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<title>Workday Project Newsletter: October 2017: TEST</title>
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<p class="MsoNormal"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#44546A">Forwarded on behalf of the HRIS Team.</span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#1F497D"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"> </span><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#44546A"><o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> HRIS CHRO * DAS
<br>
<b>Sent:</b> Tuesday, October 31, 2017 10:10 AM<br>
<b>To:</b> hrexec@listsmart.osl.state.or.us; hrmgr-net@listsmart.osl.state.or.us; hrclass-comp@listsmart.osl.state.or.us; recruiters@listsmart.osl.state.or.us; das_ppdb_group@listsmart.osl.state.or.us; change.management@listsmart.osl.state.or.us<br>
<b>Subject:</b> Workday Project Newsletter: October 2017 *Halloween special edition*<o:p></o:p></span></p>
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<span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#323232">October 2017 | Workday Project Newsletter *Halloween special edition*<o:p></o:p></span></h3>
<p class="MsoNormal"><a href="https://www.oregon.gov/das/HR/Pages/HRIS.aspx"><span style="color:#1D5782;text-decoration:none"><img border="0" width="540" height="68" id="_x0000_i1025" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/09/1563285/1534751/banner-with-approved-logo-9-21-17_crop.png" alt="Workday Newsletter Banner"></span></a><o:p></o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><img border="0" width="335" height="504" id="_x0000_i1027" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/10/1621305/1587237/halloween-1_crop.jpg" alt="halloween 1"><o:p></o:p></p>
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<span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> <o:p></o:p></span></p>
<h1 style="mso-margin-top-alt:0in;margin-right:0in;margin-bottom:7.5pt;margin-left:0in">
<span style="font-size:21.0pt;font-family:"Arial",sans-serif;color:#323232">Change can be scary; meet the leaders aiming to ensure it's a treat, not a trick.<o:p></o:p></span></h1>
<p class="gdp" style="margin-bottom:3.75pt"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Cecil Owens, Organizational Change Manager, Workday Project</span></i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Congratulations to the first of three classes to earn Prosci Change Management Certification!
</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Sixteen participants completed this three-day intensive program from September 6-8. The program certifies change professionals across a range
 of disciplines in the globally recognized Prosci Change Management methodology, equipping them to successfully manage the people side of change and therefore better position themselves to help their organizations achieve desired outcomes.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Forty-eight individuals in total from agencies across eight different budget program areas were nominated by their agencies’ leadership as
 a Change Leader to assist the Workday (formerly known as “HRIS”) Project. The </span>
<a href="http://www.oregon.gov/das/HR/Documents/Workday%20Project%20-%20contacts%20by%20program%20area.pdf"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">eight program areas</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">
 include: Administrative; Consumer & Business Services; Economic & Community Development; Education; Human Services; Natural Resources; Public Safety; and Transportation. The nominated individuals, along with other previously certified employees, will serve
 as Change Leaders for both their own agencies and other agencies within their respective program areas during Workday implementation and beyond, at their own agency's discretion. They will have the ability to utilize the PROSCI licensed change management tools
 and assist in leading state agencies through any significant change management challenges, including those unrelated to this project effort. 
<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Stay tuned for future class spotlights!<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Background</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Change management is the discipline that guides how we prepare, equip and support individuals to successfully adopt change to drive organizational
 success and preferred results.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Individual change management requires understanding how people experience change and what they need in order to change successfully. It also
 requires knowing what will help people make a successful transition: what messages people need to hear when and from whom; the optimal time to teach someone a new skill; how to coach people to demonstrate new behaviors; and what makes changes “stick” in someone’s
 work. <o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Organizational change management is a leadership competency for enabling change within an organization and is complementary to project management.
