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<p class="MsoNormal"><span style="color:#1F497D">Forwarded on behalf of Workday:<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<div>
<div style="border:none;border-top:solid #E1E1E1 1.0pt;padding:3.0pt 0in 0in 0in">
<p class="MsoNormal"><b>From:</b> Wd_arc <wd_arc-bounces@omls.oregon.gov> <b>On Behalf Of
</b>CHRO Workday * DAS via Wd_arc<br>
<b>Sent:</b> Tuesday, August 11, 2020 5:12 PM<br>
<b>To:</b> hrexec@listsmart.osl.state.or.us'; 'hrmgr-net@listsmart.osl.state.or.us'; 'Hrtech-net@listsmart.osl.state.or.us'; 'recruiters@listsmart.osl.state.or.us'; 'wd_arc@listsmart.osl.state.or.us'; 'wd_ch_ldr@listsmart.osl.state.or.us<br>
<b>Subject:</b> [Wd_arc] Workday Progress: last 60 days, next 30 days, & at least 30-60 days out<o:p></o:p></p>
</div>
</div>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Good afternoon,<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Below is our regularly planned recap of items the Workday support team have completed related to the Workday system over the last 30 days (in this case it is for approximately 60 days), what is in progress
for the next 30-60 days, and what we expect to accomplish between 60 or more days from now (or possibly put on hold).
<o:p></o:p></span></b></p>
<p class="MsoNormal"><span class="normaltextrun"><span style="font-size:18.0pt;font-family:"Arial",sans-serif;color:#00B0F0"><o:p> </o:p></span></span></p>
<p class="MsoNormal"><span class="normaltextrun"><b><span style="font-size:18.0pt;font-family:"Arial",sans-serif;color:#00B0F0">Complete (Various categories)
<o:p></o:p></span></b></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Configured an enterprise process for requesting, approving and documenting working remotely (aka teleworking)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Updated leave payout process to add additional leave payout types requested<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Classification/Compensation changes (all require agency validation/review once completed):
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- SEIU Coalition changes that needed to be made for groups that moved coalitions, resulting in a change of representation (REPR). This included Agriculture, OWEB, and Water Resources. These changes were made
effective March 1, 2020. These were completed between the monthly payroll cutoffs periods. This required us, on the agencies behalf, to update the employees through the following business processes: Manage Union Membership, Request Compensation Change, and
Change Organizational Assignments - Completed 6/22/2020<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- New top step (or add/drop step) for those eligible. This was a multi-phase project with 4 phases due to varying processes/implementation (this was also a major integration effort for our technical team).
Effective 7/1/2020. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> - Phase 1 (majority of executive branch structure) - Completed 7/1/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> - Phase 2/Wave 1 and 2 – updating BSD for workers previously at MAX (exec branch) - Completed 7/13/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> - Phase 3 – Judicial Add/Drop - Completed 7/17/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> - Phase 4 – OPDS Add/Drop/Slide - Completed 7/20/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- Salary Alignment for Board of Parole and Post-Prison Supervision. Effective Jan 1, 2020. Worked with LRU on all the necessary details to complete implementation - one position still in question - Completed
7/21/20 <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- LOA for Legal Secretary for Office of Administrative Hearings – Completed 7/13/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- LOA for Clinical Psychologist 1 (AAON and AOCE) - Completed 7/16/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- LOA for Fiscal Analyst 2 for Real Estate – Completed 7/16/20
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- AOCE BHS 9th Step – Effective 7/1/2019. Worked with LRU on all the necessary details to complete implementation - Completed 7/29/2020
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- SOS new grade profile for ISS8 (WSN REPR) - Completed 7/27/2020
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- Job profile EEO correction for Fish and Wildlife Technician - SR17 - Exempt/Non-Exempt (job code 8341)
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Conducted multiple specific Agency consultation(s). These consultations required multiple meetings with the agency and typically two or more Workday staff in different specialty areas, depending on the needs
of the agency. These consultations are specifically focused on Agency internal processes in regards to the Workday business processes, security roles and supervisory organizations. (Note: Please contact us if you would like to see about such assistance within
your agency). <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">COVID-19 Efforts for OED: <o:p>
</o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- Configured a reference software integration (using an Emerging Partner w/Workday) within Workday Recruiting for OED, Go live 7/6/2020. The Workday Support team is on a design group with Workday to create
functionality that would accomplish similar functionality (automated job references integrated within Workday). This is not expected to be an enterprise offering, but an urgent requirement to help this agency highly impacted during this time. The enterprise
offering is anticipated when the design within Workday is implemented. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- Configured a skills assessment integration process in Workday Recruiting for OED, Go live 7/6/2020 . The Workday Support team has had this integration on our to do list since prior to going live, but it
had to be tabled as the procurement process was not complete in time to include in our implementation. At this time OED is the only agency set up to fully utilize this during this challenging time. However we are working to design it in a way that it could
be leveraged in the future (should the enterprise determine to compete the necessary procurement processes to make this available to all agencies) for agencies to have the ability to opt into it.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Assigned agency’s CIO the security role of Agency CIO so it is now reflected for their positions going forward.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Created PPDB Security Access Process that will now route within Workday to the RACF Administrator for completion (Roll out to production TBD)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Addressed needed improvements to INT022 Leave Accrual Monthly File – related to 83300 Agencies
