CORE SYSTEM FOR PUBLIC SECTOR 

Backbone: essential for daily operations

ERP systems came on the scene in the late 1990’s

Legacy ERP systems are a costly liability

Escalating expenses amid budget constraints

Opportunity cost…

MODERNIZE USING CLOUD BASEDAPPROACH

• Operate more like private sector

• Improve reliability/availability/serviceability/functionality

• Cost savings for leaner government

• Opportunities for IT staff – refocus resources…

• Reduce pent‐up demand in other key constituent areas

• Real‐time actionable data

Due Diligence Still Necessary!• Business Challenges

• Security/Sustainability

• Scalability

• Application Availability/Configurability

• Data Access

• User Interface

• Analytics

TOP MANAGEMENT SUPPORT CRUCIAL

Good project planning/scoping

Comprehensive testing

Opportunity to improve business processes

Government Compliance

Investment JustificationFinancial Stewardship 

SAAS implementation reduces cost of system management Operational costs for legacy HRMS system on IBM mainframe will be eliminated

Redundant systems (excel) will be reduced or eliminatedService Delivery

Deliver high quality and efficient services to County employees through improved reporting, online inquiry, employee and manager self‐service 

Improve internal controls and audit tools Eliminate redundant data entry and systems  

Livable Community Improve carbon footprint by reduced power and paper use

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Why is this Project Important to Budget & Finance?Reduce manual payroll processes

Employee Self Service

View pay slips and W2s on line

Reduce the number of unique time collection systems and processes

Improve reporting on payroll and position information

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Why is this Project Important to Human Resources?

Employee self service

Management self service

Reduce paper forms

Automate processes – PAFs

Implement position management

Online open enrollment

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Why is this Project Important to Information Technology?

Eliminate mainframe costs

Improve data management processes

Eliminate points of failure

Reduce data center needs

Improve data accuracy and security

Smaller, regular update cycles reduces OpEx costs

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Impact on Many Systems

Executive approval in 2010 for a 5 year mainframe replacement project

Why We Chose Workday

“Workday’s configuration flexibility, integration platform, and usability make it a good choice for both medium‐size companies seeking simplicity in cost of ownership and large multinationals interested in HR process transformation.”

MOBILE

INSIGHT

ACTION

Integrated Business Processes

CONSUMER UI BUSINESS PROCESS FRAMEWORK SECURITY INTEGRATION

ADAPTIVE FOUNDATION

HUMANRESOURCES

BENEFITS

PAYROLL

TIME TRACKING

COMPENSATION

ONBOARDING

ABSENCE

WORKWorkers RESOURCES

Single Vendor SolutionVersusBest of Breed

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Department Questions What are the As‐Is processes for HR, Payroll & Benefits? Do all employees have access to a computer? How will self‐service be implemented in your dept? What access rights and roles should be established? 

What should be considered that will impact this project or will be impacted by this project? 

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Improved Business ProcessesHuman Capital Management (HCM)  

Role‐based Electronic Approval Create/Edit Position Create/Edit Job Requisition Hire Transfer Job Change Compensation Change Terminate

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Improved Business ProcessesHuman Capital Management (HCM)  

Employee Self Service (ESS) Maintain Contact Information Maintain Address Information

Manager Self Service (MSS) Online Org Charts Time Approvals Information Lookups Reports – Open Positions

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Improved Business ProcessesPayroll/Timekeeping/Absence

Employee Self Service (ESS) Request Time Off Request Leave Enter Time Maintain W4 Information Maintain Direct Deposit Accounts (up to 5) View Pay Slips View W2s Change Deductions

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Improved Business ProcessesPayroll/Timekeeping/Absence

Payroll earnings codes for 25 bargaining units Role‐based Electronic Approval Request/Edit Time Off, Request/Edit Leave Submit/Correct Time

Enhanced Time Entry Consolidated Time Entry Codes Worker Specific Time Entry Code Listing In/Out, Hours and Units options

Improved Reporting and Analytics (send data to anyone) Day breaker for Sheriff, Corrections

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Improved Business ProcessesBenefits

Employee Self Service (ESS) Electronic Open Enrollment

Everything (medical, dental, etc) Intuitive (video training) 85% success without support

Benefit Changes/Life Events Full Benefit Package Visibility

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Improved Business ProcessesFinancial Management

Quick access to payment info, central location (Exec’s Office, PRR – all employees on leave)

Management Dashboards Drill down into details Save reports, queries, filters Create financial model at program level (Dept, Cost, Project) Report writing – CAFR, automated and accurate Faster bill pay Punchouts to Providers Support 80 external agencies/districts with Financials Passed State Audit with NO FINDINGS !! 23

Going Mobile Significant Time SavingsApprove TimeApprove PaymentsView dataView organization

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My County Team Dashboard Target Audience

Supervisors Managers

Delivered Worklets Headcount for My Team

Position Counts Summarized by Supervisory Organization and Worker Type

Pending Hires for My Team Open Job Requisitions

Next Annual Performance Reviews Worker Projected Next Performance Review Date Summarized by Quarter and Supervisory Organization

Time Pending for My Team & Time Pending for My Team’s Temporary Workers Time Worked/Time Off Hours Summarized by Approved/Not Approved Status and Worker

Available Now

My County Team Dashboard

Communication is Key!

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Web Site, Blog & NewslettersInfo Emails and FAQsQuick Start GuidesTraining Videos

Self‐paced, On Demand Training Content

Team Available for Dept. Testing 

After Care from Workday

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Robust Support Center and Escalation Process Brainstorms for Next Set of Functionality Participate on Design Teams or Be a Fast Follower Dedicated  Success Consultant Office Hours for Specialized Help Training Courses and On Demand Courses Yearly Check‐ins Growing User Conference Government User Conference

Sweet SuccessCommitment – Be All IN!Focus on Configuration, NOT CustomizationCommunicationExecutive Support

City of Orlando

Soaring Through the Cloud

Rosa Akhtarkhavari, Chief Information OfficerMarch 2016

COO-IT Overall Strategy

Secure

Simplify

Standardize

Scalable

Sustainable

Established On- Going Priorities

Partnering with

Departments

Ensure secure,

reliable and efficient

operations

Deliver quality projects

Innovation & Continuous

Improvement

Why the Cloud

Meet pent-up demands for technology solutions Alignment with City strategy and roadmap Meets business needs and strategic plans Security and Compliance Product ready Total Cost of Ownership Client ready – User experience Elasticity and Continues improvement cycles Reliability – Business Continuity and Disaster

Recovery planning

Learning and watch-outs

Roles and Assignment

Sustainability

Data Migration

Integration

Business needs and user experience

Partnership

Security and

Compliance