the reviews are in: a report on user acceptance testing project... · 2020. 4. 17. · user...

Workday Project

State of Oregon – DAS – CHRO Enterprise Projects: 1177 Center St NE, Salem, OR 97301

The Reviews Are in: A Report on User Acceptance

Testing

User Acceptance Testing Report - 1

Contents

Executive Summary ...................................................................................................................................... 2

Successes ................................................................................................................................................... 2

Opportunities .............................................................................................................................................. 2

The Reviews Are in: A Report on User Acceptance Testing .............................................................. 3

Core UAT ...................................................................................................................................................... 7

Absence ....................................................................................................................................................... 8

Position Budget ......................................................................................................................................... 9

Recruitment ............................................................................................................................................... 10

Safety .......................................................................................................................................................... 11

Talent .......................................................................................................................................................... 12

Appendix I: Document History ................................................................................................................. 13


Executive Summary

In the summer of 2018, the Human Resources Information System (HRIS) Team conducted User

Acceptance Testing (UAT) for the new HRIS system: Workday®. UAT consisted of a five-day Core

Session and five one-day, function-specific sessions.* The Core Session covered a variety of

functions occurring throughout the lifecycle of an employee in Workday®, from new hire to

separation and many areas in between. The five function-specific sessions covered: Absence,

Position Budget (Part 1), Recruitment, Safety, and Talent. In order to test the user experience in a

free-form, natural manner, UAT sessions were structured with minimal instructions and guidance

as needed. Overall, 98% of participants rated UAT positively, with 60% giving it the top rating of

“Excellent.”

Successes When asked what they liked most about Workday®, participants most often reported that

they liked how easy it was to use. Additionally, participants liked that the system unified

agencies and departments by connecting processes and standards.

When asked what the best part of UAT was, participants most often reported the best part

was being able to see how the system works. This was followed closely by the related

response of the best part being the hands-on opportunity.

Across UAT, when asked if they had anything else to communicate, participants had only

positive comments to make about the HRIS team. For example, one participant said “I

super appreciate the access we have to the team. All are very responsive.”

For the Core UAT, respondents overwhelmingly indicated they liked the training video.

Specifically, 93% of participants rated the video “Very Good” and 7% rated it “Excellent.”

Opportunities

When asked what should be improved in Workday®, participants provided a wide variety of

responses. Thematically, the majority of responses requested more clarity in instructions

and terminology, with two respondents suggesting quick guides. This theme again emerged

when participants were asked what could be improved about UAT; participants most often

responded UAT would benefit from clearer instructions.

Two respondents out of seven indicated that Workday® was not intuitive. Both of these

respondents were in the Position Budget session. Otherwise, in all other sessions,

participants overwhelmingly found Workday® very easy to use.

*Note: Function-specific UAT sessions are still occurring. The initial five function-specific sessions were held

in addition to Core UAT in order to allow for a broader audience to participate as subject matter experts in

particular areas of functionality. Upcoming additional sessions include Position Budgeting Part 2 and Data &

Reporting. To ensure position budgeting functionality requirements are met, Position Budgeting Part 2 will

be conducted much like Core UAT. This document will be updated as the data for these sessions becomes

available.


The Reviews Are in: A Report on User Acceptance Testing

At the end of the UAT session, participants in both the Core UAT and function-specific

UAT sessions responded to 10 questions: five closed-response and five open-response.

The five closed-response items were:

How would you rate the number of steps, and

amount of time, to complete business processes

and/or transactions compared to the current

method?, How would you rate Workday's ease of

learning?, How would you rate Workday's ease of

use?, How would you rate the job aides provided

during UAT?, and Rate your overall experience participating in User Acceptance Testing.

Possible responses were Poor, Fair, Good, Very Good, and Excellent. Additionally,

participants in the Core UAT responded to an additional closed-response item, How would

you rate the sample training video? Results for the five closed-response items and the

additional Core UAT response item are included below. The five open-response items are

detailed later in this report in their respective section.

0 5 10 15 20 25 30 35 40

Poor

Fair

Good

Very Good

Excellent

Number of Responses

Rate your overall experience participating in User Acceptance Testing.

“Excellent!”

- How the majority of

participants rated UAT.


0 5 10 15 20 25 30 35 40

Poor

Fair

Good

Very Good

Excellent

Number of Responses

How would you rate the number of steps, and amount of time, to complete business processes and/or transactions

compared to the current method?

0 5 10 15 20 25 30 35 40

Poor

Fair

Good

Very Good

Excellent

Number of Responses

How would you rate Workday's ease of learning?


