Workday Q&A: Raymond Yeung on Hiring

This week was our first week of User Confirmation Sessions, an opportunity for faculty, staff, and leaders to complete certain processes and scenarios in Workday using our how-to guides before training begins. We invited over 175 people from across the community to participate based on their role and the work they will do in Workday.

We’ll be sharing some stories from these sessions to give you an idea what people think of their first Workday experience.

Q&A with Raymond Yeung, Manager of Facilities Services

1. Describe your role at the College and how it relates to the session you attended.
As Manager of Facilities Services, my team and I are responsible for many of the daily operational activities that happen behind the scenes at the college to keep things running smoothly, from office moves to events to receiving goods. We need a diverse set of skills and talent on the team, so the session I attended on the hiring process in Workday seemed like a good fit!

2. What were some of the tasks or scenarios that you completed in the session?
I ran through a typical hiring process. It started with the creation of a Job Requisition in Workday (which replaces our current Staffing Request Form). From there, we went through all the steps including posting, reviewing candidates, scheduling interviews, making a hiring decision and offer, and ended with some preliminary onboarding.

3. What was the most challenging task/scenario? The easiest?
Creating the Job Requisition looked a bit overwhelming at first because there were so many fields to go through, but when you think about it, it is actually replacing not only the Staffing Request Form but all the steps we normally perform now to confirm and update the job description and requirements prior to posting. Taking it slow and following along with the written documentation was helpful, and I imagine it would be a breeze once you become more familiar with the interface. All of the steps were actually quite easy, and moving the process along was as simple as pressing a button.

4. What was something that surprised you about Workday? What was your favourite feature?
One pleasant surprise was how the system was already pre-populated with necessary information. For example, when I created a new job posting I didn’t need to go searching for an old word document to copy and paste the job description and details over, because it was already there. In the past, hiring always seemed to involve at least half a dozen spreadsheets, PDFs and Word documents in various folders, but I was able to go through the whole simulation without having to leave my desk or leaving the Workday window, and that’s amazing.

5. On a scale of 1-10 (with 10 being amazing), how would you rate your overall experience using Workday?
Since I used the word amazing just a second ago, I will have to rate Workday a 10. The system looks clean and modern, and was incredibly fast and responsive. There aren’t many changes that we can make in our daily routine that can completely flip the switch on efficiency, but I believe this is one that can actually do that and it’s pretty exciting.

Learn more.
Want to see Workday for yourself? Sign up for our demo series running Oct. 29 to Nov. 15 and keep an eye out for registration for instructor-led training, starting November 25!

Project update: testing and fall preparation

The Workday@Langara project team has been busy this summer and we wanted to share our progress with you as well as preview what is coming up in Fall 2019.

We’re now in the Test phase of the project and will be doing end-to-end testing, also known as system integration testing, from July 22 to August 30. This is used to test whether the flow of an application (operational process) is performing as designed from start to finish. It is also used to ensure that workflows that include multiple areas – for example, HCM (People and Culture) and Finance – or that rely on integrations with other systems (Eg. banking software) are up and running.

In Fall 2019, we’ll begin User Acceptance Testing (UAT), which will involve staff from around the College who have not directly been involved in the project. Their fresh perspectives will help us determine if our training materials are helpful to the faculty and staff that will be using Workday. More information on training will be coming soon. We now have more than 35 Change Ambassadors, including both faculty and staff, who are helping to keep us connected with their departments or functional areas. Working with our Organizational Change Management (OCM) team, our ambassadors help us understand the unique perspectives of different parts of our community and play a key role in our communications and other activities. There’s still time to join our Change Ambassadors – sign up by August 15, 2019.

We’ve also been working on our communications plan and will have much more to share this fall, including a new website for the project. We’ll also be continuing our presentations to teams and departments across the College – please contact us to arrange an update from our team. Another important activity taking place is the transfer of knowledge from our Deloitte team members to Langara staff (super users) who will be supporting the system after go-live. Sustainment will be led by Tom Majek, our new Director of Operational Excellence. We are ramping up for a very busy fall as our first go-live date for Workday is January 6, 2020.

Our Workday@Langara project team has been hard at work making Workday work for Langara and we’re committed to ensuring the best possible experience for staff and faculty going forward. Thank you for your ongoing support of this project and for continuing to share your questions, concerns, and perspectives.

Dorothy Paukste
Project Director, Workday@Langara

Would you like to know more about what a change ambassador does? Read about Change Ambassador Michelle Carter’s experience.

Recap: Workday@Langara Events (May 2019)

We had two big events last week for Workday@Langara: our second Open House as well as a Faculty Coffee. Thanks to everyone who attended! For those who couldn’t make it, we hope the summary below captures it well.

Open House

At our Open House, President Lane Trotter welcomed the crowd of over 100 faculty and staff with a short speech about the need to change our system to keep pace with the world around us and the importance of coming together as a community to support this project.

Project Director Dorothy Paukste updated everyone on the project progress and the work that has been done over the past few months. Dawn Palmer, our Organizational Change Management Lead, shared our survey results and how people can get involved in the project through the change network.

Next up, our workstream leads for HCM (People and Culture), Finance and Student gave updates on their areas and some of the benefits faculty and staff will see through our transition to Workday. Karen Hackett, HCM lead, did a demo of how an employee would submit a vacation request and previewed the employee portal in Workday. Michael Koke, Finance lead, showed how an employee can electronically submit a receipt for an expense claim. Both demos also included a look at the Workday mobile app.

Jan Smith, Student lead, spoke about what Workday Student would mean for Langara and the rationale behind our re-sequenced timeline for Student implementation.

Our Project Leadership Panel answered some questions from attendees on the data security offered by Workday, when faculty will start to use Workday for things like generating class lists, and the end of paper receipts. The event concluded with breakaway sessions, where faculty and staff could speak directly to each of the four workstream teams.

Faculty Coffee

At the Faculty Coffee in the morning, Ben Cecil spoke about the importance of the project for faculty and academic leaders. Marg Heldman explained what faculty would use Workday for starting in January 2020 (expenses, leave requests, etc) and encouraged faculty to reach out to the core team with their questions, thoughts and concerns. Gerda Krause shared what she was excited about in Workday, including the end of paper forms, new reports, and easy access to information for leaders. As at the Open House, Dorothy Paukste gave a project update and Dawn Palmer spoke about the change network.

The Workday@Langara Team

Whether you were able to attend or had to miss our events, we want to hear from you! Drop by the Employee Lounge for Talk Workday Thursdays or send your question, comment or feedback to workday@langara.ca or use our contact form.