Employee resources and state workforce

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A Human Resource Information System (HRIS) is a 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.

The current, antiquated mainframe system is over 25 years old.  Below is a graphic differentiating the current system (Position & Personnel Data Base and Position Inventory Control System) user interface from Workday, the HRIS solution, user interface:



 

  • The HRIS industry leader in cloud-based, enterprise applications that combine a lower cost of ownership with an innovative approach for enterprises
  • provider of applications for financial management, human capital management (HCM), payroll, student systems, and analytics
  • A cloud-based system that leverages a modern technology platform to provide its customers greater information accessibility 
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, as the enterprise system 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. 
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. 

Workday will provide Oregon state government improved employee productivity, reduced operational complexity and quick compliance with ever-changing legal and regulatory requirements. Expected benefits include:

  • Workflow approvals
  • No installed software
  • Regular updates
  • Role based security
  • Cloud technology
  • Intuitive user interface
  • Mobile readiness
  • One data source
  • Solution integration
  • User friendly experience

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 learning management system iLearnOregon (provided by Meridian Global LMS), is currently in the process of an upgrade and is expected to integrate with Workday 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:  
  • Employee processing
  • Performance management
  • Health & safety
  • Leave management
  • Classification & compensation
  • Recruitment
  • Reporting & data modeling
  • Position data & budgeting
The following table illustrates the HR functionality currently found in agency shadow systems and its relationship to the upcoming Workday functionality Oregon state government will implement:


The project team recommends that agencies plan for the retirement of all HR shadow systems as soon as they possibly can; the more shadow systems an agency currently supports, the more resources it will take to decommission them. The project team expects that agencies may take a phased approach to eliminating their HR shadow systems, and extracted files from Workday will be used to support the remaining systems until they are ready for abolishment.

The following table summarizes anticipated Workday functionality:



Yes, Workday is expected to interface with the same systems that current enterprise-wide HR systems (i.e. PPDB and PICS) interface with.
Meridian Global LMS® (iLearnOregon), our current enterprise learning system, is currently being upgraded and is expected to be tightly integrated with Workday.

The project is actively sponsored by the Enterprise Leadership Team and the State Chief Human Resource Officer (CHRO). 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 system.

The Workday Project currently spans two biennium. Since the start of the project’s procurement phase in 2015 as the "HRIS Project Team," the Workday Project Team has strategically recruited a full-time staff over time, including team members from several agency rotations, to address specific functional, technical, change management, communications, training, and project leadership positions as needed.
Yes, Workday gives all users (i.e. state employees, volunteers and contractors) greater control over their personal information through 24/7 access to information over a secure network. All users can access their personal data from any computer or mobile device with internet access. The system’s self-service functionality for both managers and employees allows users to update their personal contact information, view information about their position, utilize built-in tools for professional development, and access directory and other HR-oriented information.

Employee self-service (ESS) is an available feature within most HRIS. ESS allows employees to take care of many different human resources-related tasks that would otherwise need to be completed by human resources personnel or management.  

ESS allows employees to directly 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 (e.g. new hire documents, required federal forms, etc.). With Workday’s self-service functionality, most (if not all) HR paper processes will occur online through Workday.  ESS and manager self-service (MSS) reduce the time it takes to process an employee task (i.e. “transaction”), reduce the level of manual effort involved in completing transactions and allow all users to have immediate secure access to information as is appropriate.
Supervisory Organizations (“sup orgs”) group employees into a management hierarchy and are a required foundation for Workday Human Capital Management (HCM). Sup orgs provide the structure for how users (i.e. employees, volunteers and contractors) are organized, how HR business processes are enabled and how HR data is linked in the system. Sup orgs are not used to manage finances and financial responsibilities, which are addressed primarily through Cost Center.
Every supervisory organization (“sup org”) is headed by a manager. All staff in that sup org report to that manager.  Any state government employee who has individuals reporting to them is given the Workday role entitled "Manager." The Manager role in Workday is not related to an employee's business title.
Workday's Manager Self-Service (MSS) provides supervisors with relevant job, position and compensation information about their teams. MSS also includes access to reports with team information that are integrated with HR-related analytics.
The Workday Project will continue to engage Oregon state government employees in several different ways, including but not limited to auditorium sessions, emails, agency intranets, the project website, and the project’s social media channels.
For the latest project updates and information and to provide feedback, you are encouraged to visit the Workday Project’s website at http://www.oregon.gov/das/hr/pages/workday.aspx or email the project team at chro.hris@oregon.gov  

