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<title>Workday Oregon Newsletter: Summer</title>
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<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D">Forwarded on behalf of Workday:<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif;color:#1F497D"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"><br>
<b>Subject:</b> Workday Oregon Newsletter: Summer 2019<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<span style="font-size:10.5pt;font-family:"Arial",sans-serif;color:#323232">Summer 2019 | Workday Oregon Newsletter<o:p></o:p></span></h3>
<p class="MsoNormal"><a href="https://www.oregon.gov/das/HR/Pages/HRIS.aspx" target="_blank"><span style="color:#1D5782;text-decoration:none"><img border="0" width="575" height="55" style="width:5.9895in;height:.5729in" id="_x0000_i1027" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2019/03/2465485/workday-oregon-banner_original.png" alt="workdayoregonbanner"></span></a><o:p></o:p></p>
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<h2 style="mso-margin-top-alt:3.75pt;margin-right:0in;margin-bottom:7.5pt;margin-left:0in">
<span style="font-size:16.5pt;font-family:"Arial",sans-serif;color:#323232">Goodbye Workday Project, hello Workday Oregon!<o:p></o:p></span></h2>
<p class="gdp" style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Joyce Martinez & Rocky Clark Project Managers</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">It has been six months since Workday went live across state government, and agencies have been busy adjusting to a new way of doing business. Agencies
are making their way around the Workday learning curve at their own pace, and regardless of where they stand, a lot of work is getting done within the new system. As of August 12:<o:p></o:p></span></p>
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<span style="font-size:10.0pt;font-family:"Arial",sans-serif">An average of 26,707 employees have logged in each month.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">20,023 people have updated their emergency contacts.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">11,907 employees have made changes to their W4.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">12,496 employees have made changes to their address.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">2,781 external candidates have been hired.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">865 employees have changed jobs.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">10,391 time-off requests have been requested and approved.<o:p></o:p></span></li><li class="MsoNormal" style="color:#464646;mso-margin-top-alt:auto;margin-bottom:3.75pt;mso-list:l3 level1 lfo2">
<span style="font-size:10.0pt;font-family:"Arial",sans-serif">515 performance appraisals have been completed.<o:p></o:p></span></li></ul>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">As users continue to get more comfortable navigating the new system, we expect them to discover even more of what Workday can do - particularly with
new functionality being released every six months. (Note: An updated version of Workday releases in September. Read more about it later in this newsletter). <o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Because Workday is interfacing with a legacy payroll system that is on an entirely different platform, there are limitations to its functionality when
it comes to payroll. We are currently working around these limitations. Fortunately the legislature gave the go-ahead to start the planning phase of the Workday payroll project, which will integrate full payroll functionality into Workday. Having HR and Payroll
on the same system will provide additional benefits because we will no longer have to manage such a delicate interface. Although the payroll replacement project is ramping up this year, we don’t anticipate a go-live date until late 2021.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">We are excited to announce that the replacement of iLearn will be happening much sooner. We anticipate that Workday Learning will go live this biennium.
Today Workday interfaces with iLearn to bring over course completion information. However, once we have the Workday Learning Management module in place, employees will be able to seamlessly launch and complete training directly from Workday. Managers, along
with employees, will have the ability to tie training opportunities directly to skills and competencies that are aligned with employees' Individual Development Plans.<o:p></o:p></span></p>
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you know?<o:p></o:p></span></h2>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Workday Oregon Team</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
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<strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif">When it comes to payroll, Workday currently functions as a "leave request" system,</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif"> while the Oregon State Payroll
Application (OSPA) - also known as ePayroll - is the current payroll processing system for the majority of state government. Leave balances are brought into Workday from OSPA on the 15th of each month, reflecting balances as of the 1<sup>st</sup>. Any unpaid
leave in the previous month will prorate earned accruals. Balances prior to the 15th of the month are a forecast and are subject to change based on payroll finalizing. Once payroll and the time tracking in Workday are implemented, this will become more in
sync. <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">
<strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif">All employees, including those on temporary status, can now apply for jobs via their Workday account.</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif"> This means
temporary workers no longer need to create an external candidate profile to apply. To apply for openings, click on the Career Worklet within your applications to find internal jobs. There are job requisitions that are open to a limited applicant pool that
does not include temporary workers, so please be sure to carefully review the job posting for specific instructions. <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">
<strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif">Workday uses technology to help you select skills for your Career Profile.</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif"> This will help optimize your experience
in Workday when adding skills to your profile. Workday took a bank of over one million of their customers' skills, and reduced it to 200,000 unique, valuable skills. Then, using machine learning, Workday will recommend the best 15 skills based on your search
criteria. This functionality helps you select the best skills to represent your experience, and will help the state maintain a more valuable and diverse skill bank. I encourage you to give it a try! Go to your Career Worklet, then select Skills and Experience.
