The path to a successful Workday deployment, one that maximizes ROI and minimizes disruption to existing systems and processes, hinges on the software itself, the strategic guidance of an experienced Program Manager, and the framework of a well-defined program management plan.
We recently sat down with Robert Myres, an expert Workday Program Manager, to discuss the importance of collaborative engagement between the Program Manager and the client’s internal teams and a carefully outlined program management plan. With more than 10 years in the program management space, Robert shares key insights from firsthand experience, ensuring your organization can maximize your Workday investment and achieve a successful implementation.
This article will explore why these two elements are indispensable, highlighting how they facilitate seamless collaboration between internal teams and external partners, ensure accountability, manage budgets, and ultimately deliver a successful Workday outcome.
The Complexity of Workday Implementations
Workday’s modernized approach to HRIS and workforce management positions itself as a leader in today’s enterprise technology landscape.
Embarking on a Workday implementation journey signifies a pivotal moment for any organization, empowering employees to transform workforce management, streamline operations, and improve data insights. However, the path to realizing these benefits is often burdened with challenges common to large-scale digital transformations, including significant costs, intricate timelines, and system complexity.
To effectively navigate the challenges associated with a Workday implementation, an experienced Program Manager and a well-defined program management plan become indispensable for success, serving as the crucial linchpins in coordinating both internal teams and external support.
The Role of an Experienced Program Manager (PgM)
To ensure the success of a major undertaking like a Workday implementation, it’s crucial to engage an experienced and capable Program Manager, often referred to as a client advocate. This individual should be brought on board early in the implementation process, ideally during the system selection phase, to ensure comprehensive system understanding and support.
The emphasis on experience and capability stems from the significant organizational investment involved, often ranging from $10M to $100M, depending on various factors, such as organizational size or system complexity. Given that comprehensive ERP replacements occur roughly every 20 years, getting the implementation wrong can prove to be punitively expensive.
Here’s a closer look at the key responsibilities of an experienced Workday Program Manager:
Risk Management
Engaging an experienced Program Manager in a Workday implementation helps organizations improve risk management across their organization. By presenting an overall ERP replacement plan and governance structure for the new system, program managers can give the organization the best chance of an on-time, on-budget implementation and maximize overall value. An experienced Workday Program Manager knows where to make the investment to minimize risk and reduce disruption to existing systems and processes.
Client Protection
An experienced Program Manager ensures critical client protection by actively guarding against common project pitfalls such as scope creep, costly overruns, and poorly architected solutions. They also ensure that recommendations remain unbiased and that the System Integrator (SI) does not make decisions in isolation, safeguarding the client’s interests throughout the implementation.
Governance
In a large Workday program, with multiple work streams and dozens of concurrent projects, it’s critically important to manage each element of the program with discipline and intentionality. This includes the project plan and schedule, RAID (Risks, Assumptions, Issues, and Dependencies) log, change control processes, status reporting, and project team management throughout the ERP replacement process. By engaging an experienced Program Manager, organizations can ensure the SI handles these functions effectively, facilitating better governance and communication throughout the duration of the project.
Communication
ERP implementations typically have a significant impact on every person in the organization, but particularly on business executives and other key administrative personnel. With multiple activities in-flight at the same time, establishing and maintaining communication plans and feedback processes is critical to a successful deployment. An experienced Workday Program Manager coordinates communication between technical and functional teams, stakeholders, departments, and executives, ensuring key personnel and processes are on the same page throughout the implementation process.
The Importance of a Defined Program Management Plan
A defined program management plan is the roadmap for your Workday journey, providing structure and clarity for your implementation strategy. It’s the core framework that orchestrates all efforts, ensuring every aspect of your implementation is properly managed for success.
Here are the key benefits of a proactive, well-defined program management plan for a new Workday implementation:
- Clear Scope and Governance: Establish a well-defined project scope, objectives, and success criteria. Configure clear governance structures, decision-making processes, and escalation paths throughout each step of the implementation process.
- Comprehensive Risk Management: Facilitate proactive identification, assessment, and mitigation strategies for critical project risks. Develop tailored contingency plans to address unforeseen challenges as they arise throughout the implementation.
- Communication and Change Management: Design robust communication channels and cadences for all stakeholders. Develop a strategic approach to effectively manage organizational change and drive user adoption across relevant business units.
- Quality Assurance and Deliverable Tracking: Define quality standards for all project deliverables. Implement processes for tracking, reviewing, and approving work products at each phase of the deployment.
Seamless Coordination of Internal and External Support Teams
To ensure a successful Workday implementation, internal and external project teams must work together, operating in tandem to execute key project deliverables and maintain communication throughout each phase of the project. This collaboration empowers project teams to achieve key project milestones and keep employees on the same page throughout the duration of the project.
Here are a few key examples of how an experienced Program Manager helps organizations maintain effective coordination across teams:
- Empowering Internal Teams: Leverage comprehensive PgM experience to guide internal project teams through roles, responsibilities, and tasks. Ensure internal resource availability and readiness at each phase of the project.
- Managing External Partners: Establish clear expectations, roles, and responsibilities for the SI and other external vendors. Monitor external team performance against contractual obligations and project timelines throughout the project.
- Fostering Collaboration: Outline an effective program management framework to ensure unified efforts between internal and external project teams. Facilitate effective communication and conflict resolution across all project stakeholders.
How Can Our Workday Consultants Help?
Whether you’re moving from paper-based workforce operations or outdated legacy systems like Infor Lawson to a modernized Workday landscape, engaging an experienced, capable Program Manager is critical in ensuring project success. Surety Systems provides comprehensive expertise and hands-on support for critical project needs, ensuring your ERP replacement stays on time and on budget, no matter what.
Our senior-level Workday consultants provide the knowledge, guidance, and resources to streamline project management, facilitate adequate resource allocation, and ensure your internal teams are prepared for success.
Contact Us
For more information about our Workday consulting services or to get started on a project with our team, contact us today.
