to end of a process like hire-to-terminate or purchase-to-pay), and
assistance embedded in the system through Help and Guided Tour features.
September
There will be ongoing training, communications, and learning opportunities
th
A Workday “soft launch” is scheduled on September 18, in order for employees to enter
time for the first payroll in October. All other Phase 1 functions go-live in the beginning of
October.
Ongoing Activities
Change Champions from all departments will begin meeting each month, starting on July
th
12and continuing through October. They will be the conduit for information from the
Project Team to Departments and from Departments back to the Project Team.
HR Partners (department HR Reps and Payroll Reps) began meeting in June and will be
meeting twice a month moving forward, to see demos and discuss process changes, roles,
and responsibilities.
The Business Partner Roundtable and ERP Roundtable, which meet monthly, will provide
demos and discussions on financial and procurement functions in Workday.
All Employees will receive a message in mid-July making them aware of the Project and
what it means to them.
The various stakeholder groups will receive ongoing communication leading up to Go-Live,
with information that is pertinent to them.
I recognize that people want more details on the “what and how”, but until the system configuration
is complete and processes proven through testing, it would be futile to develop training tools. We
also know that training must take place as close to Go-Live as possible so that it is fresh in people’s
minds.
Thank you for your patience, as this is certainly a very condensed timeframe that is taking all hands
on deck to meet. Please know that your staff, and the staff leading the Workstream Teams, are
doing an incredible job in a short amount of time, and we understand that it is exhausting and
frustrating at times. Please join me in acknowledging their hard work and tenacity, as they continue
st
to position us for a 21 Century system to record and track our financial, procurement, and human
resource activities.
th
Happy4ofJulytoyouandyours!
Shari
County Administration Department
Change Management Lead – Workday Implementation
530.922.0069