Have fun adding skills to your Workday profile!<o:p></o:p></span></li></ul>
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Resources <o:p></o:p></span></h2>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Pastor Garcia, Communications Coordinator, Workday Oregon</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Since Go-Live, the Workday team has updated resources on the </span><a href="https://www.oregon.gov/das/hr/pages/workday.aspx" target="_blank"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#0278B2">Workday
Oregon webpage</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> that can help users to complete a variety of processes. From resetting your password, to completing a job offer, this is your one-stop shop for instructional
resources. The resources are grouped into three user categories: employee, supervisory manager, and specialized roles. Since many actions can be done by multiple roles, they are displayed accordingly to the least restrictive role that can perform the action.
For example, if you are assisting an employee with a process they can complete themselves, check the employee resources page.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Additionally, the new update to the page creates a more efficient experience when looking for a specific resource. The new layout is easier to read and
allows you to utilize the search shortcut that helps find words or phrases quickly. Simply press 'Ctrl-F' and type in the keyword you're looking for in the search bar that pops up.<o:p></o:p></span></p>
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<span style="font-size:16.5pt;font-family:"Arial",sans-serif;color:#323232">The Workday Team<o:p></o:p></span></h2>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Missy Wagers, Policy Analyst and Business SME, Workday Oregon</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">As we dive deeper in to the full functionality Workday offers, our team is ever-changing to meet the needs of state government. From functional area
subject matter experts in recruitment, talent and performance, classification and compensation, and safety and absence tracking, to our integration and implementation staff, our trainers, our amazing help desk, and beyond, we are here for you! We will help
with questions, system enhancements and testing, resources, job aids, training, and more. We are dedicated to improving the functionality and user experience with Workday!<o:p></o:p></span></p>
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Readiness Assessment - comparative analysis<o:p></o:p></span></h2>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Pastor Garcia, Communications Coordinator, Workday Oregon</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">In order to gauge how well Oregon state government has transitioned to Workday and to give employees an avenue to provide feedback regarding Workday's
implementation, the Workday team created and sent out three Agency Readiness Assessments (ARA). The surveys were distributed across state government - primarily through email listservs for all three branches of state government. The first survey was distributed
in November 2017, the second survey was distributed in April 2018, and the third and last survey was distributed in July 2019. A majority of the questions were multiple choice with five answer options: strongly agree (positive), agree (positive), sometimes
agree/disagree (neutral), disagree (negative), and strongly disagree (negative). Below are the key findings from the third survey:<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">In total there were 11,760 respondents for the ARA III - 1,400 more than the ARA II.</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">When asked if the respondent's agency culture is receptive to change - 48.1% responded positively, 38.8% were neutral, and 13.1% responded negatively.</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">When asked if the respondent is committed to supporting Workday - 54.1% responded positively, 31.9% were neutral, and 14% responded negatively.</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">When asked if the respondent understands how their roles have been impacted by Workday - 50.3% responded positively, 27.2% were neutral, and 22.54%
responded negatively.</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">When asked if overall, the respondent's agency is looking forward to the progression of Workday - 31.9% responded positively, 38.4% were neutral,
and 29.7% responded negatively.</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Findings: our analysis indicates that overall, state government employees' remain positive with the implementation and progression of Workday.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Half a year has gone by since the launch of Workday and gauging the enterprise's consensus on the system allows us to understand where we have succeeded
and where we need to pay more attention. The Agency Readiness Assessment results have given the Workday Oregon Team confidence that as time passes, we will continue to improve daily functionality for all state government employees. <o:p></o:p></span></p>
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Support <o:p></o:p></span></h2>
<p style="margin-bottom:3.75pt"><em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">By Shanon Jackson, Help Desk Tech, Workday Oregon</span></em><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"><o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">At the Workday Help Desk we receive a lot of inquiries about password resets. As an employee, you have an option to self-service your account by using
the “forgot password” link, or you may reach out to your agency security partner to reset the password. Below are a few tips we hope will bring you success when logging in:<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Tip 1</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> – Workday accounts will lock after 5 attempts,
and the "forgot password" link will not be available to reset the password for 20 minutes.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Tip 2</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> – Work email addresses are needed in Workday
to self-service your Workday password reset. Next time you sign in to your Workday account, please check to see that you have a work email - If not, your workforce liaison, HR partner, or manager can put one in for you.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Tip 3</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> – When self-servicing the password reset, check
your Outlook account for your reset email. Use your temporary password promptly as it is only available for a limited time.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Tip 4</span></strong><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> – Agency Security Partners are also able to
reset challenge questions.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Check out this </span><a href="https://www.oregon.gov/das/HR/Documents/General%20Navigation_Workday%20Helpdesk.pdf" target="_blank"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#0278B2">Helpdesk
Quick Reference Guide</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646"> for information on who at your agency may assist with Workday needs and how the Workday Helpdesk can assist you with system needs.
