Implementing Workday at Montclair State University The Montclair State University Workday Implementation is a massive change for the organization and for many individual employees. It will change the way people work, their priorities, and, in many cases, even their role in the organization. This change must be managed effectively in order for the implementation to succeed. The most critical components of the change management plan in the near term is an effective communications strategy and an effective training strategy. Each designed to increase awareness of the Workday Implementation and desire among employees to successfully play a role. This document is an overview of the One Montclair s Change Management Training and Communication Plans In this presentation you will find an overview of the MSU Training and Communication plans. 1
Please reach out with any questions! Also, we d like to acknowledge Adriana Dianderas, Graphic Designer for OneMontclair! 2
Implementing Workday at Montclair State University The Montclair State University Workday Implementation is a massive change for the organization and for many individual employees. It will change the way people work, their priorities, and, in many cases, even their role in the organization. This change must be managed effectively in order for the implementation to succeed. The most critical components of the change management plan in the near term is an effective communications strategy and an effective training strategy. Each designed to increase awareness of the Workday Implementation and desire among employees to successfully play a role. In this presentation you will find an overview of the MSU Training and Communication plans. 3
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Communication is the foundation of success. The purpose of the Communication Plan is to facilitate the transition of Montclair State University s Workday Implementation. This implementation is meant to facilitation a functional model and organizational structure that: Maximizes the opportunity to support the attainment of the University s strategic mission. At Montclair State University, the Change Team will implement a Push & Pull Marketing Strategy to promote the Workday Implementation. The push promotional strategy involves taking the information directly to the customer via whatever means necessary, ensuring the customer is aware of the implementation project. The pull strategy involves motivating customers to seek out information in an active process. 5
The Change Team will actively provide information to customers via multiple communication methods. The goal being to find the best method for specific populations of constituents. An effective plan will increase the speed and level of acceptance and buy-in among employees. It will also foster open and positive two-way communications and engagement at all levels. 6
Introduction to Workday The first communication campaign at Montclair State University is meant to introduce the university community to WD and inform them where they can go to obtain information. 7
The second communication campaign is what is known as a Roadshow where the change team will go out to the community to introduce Workday and how is will effect Montclair State University. 8
Workday Training at Montclair State University This communication campaign will be geared toward the recruitment and participation of the MSU community in Workday Training. Workday Go-Live Communication will be sent out to the community regarding the official go-live of Workday. These communication will help prepare the community for what to expect with the implementation and invite them to attend training. A New Day at MSU with Workday This campaign is designed as part of the post go-live support for the community. 9
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We are already starting to design for testing. At the same time, we still have lots of planning to do before we start to design in September. Many of our plans are determined by the process of the entire project. The first area we can start to design is the Employee Self Service, since most of that will be Workday specific and we don t need to incorporate many Montclair ways of doing things. 15
This list is the content page from our full length training plan. 16
To impart basic knowledge and skill to new entrants required for intelligent performance of definite task in order to induct them without much loss of time. To assist employees to function more effectively by exposure of latest concepts information and techniques and development of skills required in specific fields including production, purchase, marketing, logistics, information technology etc. To broaden minds of supervisors. Sometimes, narrowness of outlook may arise in supervisors because of specialization. In order to correct this narrowness they are provided with opportunities and interchange of experience. To build second line of competent employees and enable them to occupy more responsible positions as situation emerge. To prepare employees to undertake different jobs in order to enable redeployment and maintain flexibility in workforce so that ever changing environment of market can be met and downturns can be managed without loosing experienced employees. To provide employees job satisfaction, training enables an employee to use their skill, knowledge and ability to fullest extent and thus experience job satisfaction and gain monetary benefits from enhanced productivity. To improve knowledge, skills, efficiency of employees to obtain maximum individual development. To fulfill goals of organization by securing optimum co-operation and contribution from the employees. 17
To impart basic knowledge and skill to new entrants required for intelligent performance of definite task in order to induct them without much loss of time. To assist employees to function more effectively by exposure of latest concepts information and techniques and development of skills required in specific fields including production, purchase, marketing, logistics, information technology etc. To broaden minds of supervisors. Sometimes, narrowness of outlook may arise in supervisors because of specialization. In order to correct this narrowness they are provided with opportunities and interchange of experience. To build second line of competent employees and enable them to occupy more responsible positions as situation emerge. 18
Testing Training HR team members and other university staff identified to participate in testing activities will be given preliminary navigation and terminology orientation to understand the system that they will be testing. They will be given individual testing scenarios throughout the testing phase. These will demonstrate an in-depth look at the business processes and how the system is used to complete those processes. They will provide feedback on system configuration, reporting any defects, and retesting defects that are found. Employee Self-Service Training Employee Self-Service Training is the universal training for all employees of the University. Employees with non-managerial roles will be given two options to complete their training. They can do both or one: Option 1: Attend an Employee Self-Service Open-Lab Option 2: Complete Employee Self-Service training map (Self- Paced/On-Demand Learning) Accompanying Q & A Presentation Manager/Initiator Training Initiator/Manager Self-Service Training will be required of all managerial staff and employees performing managerial activities. This will be an in-depth participation style learning that will provide hands-on training to all managers and their delegates. Scenarios will be provided to them to demonstrate the various business processes, their roles for each and how the system is used to complete those processes. Training Methods: In-Classroom, hands-on in a Workday training tenant specific to Montclair Video tutorials in Canvas Job aids located in Canvas in printable.pdf format 19
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We have many things to do before designing the Workday curriculum. Most important is Role Assessment and Training Needs. Our goal is to be specific in having the right people in the right room. We plan to personalize the training registration so that everyone is clear on what they need to know. 21
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What are you plans about reaching late night employees? We will be happy to schedule open-labs for people with special circumstances. Can we get some of the posters? Yes! We will post.pdfs on our website for download. If you need large 11 x 17, let Lorin Mask know. Will we be able to use the system in training? Yes, as we stated there will be hands-on learning with a special training software program specific to MSU and our business processes. How will be different from FMS? Since we are deploying after Peoplesoft we have a distinct advantage to learn from the wins and loses. In addition, Workday looks very different from Peoplesoft and is considered an easier program. Also, all workers on campus will use Workday in some form so, most will become familiar quickly. 23