January 24, 2023

First MyWorkday Change Network meeting of 2023 addresses training, Tecsys, and finance

The MyWorkday Change Network started the new year with a virtual meeting on Jan. 11, 2023, welcoming a new phase of the project as the Apr. 1 Go Live date quickly approaches. Senior Director of Learning and Development Claudia Fontaine welcomed the attendees by reminding them of their importance in sharing the valuable information they hear in these regular meetings with colleagues in their areas.

She also offered some details on the kick-off of the MyWorkday Super User program, which took place the same week as the Change Network meeting. Fontaine stressed the criticality of the Super User role, noting that these individuals have already been identified and no new Super Users will be added, unless there is a need to replace someone leaving VUMC.

Fontaine then delved into more detail on the cutover process, in which VUMC moves away from dozens of existing systems to Tecsys and Workday. This process requires moving data – so there will be some limitations on using our retiring systems and performing some activities. She mentioned that all members of the Change Network receive a weekly summary of key cutover impacts—and that their responsibility is to share it with their co-workers. Employees interested in this information can also find it on the project website at www.vumc.org/myworkday/cutover.

Fontaine then introduced Vice President of Finance Donna Kilpatrick, who provided more insight into the “translator tools” that will be available to help employees manage the transition from existing cost center and account structures to the new Workday approach. These include the general ledger account and cost centers translator. Kilpatrick anticipates the tools will be ready in mid-February.

Also joining the discussion was Diana Ormsby, director of business education, who offered an overview of time off management and how data will flow among Kronos, Vandyworks, and Workday. Ormsby also offered more context for the MyWorkday training plan, reminding attendees that access to functionality and features within Workday will be specific to each employee’s role and the work they perform. As a result, training will also be role-based. Role-based guides will be available so employees can better understand what they can do within the system and what training they will need to complete.

In addition to virtual training modules (eLearnings), the MyWorkday training team will host Readiness Sessions for some of these security roles, such as cost center managers and those working in research and grants. Ormsby also introduced the new WalkMe functionality within Workday that will be available at Go Live, noting that it provides in-app prompts to help guide users through common workflows.

The attendees also heard from change management expert Adrianne Hiltz, who gave more detail on the Change Impact summaries the team is preparing. She also led attendees through a demo of the project website: https://www.vumc.org/myworkday.

The final new speaker was Karen Morlan, vice president of supply chain, who shared more detail on the new point-of-use system, Tecsys. She explained that, because Tecsys is used for clinical care, there will be at-the-elbow support to assist employees with in-the-moment questions and concerns.

Those interested can view the meeting recording and meeting slides. They can also visit the MyWorkday Change Network webpage for access to resources from previous meetings.

The MyWorkday project at VUMC involves the implementation of two new cloud-based systems, Workday and Tecsys. MyWorkday will transform VUMC’s business systems, bringing several benefits:

  • Modernizing and simplifying VUMC’s technology architecture by moving us away from a patchwork of outdated systems to truly integrated cloud-based solution
  • Giving VUMC more visibility into business data and making it easier to gain insights from that data
  • Supporting VUMC’s continued growth with best-in-class technology
  • Providing a streamlined, consistent, and modern user experience for a wide variety of business needs, including human resources, supply chain, finance and accounting, and research and grants

The next Change Network meeting will take place on Jan. 24, 2023, with a second option for members on Jan. 25, 2023.

To learn more, visit the MyWorkday website: https://www.vumc.org/myworkday.