Frequently Asked Questions

  1. What is Workday?

    Workday is a state-of-the-art cloud solution designed for human capital management (HCM), financial management, and payroll systems. It will provide the City with the ability to streamline and automate many current business processes across the different agencies and departments. Workday will allow employees to focus their efforts on implementing strategic initiatives and improving services while minimizing the amount of time spent on inefficient manual processes and system workarounds. Workday will be implemented in three phases: Human Capital Management (Human Resources) and Payroll in Phase I; Financials in Phase II;  and Talent and Performance, Recruitment, and Learning Management in Phase III.
     
  2. What is Cloud system?

    The City has opted to implement a Software as a Service (SaaS) model; the software is hosted in a secure Cloud environment.  A Cloud environment means the software vendor (Workday) is responsible for maintaining all the software and hardware associated with the product and the employees will access it as a service over the internet.
     
  3. Why are we changing our systems?

    We want an integrated system that allows our employees to easily access information, work more efficiently and connect with employees across the city.  Workday will allow us to focus our time and attention on activities that align to our strategic vision and empower our employees and managers with easy access to the appropriate data  to drive business decisions.
     
  4. What are the benefits for a user?
     
    • Modern look and feel
    • Ease of use
    • 24/7 access
    • Ability to initiate and complete many common business processes on your own
    • Elimination of many of our existing manual processes and paper forms
    • Access to customized views that will have the information needed to do work quickly
    • Access to information and reports
       
  5. What are the benefits for the City of Baltimore?
     
    • Cloud system that maintains real-time information, data, and analytics
    • Cost effective solution with continual updates and improvements
    • Enhanced security of personal data and information
    • Easy to change business process as a result of contracts, compliance, or business changes
    • Easy to integrate with other systems
       
  6. Who are the Executive Sponsors?
     

    Quinton Herbert
    Department of Human Resources
    Director & Chief Human Capital Officer 


    Henry Raymond
    Department of Finance
    Director & Chief Financial Officer


    Todd Carter
    Baltimore City Office of Information and Technology
    Acting Chief Information Officer

  7. I have seen and heard about all these Workday meetings going on. What is happening?
     

    The meetings are design sessions that provide each functional area an opportunity to look at and evaluate all our business processes and decide how/if we can make them more efficient using Workday.

    We are working with Sierra-Cedar and their consultants to learn about best practices along with ensuring our business and compliance requirements are met.

  8. What new behaviors will employees have to adopt?
     
    • Willingness to learn new tools
    • Flexibility to changing the way we do business
    • Innovating ways to make things easier for customers and colleagues
    • Openness to a different approach in completing work
    • Willingness to building consistencies as one organization
       
  9. How do I get involved?
     

    The exciting part of this implementation is that many people from all over the City will be involved prior to go-live. Right now, a core group of consultants, Functional leads, and Subject Matter Experts is working to ensure that all the City’s requirements are incorporated into Workday.

    Additional employees have been identified and will serve as Agency Readiness Coordinators to help deliver communication and streamline information about the project as we get closer to go-live. Additional employees will be brought into the project as it progresses as part of testing, training, etc. Prior to involvement, we will make sure that everyone receives communication and is appropriately prepared for their role using Workday.

  10. What is needed from Agency/Department leadership to support the implementation?
     
    • Act as a champion of the system and communicate the importance of the implementation to staff members
    • Support and collaborate with the City and Vendor implementation team as needed
    • Assign functional leads and subject matter experts from your respective Human Resources and Finance staff
       
  11. What is needed from the Agency/Department Human Resources and Finance staff?
     
    • Act as a champion of the system and communicate the importance of the implementation to staff members
    • Participate in information gathering sessions
    • Assist the project team with the various implementation and testing activities
       
  12. How many employees will lose their jobs once Workday is implemented?
     

    The City’s goal is to avoid eliminating existing positions. The City is not implementing Workday to reduce the number of employees.  Manual and inefficient processes will be replaced with streamlined workflows identified as best practice in the public sector.  There will be change, but employees will find their jobs easier to do, freeing them up to complete other critical tasks.

  13. What if my agency/department doesn’t want to use Workday?
     

    Using Workday is not optional for Baltimore City Agencies; use of the software is mandatory.  It will replace the existing legacy Payroll, Benefits Administration, Human Resources, Finance, and Budgeting software systems

    which will go away.  Before the City goes live on the software, Workday will run in parallel to the existing systems, and will not be deployed until there are no defects. Additionally, employees will be trained on how to use the new system to perform their agency-level functions.

  14. When will City Employees start to use Workday?
     

    We are taking the appropriate time to ensure quality and due diligence in designing our new system. Workday Human Resources and Payroll will go live Fall of 2020. Finance will go live Spring of 2021 and Talent & Performance, Recruiting, and Learning Management will go live Fall of 2021.

  15. How is the impact of the change to the City’s departments and employees going to be managed?
     

    The City’s implementation plan identifies Organizational Change Management (OCM) as crucial to project success. Dedicated OCM resources have been deployed to minimize the impact of the change and help employees become ready and able to adopt the new business processes associated with Workday. The change management activities will support communication, transparency, training, and successful user adoption.  In addition, Human Resources is developing a strategic Human Resources adoption plan to address employee issues during and after the implementation.

  16. How will Baltimore handle upgrades and security updates to the software?
     

    Workday plans and executes two upgrades every year. Regularly scheduled updates and patches will take place for system maintenance and security. 

  17. What is the communication plan?
     

    The Training plan is designed to provide training to all City employees based on the areas of the Workday program in which they will have exposure. A multi-tiered approach will be taken to provide full instruction, delivered from a variety of methods to include: Classroom, Webinar, eLearning, Job Aides, Instructional Booklets, Videos, and other tutorials. There will also be ongoing training assistance and refreshers available to all employees. The full training schedule will be part of the communications plan and information will be shared through multiple sources.

  18. What is the plan to train users on the system?


    The Training plan is designed to provide training to all City employees based on the areas of the Workday program in which they will have exposure. A multi-tiered approach will be taken to provide full instruction, delivered from a variety of methods to include: Classroom, Webinar, eLearning, Job Aides, Instructional Booklets, Videos, and other tutorials. There will also be ongoing training assistance and refreshers available to all employees. The full training schedule will be part of the communications plan and information will be shared through multiple sources.