 Project management ensures your project’s solution is designed, developed and delivered, while change management ensures your project’s solution is embraced, adopted and used.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Class Participants</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
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<span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">In order from left to right in the group portrait below:<o:p></o:p></span></p>
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<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Shane Wallis, Business Training Lead (Content Instructional Design), Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Jay Wayland, Business Consultant (Employee Processing) & Business Team Lead, Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Jen Coney, HR Administrator, Oregon Youth Authority<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Krista Campbell, HR Director, Oregon Department of Education<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Lucy Gardner, Workforce Solutions & Leadership Oregon Manager, Department of Administrative Services<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Kim Dettwyler, HR Director, Oregon Department of Revenue<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Katelin Kannier, Deputy HR Administrator, Department of Fish & Wildlife<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Jefferson Vidal, Business Consultant (Performance Management / Learning Management), Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Katie Gauthier, Legislative and Policy Coordinator, Oregon Parks and Recreation<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Jennifer Schierling, Organizational Change Manager, Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Tammy Maddalena, Business Training Lead (Content Delivery), Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Tracy Posey, Business Consultant (Reporting & Data Modeling / Diversity & Inclusion), Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Leslie Anderson, HR Analyst, Department of Justice<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Cynthia Gregory, HR Employee & Labor Relations, Department of Human Services<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Dan Jones, Business Consultant (Health, Safety & Leave Management), Workday Project<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l0 level1 lfo3">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">Cecil Owens, Organizational Change Manager, Workday Project<o:p></o:p></span></li></ul>
<p class="MsoNormal"><img border="0" width="540" height="360" id="_x0000_i1028" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/10/1621278/1587238/prosci-group-1-9-8-17_crop.jpg" alt="prosci class 1"><o:p></o:p></p>
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<p class="MsoNormal"><img border="0" width="3" height="2" id="_x0000_i1029" src="http://content.govdelivery.com/attachments/fancy_images/stock/2011/03/12307/new-main-hr_original.gif?1308456128" alt="http://content.govdelivery.com/attachments/fancy_images/stock/2011/03/12307/new-main-hr_original.gif?1308456128"><o:p></o:p></p>
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<span style="font-size:16.5pt;font-family:"Arial",sans-serif;color:#323232">Shadow systems: as eerie as they sound<o:p></o:p></span></h2>
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<i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Tracy Posey, Business Consultant (Reporting & Data Modeling / Diversity & Inclusion), Workday Project
</span></i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
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</v:shapetype><v:shape id="Picture_x0020_2" o:spid="_x0000_s1026" type="#_x0000_t75" alt="shadow system pic" style='position:absolute;margin-left:0;margin-top:0;width:169.5pt;height:180pt;z-index:251658240;visibility:visible;mso-wrap-style:square;mso-width-percent:0;mso-height-percent:0;mso-wrap-distance-left:5.25pt;mso-wrap-distance-top:0;mso-wrap-distance-right:5.25pt;mso-wrap-distance-bottom:0;mso-position-horizontal:left;mso-position-horizontal-relative:text;mso-position-vertical:absolute;mso-position-vertical-relative:line;mso-width-percent:0;mso-height-percent:0;mso-width-relative:page;mso-height-relative:page' o:allowoverlap="f">
<v:imagedata src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/10/1621176/1588673/shadow-system-pic-1_crop.jpg" />
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</v:shape><![endif]--><![if !vml]><img width="226" height="240" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/10/1621176/1588673/shadow-system-pic-1_crop.jpg" align="left" hspace="7" alt="shadow system pic" v:shapes="Picture_x0020_2"><![endif]><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Shadows,
 as illustrated to the left, can be an altered version of their sources. The same could be said for shadow systems. HR systems built over time to capture business processes and information that the legacy Personnel and Position Database (PPDB) system could
 not capture have been coined “Shadow Systems.” Shadow systems are unique to each agency and, once Workday goes live, may no longer be necessary.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">With a goal of one statewide human resource information system, Oregon state government is moving toward eliminating systems that contain
 functionality that is already available in Workday.  <o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">We have spent years and years capturing data and reporting from shadow systems – and we have struggled. We have struggled with maintaining
 consistent data and reporting across the enterprise and struggled with the costs of maintaining the systems, themselves. Once we roll out Workday, state government, as an enterprise, will be able to standardize and streamline the way it does business, as well
 as provide one source of truth for consistent agency and legislative reporting.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">What other additional benefits can you expect by reducing shadow systems?<o:p></o:p></span></p>
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<b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Reduced costs</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif"> associated with maintaining dozens of shadow systems;
<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l1 level1 lfo6">
<b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Reduced duplicative data entry</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif"> among related systems; and
