Employee resources and state workforce

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Workday is a Human Resource Information System (HRIS) software application that automates many personnel management and position budgeting processes and provides a means of acquiring, storing, analyzing, and distributing information to various stakeholders.

Execution of contracts with Workday (the software solution) and IBM (the system implementer) is currently under way.

State government’s data needs have far outpaced its capacity to capture, organize, and analyze HR data.  The current system relies on paper-driven processes that do not address the critical HR business needs of today. Decision-makers are hindered by limited reporting capabilities and the lack of basic information important to modern HR management. Oregon’s current technology is difficult to modify and update, and the skill sets required to support it are increasingly hard to find.
Many agencies use agency-specific manual or automated systems (i.e. shadow systems) to supplement the current HRIS (Position and Personnel Data Base and Position Inventory Control System, otherwise known as PPDB and PICS), as the enterprise systems cannot support their business requirements. Shadow systems result in inconsistency and unpredictability, ultimately leading to a lack of state government cohesion.
The business case, prepared in 2014, outlines the business need for HRIS replacement and provides a cost benefit analysis of a number of alternative solutions. The analysis resulted in the recommendation of a “Software as a Service” (SaaS) system, hosted and maintained by a vendor. A competitive procurement process resulted in the decision to move forward with Workday (the software solution) and IBM (the system implementer).
The requested Policy Option Package (POP) for the HRIS Project, included in DAS’ Governor’s Recommended Budget, amounts to $19 million funded through agency assessments.
Implementing a modern Software as a Service (SaaS) HRIS provides state government the opportunity to improve employee productivity, reduce operational complexity, and increase internal controls by enabling standardization and automation of business processes. It will also better support state government decision-making by providing a robust repository of data available to all users – both managers and employees – for analysis, reporting, succession planning, and equity improvement through modern user-friendly tools. Workday (the chosen software solution) has a history of enhancing its system functionality every six months, and as a SaaS, new functionality will automatically be available to Oregon state government along with all other Workday customers.
All human resource capacities within all three branches of government (legislative, judicial and executive) will be impacted. Workday's self-service offerings will provide all state managers and state employees greater control over managing and reporting workforce data. For example, the self-service offerings will enable employees to view and update their personal information, access their current organizational chart and request (and be approved for) leave time all within the system.

The Position and Personnel Data Base (PPDB) and Position Inventory Control System (PICS), as well as Oregon state government's current recruitment system, eRecruit (provided by NEOGOV) will be replaced by Workday, the HRIS solution. The learning management system iLearnOregon (provided by Meridian Global LMS), is currently in the process of an upgrade and is expected to integrate with the Workday system once it goes live.

Significant functionality currently provided by agency shadow systems, along with functionality not possible today, is expected in all of the following areas:  

·         Reporting and Data Modeling
·         Classification and Compensation
·         Health and Safety
·         Performance Management
·         Leave and Schedule Management
·         Labor Relations

   

Functionality duplicated in agency shadow systems that is made available in Workday is expected to be phased out once the system is implemented.

Yes, Workday is expected to interface with all of the systems that Positional and Personnel Data Base (PPDB) and Position Inventory Control System (PICS) currently utilize. The learning management system, iLearnOregon (provided by Meridian Global LMS), is not currently integrated; however, it is expected to be once Workday goes live.

The project is actively sponsored by the Enterprise Leadership Team and the State Chief Human Resource Officer (CHRO). The HRIS Steering Committee, which represents all three branches of government, governs the project. During the early planning stages, over 40 part-time participants from 14 state agencies spent 18 months establishing requirements, mapping existing business processes, and developing a comprehensive business case to demonstrate the need for a new HRIS system.

Since the start of the project’s procurement phase in 2015, the HRIS Project has formulated a team of dedicated, experienced staff to represent the needs of Oregon state government. The HRIS Project Team is separated in to several units: business; communications, change management and training; technical; project office; and project management. Team member experience includes service with over nine different state agencies (large and small, 24/7 facilities, and multiple program areas) along with experience in local government, federal government and the private sector.

The current, antiquated mainframe system is over 25 years old.  Below is a graphic differentiating the current system user interface from the HRIS solution (Workday) user interface:
  
We understand that managers and employees within Oregon state government may want to look at the system. The HRIS Project team will do its best to share information, including screenshots and video information, as frequently as possible and as is appropriate given the project's implementation schedule.
​The Oregon Job Opportunities website provides information to the public on employment opportunities within state government. NEOGOV is the current recruitment system used to allow for the posting of opportunities within state government. The implementation of Workday will result in a new user experience and application process for all state recruitments.

Employee self-service, or ESS, is an available feature within most modern human resource systems. ESS allows employees to take care of many different human resources-related and job-related tasks that would otherwise need to be completed by human resources personnel or management.  

Employee self-service systems allow employees to change personal information such as address, phone number and emergency contact information. Currently, Oregon state government employees and their managers rely heavily on paper processes for important HR related information and processes (such as new hire documents, required federal forms, etc.).  With the implementation of self-service functionality, most (if not all) HR paper processes will occur online.  This will reduce the time it takes to process a transaction on behalf of an employee, reduce the level of manual effort involved and allow all users to have immediate secure access to information as is appropriate.

​Go-Live is planned to occur between Spring and Summer of 2018.
​Workday's Workday Security datasheet provides thorough information regarding data backups, cloud data disaster recovery efforts and security measures.

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