0 5 10 15 20 25 30 35 40

Poor

Fair

Good

Very Good

Excellent

Number of Responses

How would you rate Workday's ease of use?

0 5 10 15 20 25 30 35 40

Poor

Fair

Good

Very Good

Excellent

Number of Responses

How would you rate the job aides provided during UAT?


0 5 10 15 20 25 30 35 40

Poor

Fair

Good

Very Good

Excellent

Number of Responses

Core UAT Only: How would you rate the sample training video?


Core UAT

The Core UAT session was held over five days and covered foundational Human

Resource functions. These foundational functions included creating non-budgeted

positions, recruiting for positions, hiring, requesting an absence, requesting a

compensation change, conducting disciplinary actions, etc. These functions were

performed using multiple roles, such as HR partner, agency recruiter, appointing authority,

etc. Twenty employees representing over 25 State of Oregon agencies participated in the

session. Seventeen of these individuals responded to the open-ended items on the UAT

survey. These items along with a general discussion of their responses are detailed below.

What do you like most about Workday®?

o Five respondents indicated self-service ability. Four respondents indicated ease

of use. Two respondents indicated the unified system. One respondent indicated

the online access. One respondent indicated more information. One respondent

indicated onboarding capabilities. One respondent indicated the possibilities.

One respondent indicated modernization.

What would you most like to improve in Workday®?

o Five respondents indicated there were too many steps. Two respondents

indicated concern over roles. Two respondents were unsure. One respondent

indicated grievance tracking. One respondent indicated clearer overview of the

process. One respondent indicated seasonal worker service breaks. One

respondent indicated more customization. One respondent indicated better job

aides.

What has been the best part of UAT?

o Eight respondents indicated being able to see how the system works. Five

respondents indicated the hands-on opportunity. Two respondents indicated

getting to learn from individuals in other agencies. One respondent indicated

learning. One respondent indicated the upcoming consistency between

processes.

What could be improved for future UAT?

o Seven respondents indicated clearer instructions. Two respondents indicated a

larger variety of activities. Two respondents indicated clearer job aides. Two

respondents indicated nothing. One respondent indicated the implementation of

UAT was rocky. One respondent

indicated the length of the sessions.

Anything else you’d like to share?

o Nine respondents that answered gave

kudos to the project team. Two

respondents indicated optimism for

implementation. One respondent

indicated toning down the ease of use. One respondent indicated to emphasize

the enterprise-wide change. One respondent indicated the need for clear

terminology.

“I am very excited about this

application. All the changes will

be worth it in the end!”

- Alida McNew

Department of Fish and Wildlife


Absence

The Absence UAT session was a daylong session and covered requesting an absence,

approving an absence request, requesting family medical leave, and managing and

approving the absence process as an absence partner. Fifteen employees from across

State of Oregon agencies participated in the session. Seven of these individuals

responded to the open-ended items on the UAT survey. These items along with a general

discussion of their responses are detailed below.


o Two respondents indicated self-service ability. One respondent indicated more

information. One respondent indicated ease of use. One respondent indicated

real-time efficiency. One respondent indicated the online access. One

respondent indicated the hands-on experience.


o Two respondents indicated improvements in the FMLA/OFLA process. One

respondent indicated too many steps in the approval process. One respondent

wanted quick guides for the more basic tasks. One respondent only indicated

positives.


o Three respondents indicated the hands-on opportunity. Two respondents

indicated ease of use. One respondent indicated being able to see how the

system works. One respondent indicated the expert-facilitated, step-by-step

format.


o Two respondents indicated a larger variety of activities. One respondent

indicated a Workday® dictionary. One respondent indicated that the audience

have the same level of foundational knowledge for the topic. One respondent

indicated they wanted to test their real-life role. One respondent indicated

parking could be improved.


o All four respondents that answered

gave kudos to the project team.

“I super appreciate the access we have

to the team. All are very responsive.”

- Margo Hammonds Department

of Corrections


Position Budget

The first Position Budget UAT was a half-day session and covered basic Workday®

navigation, reviewing position budget data, and creating, editing, and abolishing positions.