The Oregon Job Opportunities website provides information to the public on employment opportunities within state government. NEOGOV is the current recruitment system used to post employment opportunities. The implementation of Workday’s recruitment functionality will result in a new user experience and application process for all state recruitments.  More information will be made available for our applicants on oregonjobs.org as we move closer to Workday implementation.  

Workday’s recruitment functionality through its External Career Site is compatible with Google® Chrome, Mozilla® Firefox, Microsoft® Edge, Apple® Safari (Mac OS X), and Microsoft® Internet Explorer (version 11). Users are encouraged to access tablet and mobile versions of Workday through the free Workday App available on Mac and Android operating systems. Workday tests its products on all of the latest versions of each supported browser. Workday communicates “end-of-life” notices for compatibility with browser versions six months before its support for such browser versions ends.
Go-live is scheduled to occur during September 2018. 
Workday's Workday Security datasheet provides thorough information regarding data backups, cloud data disaster recovery efforts and security measures.

Workday Planning includes the functionality anticipated to replace Position Inventory Control System (PICS) for our state’s position budgeting needs.  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 and 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 valuable data to manage their organizations.



In her role as State Chief Operating Officer (COO) and Department of Administrative Services (DAS) Director, Katy Coba upholds five areas of emphasis: (1) equity, (2) transparency and accountability, (3) leadership development, (4) customer service and excellence in government, and (5) "Ambassador of Public Service."

Workday, the new Human Resource Information System for Oregon state government, aligns with these goals:
Equity: HB 2005 (2017) passed with the goal of increasing equity within the workplace by preventing Oregon employers from screening out job applicants on the basis of current or past compensation. Employers must rely solely on an applicant’s education, training and experience as compared to those of existing employees holding similar positions to determine the level of compensation to be offered. Without Workday, hiring managers must perform these analyses manually. Workday will automate this screening process and allow hiring managers to access respective data instantly.
Transparency and Accountability: Workday will enhance the communication and workflow between users, provide accurate human resource data for data analytics to improve the quality of enterprise decisions and provide on-demand, secure public records upon request.
Leadership Development: In addition to assisting managers in making equitable hiring decisions, Workday will provide managers with reliable data for workforce planning and give them the ability to easily access and track information about their employees.
Customer Service and Excellence in Government: Workday will increase efficiency by reducing the duplication of tasks with legacy systems and by minimizing paper-based human resource business processing. Workday will also help maintain data integrity and enhance enterprise data security, continuity and reliability.
Ambassador of Public Service: Workday will provide policy makers the necessary tools to obtain reliable and timely workforce data as well as scenario planning at both the enterprise-wide and agency level.
As part of the change leader network, Change Leaders (CLs) act as primary contacts to help with organizational change management work and address change management challenges. CLs assist the project team with determining agency readiness and where organizational staff may need additional support throughout the HRIS transition. CLs have been certified by Prosci® either through project-sponsored courses or through their individual agencies.
As part of the change leader network, Agency Readiness Contacts (ARCs) act as a project conduit for readiness activities. State government organizations (i.e. agencies, boards and commissions) have one employee designated to interface with the project’s organizational change management team on a consistent basis. ARCs ensure that their organizations are both prepared for Workday implementation and equipped for business readiness.
As part of the change leader network, Agency Subject Matter Experts (Agency SMEs) act as organizational consultants to the project team to provide unique functional input and advice for system design and decision making.
The current schedule is available here.

 

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