<o:p></o:p></span></p>
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<p class="MsoNormal"><img border="0" width="256" height="144" style="width:2.6666in;height:1.5in" id="_x0000_i1038" src="https://content.govdelivery.com/attachments/fancy_images/ORDAS/2019/09/2798822/2804557/workday-maintenance_crop.jpg" alt="Scheduled Workday Updates"><o:p></o:p></p>
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<span style="font-size:16.5pt;font-family:"Arial",sans-serif;color:#323232">Unavailable due to Routine Updates Sept. 20-23<o:p></o:p></span></h2>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">Due to state-required updates, Workday will be unavailable beginning Friday, Sept. 20 at 6 a.m., until Monday, Sept. 23 at approximately 6 a.m. Thank
you for your patience.<o:p></o:p></span></p>
<p style="margin-bottom:3.75pt"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">The Workday Oregon Team<o:p></o:p></span></p>
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<p class="MsoNormal"><img border="0" width="3" height="2" style="width:.0312in;height:.0208in" id="_x0000_i1039" 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">Hyperlinks<o:p></o:p></span></h2>
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<a href="https://www.oregon.gov/das/hr/pages/workday.aspx" target="_blank"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#0278B2">Workday Oregon website</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif">:
</span><a href="https://www.workday.com/en-us/homepage.html"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">https://www.workday.com/en-us/homepage.html</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><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 lfo4">
<a href="https://www.oregon.gov/das/HR/Documents/Workday%20Project%20change%20network.pdf" target="_blank"><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#0278B2">Workday Oregon Change Network</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif">:
</span><a href="https://www.oregon.gov/das/HR/Documents/Workday%20Project%20change%20network.pdf"><span style="font-size:10.0pt;font-family:"Arial",sans-serif">https://www.oregon.gov/das/HR/Documents/Workday%20Project%20change%20network.pdf</span></a><span style="font-size:10.0pt;font-family:"Arial",sans-serif"><o:p></o:p></span></li></ul>
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<p class="MsoNormal"><img border="0" width="3" height="2" style="width:.0312in;height:.0208in" id="_x0000_i1040" 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="gdp" align="center" style="margin-bottom:3.75pt;text-align:center"><em><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">For more information about the project, please visit our
</span></b></em><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:#0278B2">website</span></i></b></a><em><b><span style="font-size:10.0pt;font-family:"Arial",sans-serif;color:#464646">. </span></b></em><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="115" height="25" style="width:1.1979in;height:.2604in" id="_x0000_i1043" src="https://public.govdelivery.com/system/images/35565/original/oregon-das-small-footer-graphic.jpg" alt="Oregon Department of Administrative Services"><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:6.5pt;font-family:"Arial",sans-serif">QUESTIONS?<br>
</span><a href="https://www.oregon.gov/DAS/Pages/contact.aspx" target="_blank"><span style="font-size:6.5pt;font-family:"Arial",sans-serif">Contact Us</span></a><o:p></o:p></p>
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<p class="MsoNormal"><span style="font-size:6.5pt;font-family:"Arial",sans-serif">STAY CONNECTED:</span><br>
<a href="http://public.govdelivery.com/accounts/USNGBOH/subscriber/new"><span style="font-size:6.5pt;text-decoration:none"><img border="0" width="12" height="12" style="width:.125in;height:.125in" id="_x0000_i1044" src="https://service.govdelivery.com/banners/GOVDELIVERY/SOCIAL_MEDIA/envelope.gif" alt="Sign up for email updates"></span></a><o:p></o:p></p>
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