Engagement Strategy for Campuses

A variety of activities and events will be held at each of the WSU campus locations (Spokane, Everett, Tri-Cities, Vancouver & Pullman) to connect and bring faculty and staff together for in-person activities.

Local Readiness Activities (~August 2019 through stabilization): In-person activities will be held at each campus with an assigned change ambassador who will help champion change at their specific campus, share information, and serve as a member of the larger Change Network.

On-site labs during User Acceptance Testing (~April through May 2020): The Modernization Team will provide staffing for on-site labs during User Acceptance Testing (UAT) where system functionality is tested prior to Go-Live, and available training materials are piloted.

On-site Training (Spring 2020 through stabilization): The Modernization Team will provide detailed training, with priority focus on self-service training (e.g., quick reference guides, training guides, and web-based modules). The Modernization Team will also deliver instructor-led training and virtual instructor-led training for more nuanced, in-depth topics as needed.

On-site helpdesk support: The Modernization Team will provide on-site support at least two full business days during the first weeks after go-live to help field questions and provide additional assistance to end users.

There will be multiple opportunities throughout the project for those at each location to provide input regarding processes, advocate for business needs, share ideas, and participate on a number of different workgroups.

Campus Workgroup: Everett, Spokane, Tri-Cities, and Vancouver campuses will select representatives from each campus to form a key stakeholder advisory and design review group.

Business Process Discovery Sessions (February 2019 through March 2019): Each campus will assign subject matter experts (SMEs) to represent their needs for each HR, Finance and Payroll topic, providing inputs that aid in the design of the system.

Business Process Configuration/Process Sessions (June 2019): The SMEs who were selected to participate in the Business Process Discovery Sessions will be consulted throughout the configuration stages of the project.

Prototype Playback Sessions (August 2019 and November 2019): Campus SMEs will evaluate and provide input on system prototypes to ensure the system meets business needs, and share feedback to refine system functionality and work flows.

Campus Webpages/Newsletters/Publications: Modernization event notices and other communications will be provided to a campus communications contact (if available) for local distribution. These can be added or embedded in campus specific communications or by the method best suited to each campus. Communications will drive traffic toward the Modernization website as the central hub for project information.

Campus-specific use cases & scenarios: A list of campus-specific use cases & scenarios will be developed and used during User Acceptance Testing based on information provided during Business Process Discovery Sessions.

Change Agent: Each campus will have designated change ambassadors to help champion change at their specific campus, share information, and serve as a member of the larger Change Network.

A variety of resources will be designed and provided so that they can be accessible for all users, across all campuses.

Videoconferencing: Meetings set up by the Modernization Team will include videoconferencing and screen sharing capabilities using Skype, Zoom or AMS to encourage collaboration with those who may not be able to attend meetings in person.

ChangeScout: The Modernization Team will track change management activities onto a single platform with clear visibility into:
• What changes will impact different university members and groups
• How ready members are for the changes Workday will bring
• How we intend on sharing information and providing training to address those changes and impacts

By utilizing this tool, the Modernization Team will perform analysis and review results by campus to see where there may be a need for additional support, training, or communications.

Chatter by ChangeScout: Change Network members will have a central forum to share community concerns, answer each other’s questions and concerns, receive answers from the project team, and share key learnings and insights, quickly enabling distribution of information to the community.

Modernization Service Desk: The Modernization Team will launch a service desk using JIRA software to manage questions, feedback, and other communications to ensure these types of items are tracked in a central repository and that users receive appropriate help in a timely manner. Reports/analytics can be generated to identify trends in issues and questions by campus.