Eleven employees from across State of Oregon agencies participated in the session. For

some of these employees, this was their first time having hands-on experience with the

new system. Eight of these individuals responded to the open-ended items on the UAT


Part 2 is planned for August and will go far more in-depth into the budget configuration for

both the centralized (DAS budget staff) and agency users.


o Two respondents indicated the online access. One respondent indicated the

transparency. One respondent indicated more information. One respondent

indicated the possibilities. One respondent indicated the ease of use. One

respondent indicated the unified system.


o Three respondents indicated more instructions. Two respondents indicated it

was not intuitive. One respondent indicated too many approval steps. One

respondent was unsure.


o Three respondents indicated the

hands-on opportunity. Two

respondents indicated being able to

see how the system works. One

respondent indicated the

requirement of approval from

multiple sources. One respondent

indicated the change to a modern,

visual-based system. One

respondent indicated the trainers.


o Two respondents indicated clearer overview of the process. Two respondents

indicated clearer instructions. One respondent was unsure. One respondent

indicated continued refinement of UAT and related products.


o Five respondents gave kudos to the project team. One respondent indicated

optimism for implementation.

“It was great to actually get into the

system and work within it, it truly

enables us to get a better feel for

what the future holds, and that

future is looking bright.”

- Patrick Sevigny

Department of Administrative

Services


Recruitment

The Recruitment UAT session was a daylong session and covered creating questions and

questionnaires, adding mandatory priority list candidates, the standard recruiting process

(create requisition through ready for hire), and direct appointments. Thirteen employees

from across State of Oregon agencies participated in the session. Ten of these individuals

responded to the open-ended items on the UAT survey. These items along with a general

discussion of their responses are detailed below.


o Five respondents indicated ease of use. Three respondents indicated the unified

system. One respondent indicated the

electronic access.

What would you most like to improve in

Workday®?

o Two respondents indicated they were

unsure. Two respondents indicated inbox functionality. Two respondents

indicated self-scheduling. One respondent indicated clearer terminology and

there were too many steps. One respondent indicated Veterans Preference point

transparency and filtering to find candidates.


o Two respondents indicated being able to see how the system works. Three

respondents indicated the hands-on opportunity. One respondent indicated

getting information. One respondent indicated seeing Workday® from multiple

roles. One respondent indicated the best part was the trainers and job aids. One

respondent indicated having real data with which to work. One respondent

indicated learning.


o One respondent indicated a more individualized approach with regard to pacing.

One respondent indicated more opportunities for feedback and a larger variety

of activities. One respondent indicated having others participate in UAT. One

respondent indicated they wanted to test their real-life role. One respondent

indicated the implementation of UAT was rocky. One respondent indicated the

role-taking was confusing.


o Four respondents indicated nothing to share at this time. One respondent gave

kudos to the project team. One respondent indicated optimism for

implementation.

“It’s a one stop shop…”

- Linda Ray

Judicial Department


Safety

The Safety UAT session was a half-day session and covered the safety business process,

including creating an incident report from an employee role, incident investigation from a

manager’s role, and completion of the incident from a Human Resource role. Seven

employees from across State of Oregon agencies participated in the session. Three of

these individuals responded to the open-ended items on the UAT survey.


o One respondent indicated it should replace the current manual data entry. One

respondent indicated ease of use. One respondent indicated unsure.


o One respondent indicated they would like changes that they had been informed

were not happening. One respondent answered nothing.


o One respondent indicated the hands-on opportunity. One respondent indicated

being able to see how the system works.


o One respondent indicated partnering people up so each only performs in one

role. One respondent indicated clearer instructions.


o Two respondents gave kudos to the project team. One respondent indicated

more similar trainings will be needed before launch.


Talent

The Talent UAT was a daylong session and covered performance reviews, individual

development plans, performance improvement plans, disciplinary actions, adding goals,

and career pathing. Fifteen employees from across State of Oregon agencies participated

in the session. Three of these individuals responded to the open-ended items on the UAT



o Two respondents indicated the unified system. One respondent indicated

reporting.


o Two respondents answered nothing. One respondent indicated they would

prefer enhanced urgency for the inbox, such as more frequent refreshing and

notifications.


o Two respondents indicated being able to see how the system works. One

respondent indicated they enjoyed specific functionality around performance

management and succession planning.


o One respondent indicated a larger variety of activities. One respondent indicated

the implementation of UAT was rocky – mismatch between screenshots and the

user view in Workday®. One respondent indicated they would have like to have

seen more of the basic functionality.


o Two respondents gave kudos to the project team.


Appendix I: Document History

Document Version

Description Reviewed by Date Outcome

1.0 1st draft

(written by Nicole Jones)

Twyla Lawson 7/27/18 Revisions suggested;

template changed

2.0 2nd draft Twyla Lawson, Joyce Martinez, and Rocky Clark

7/31/18 Revisions suggested

3.0 3rd draft Twyla Lawson 8/7/18 Report delivered

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