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Created EAIP Potential Report for Safety Partners.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun"><b><span style="font-size:18.0pt;font-family:"Arial",sans-serif;color:#00B0F0">In-Progress (Next 30-60 Days)
<o:p></o:p></span></b></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Overall <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Workday’s 2020-R2, which is the semi-annual large release of new enhancements becomes available for the support team to begin planning and testing in mid-August. The new features become available in production
on September 12, 2020. Items we know are possible, but of course require significant testing first are: masked applicant screening, additional references capabilities, additional reporting capabilities, etc. We will work with our governance on what can/will
be released of the new features. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Core Structure Design <o:p>
</o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Creating new Unions (REPRs). This is a major effort for payroll integration and will need to be carefully planned and tested before being available for agencies to assign to employees. This cannot begin until
after the position management enhancements are completed mid-June. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Partnering with DHS regarding current contingent worker functionality and possible enhancements for volunteer record management in Workday. They have the most complex volunteer system in place within the state
(that we are aware of). We are in the proxess of completing an analysis of their existing system fields vs current Workday fields.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Compensation <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Harbors Differential (A request from the State Hospital to change the name of the differential to Collaborative Problem Solving). Working on this request with LRU- on hold for information from them.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Approximately 300 (160 remaining, used in integrations, as of 6/1/2020) Workday Compensation Fields, currently used by Custom Fields in Workday reporting, need to be migrated to new Workday Standard Fields
before they sunset the old fields. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">LOA for MCEO2 (ODOT) <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Core HR <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Working with CHRO Policy team on refinements/redesign of the disability/accommodations configuration within Workday.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Integrations <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">INT081 VOYA - Testing and targeting implementation of new integration feed with VOYA Financial, LLC (“Voya”) for the Oregon Savings Growth Plan (OSGP) with PERS. This is still in testing and will go live when
PERS/VOYA are ready. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Working with ODOT and ODE (DHS volunteered to join this effort in August) on refinement of the draft new agency full file data feed using a Web Service API. Added new position budget information to full file.
Once complete - this will be an integration available for any agency who needs it.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Setting up integration to support the Training Trust<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Modify Employment Extract File DAS provides monthly on behalf of the state to OED
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Continued assistance with OED SkillSurvey and SHL (Integrations set up for them in response to COVID-19 resource constraints in July)
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Creating an automated repeatable monthly process to update all employees Service Credit Scores within Workday (as of right now their scores are reflected as of 5/31/2020 and can be adjusted by the appropriate
security roles if needed). <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Position Management <o:p>
</o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Still about 15 position that need updated for salary selective changes – the majority of which have open requisitions preventing the support team from updating them. The positions cannot be updated until
the requisitions have been filled/closed. Positions are checked weekly and updates to the position are made as available. Once all appropriate positions/people are off the job profile/grade profiles they are corrected/inactivated. All agency HR Directors
with positions on this received a communication from our support team prior to this message. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Data Quality & Integrity
<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Working with agencies to help them address their Costing Allocation Overrides that still have AY19's. Most have all been updated to AY21’s, but there are some with pending actions on the position or the worker
preventing us from updating them centrally until those actions are complete<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Working with CHRO Policy team on a thorough review of the document types within Workday, if additional ones are needed (which we are confident they are), the security view for each document type and the retention
requirements (this effort has been ongoing for several months and is near a milestone of creating the additional document types soon)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Social Security Verification Service - Determining a more efficient process to use information from the Social Security Verification Service report to assist agencies in improving their SSN data validation
and process <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Absence <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Allow employees to donate vacation/comp time to the donated military leave program and employees to request access to the bank.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Safety <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Updating Safety Partner Actions & Reports landing page for faster response and ability to search for involved party name and safety incident number.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Business Process refinements<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">OERS status check worklet – populates candidate PERS information – HR Partner can see this when the staffing action is done for Hire or Change Job.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Report Safety Incident: Manager reports own safety incident will now route to their manager.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">Security <o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Going through a 3rd Party Workday Security Assessment<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">New Request Integration for Security Roles - When a job change completes, and the worker moves into a position with a security group (inherited roles); we need to send the security agreement form to the worker.