<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l1 level1 lfo6">
<b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Reduced manual business processes</span></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif">.<o:p></o:p></span></li></ul>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">The following table illustrates the HR functionality found in agency shadow systems and its relationship to the Workday functionality we
 are implementing: <o:p></o:p></span></p>
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<p class="MsoNormal"><img border="0" width="540" height="240" id="_x0000_i1030" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/10/1623289/1589150/agency-shadow-systems-visual-10-30-17-docx_crop.jpg" alt="shadow systems visual"><o:p></o:p></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">While it is highly recommended that agencies plan for the retirement of all HR shadow systems as soon as they possibly can, we know that
 the more shadow systems an agency is currently supporting, the more resources and effort it will take to decommission them. We expect that agencies may take a phased approach to eliminating their HR shadow systems, and, in the interim, extracted files from
 Workday will be used to support the remaining systems until they are ready for abolishment.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Graphic source:
</span></i><a href="http://www.softicons.com/animal-icons/cat-shadows-icons-by-iconka/cat-shadow-lion-icon"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">Iconka, SoftIcons.com</span></i></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
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<p class="MsoNormal"><img border="0" width="3" height="2" id="_x0000_i1031" src="http://content.govdelivery.com/attachments/fancy_images/stock/2011/03/12307/new-main-hr_original.gif?1308456128" alt="http://content.govdelivery.com/attachments/fancy_images/stock/2011/03/12307/new-main-hr_original.gif?1308456128"><o:p></o:p></p>
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<p class="MsoNormal"><img border="0" width="540" height="360" id="_x0000_i1032" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2017/10/1621327/1587241/theres-a-monster-in-the-vault_crop.jpg" alt="halloween 2"><o:p></o:p></p>
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<span style="font-size:16.5pt;font-family:"Arial",sans-serif;color:#323232">Workday Planning: a boo-tiful new vision for state government budget staff<o:p></o:p></span></h2>
<p class="gdp" style="margin-bottom:3.75pt"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Sue Williams, Business Consultant (Position Data & Budgeting), Workday Project
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<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">On September 14, budget staff across the state tuned in to view a demonstration of Workday Planning, the module that will replace the Position
 Inventory Control System (PICS), a component of state government’s current human resource information system (HRIS) that will soon be replaced by Workday.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">What is Workday Planning? Planning leverages Workday Human Resources data to generate budgets, forecasts and driver-based models through
 a collaborative and intuitive user experience. Planning also uses the Workday-embedded reporting as well as analytics that include the ability to “drill down” into other Workday elements: real-time data, utilization of audit trails within the workbooks and
 configurable dashboards that provide users with valuable data to manage their business.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Participants asked many thoughtful questions during the demonstration concerning very specific issues for state government. Because most
 of the answers to the questions are still being discussed and configured at this time, the Workday Project Team has captured those questions and will communicate responses when more information is available.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">The general reaction to Workday Planning was positive and hopeful. There are many unanswered questions and issues to consider; however, this
 project will be a success due in large part to the talent of budget staff from across state government.<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">We recorded the demonstration, and state government employees can view the recording in
</span><a href="https://ilearn.oregon.gov/CurriculumDetails.aspx?id=88E1086C140B49DA8C25289D9ADA4AFF"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">iLearnOregon</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">
 along with the slide deck displayed during the presentation. (When manually searching for the demo within iLearnOregon, use the phrase “DAS – CHRO – Workday Demonstrations” and click on the option with the type designated as “curriculum.”)
<o:p></o:p></span></p>
<p class="gdp" style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">If you have questions about Workday Planning, contact Sue Williams, Position Data & Budgeting lead for the project, at
</span><a href="mailto:Sue.J.WILLIAMS@oregon.gov"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">Sue.J.WILLIAMS@oregon.gov</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">.<o:p></o:p></span></p>
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<p class="gdp" align="center" style="margin-bottom:3.75pt;text-align:center"><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Original photography by Anna King, Communications Coordinator, Workday Project</span></i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
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<b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">For more information about the project, please visit our
</span></i></b><a href="http://www.oregon.gov/das/hr/pages/workday.aspx"><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">website</span></i></b></a><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">.
 Stay informed by following our </span></i></b><a href="https://twitter.com/workdayoregon"><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">Twitter</span></i></b></a><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">
 feed and </span></i></b><a href="https://workdayoregon.blog/"><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#D05608">blog</span></i></b></a><b><i><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">!</span></i></b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
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