This would be a new complex integration. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"> <o:p></o:p></span></p>
<p class="MsoNormal"><span class="normaltextrun"><b><span style="font-size:18.0pt;font-family:"Arial",sans-serif;color:#00B0F0">60 or More Days Out
<o:p></o:p></span></b></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Workday LMS Replacement Support
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- External Account Creation <o:p>
</o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">- eCommerce Project <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Improvements to the RACF process.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Adding the exit interview to kick off again in the job change business process - This was removed just after implementation as it was delaying the job changes process and we could not quickly determine the
solution. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Creating a plan to use the ability to do real time reporting to improve our ability to ensure OSPA and Workday remain in sync.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Executive Boards and Commissions Configuration needs to be redesigned/completed. Further rollout of the overall committee functionality will be done after these configurations are completed. This will take
several months to complete. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Create a Complete Business Process for Editing Position Restrictions. This means we tie in the Edit Position Restrictions, Default Compensation, and Additional Data. Who does it and when, and who it goes to.
This is an identified need, but too big to tackle during the current enhancements to positions. This is an expected second phase to position enhancements. Essentially this would tie the subsequent actions together rather than have them initiated individually.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Looking at a way to better track interns who participate in state offered internship programs.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Service Type Calculated Field - Removing the Job Classification Group: Service Type and making it derive through a calculated field in available reports and integrations. This is currently in final testing.
This effort is dependent on the REPRs being added. Once that is complete, this can begin.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">LOA for Pharm Clerk/Tech 1-3 salary selective for SEIU (needs reported to Legislature before proceeding)
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">OSP Lieutenant salary selective (needs reported to Legislature before proceeding)<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Parallel Processes: This will allow for a worker to be given an offer, while there is a pending background check being performed. This includes multiple other parallel processes.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Regenerate Offer Letter – To provide the ability to allow for the regeneration without having to kick it back to “offer” again and do pay equity, etc.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Vet’s Preference – Working to be able to add an additional task to kick off at interview step for those who may have missed the task to submit documents at the review stage again.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt">Create a new job change reason for position movement only (this impacts the payroll integrations and requires significant testing).
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:14.0pt;color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">This list is not all-inclusive, but provides you with as much detail as possible as to our efforts on the support team. Each item has been put in the most applicable category, while often they do impact
more than one area. Please let us know if you have any comments, questions or concerns. A reflection of this email will be posted as an Announcement within Workday to various system roles.
<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">You may notice we have removed the future procurement of an automated testing tool. Unfortunately, due to our current budget constraints we are unable to move forward at this time. It’s also important
for our customers to know that the support team experienced several retirements/separations in June. As a result we are absorbing the work those individuals were doing within the current support team.
<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt"> <o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">We appreciate your support and leadership.
<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt"> <o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span style="font-size:14.0pt">In partnership, <o:p></o:p></span></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5">The Workday Oregon team<o:p></o:p></span></b></p>
<p class="MsoNormal"><span style="font-size:12.0pt;font-family:"Arial",sans-serif;color:#2E74B5"><a href="https://www.oregon.gov/das/HR/pages/wd-team.aspx">https://www.oregon.gov/das/HR/pages/wd-team.aspx</a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><img border="0" width="435" height="99" style="width:4.5277in;height:1.0347in" id="Picture_x0020_1" src="cid:image001.png@01D67001.44DC3A10" alt="signature_174819467"><o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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