Managing Human Capital More Efficiently at Ochsner Health System

Workday Confidential


Speaker Introduction

Adam Kaufman — Strategic Healthcare Industry Advisor at Workday

Adam is the Strategic Advisor for Workday's healthcare business, setting direction for this important market vertical. In his role, Adam works to identify the needs of Workday's prospective clients, the value already achieved by current Workday customers, and to act as a bridge to Workday’s product development team as they invest in the solution roadmap. Prior to joining Workday, Adam led strategic business units for a number of global healthcare businesses, with broad experience in healthcare policy, payers, systems and needs, in both the US and global markets.

Tracey Schiro — Vice President, HR Operations and HRIS at Ochsner Health System

Capital Management transformation initiatives that support the overall business strategy. As Vice President of HR Operations and HRIS for Ochsner Health System, Tracey is leading the implementation of Workday HCM and Payroll. In her nine years at Ochsner Health System, Tracey has served as the VP of HR Operations and HRIS, VP of HR Employee Services, and AVP of Benefits, Compensation, and HRIS. Her focus throughout her time at Ochsner has been on creating scalable processes and systems.


Who We Are

• Ochsner Health System is the largest not-for-profit academic medical center based in southeast Louisiana

• Staff of 17,000 employees; over 1,030 physicians in 90+ medical specialties and subspecialties; conducts more than 900 clinical research studies

• 25 owned, managed and affiliated hospitals; more than 50 health centers

• Serving patients from all 50 states and more than 90 countries worldwide


Challenges

20051999 2010 2015

Original Lawson Install

COA Updated

Rapid Ochsner Expansion

ERP Project

ERP Strategy Assessment


Goals

Provide a scalable solution to enable Ochsner to increase productivity and efficiency

• Flexible technology platform that is responsive to changing business needs

• Offers greater flexibility in support of future growth and acquisitions

• Highly scalable and configurable environment with modern business features, such as mobile access to applications

• Improved access to real-time data, metrics, and reporting for leaders, managers, and the employee population


Benefits With Workday

Workday provides leaders with tools to better manage their teams. Enhanced self-service functionality, including mobile access, will make many routine tasks easier to complete.

Workday helps leaders manage their teams by allowing them to:

• View easy-to-read organizational charts and dashboards

• Initiate recruitment process to fill open positions

• View talent cards that include education and previous work experience as part of an automated succession planning process

Mobile & self-service functionality provide the ability for employees and physicians to :

• Initiate qualifying life events for benefits changes

• View pay slips/stubs and change direct deposit elections

• Complete tasks, view org charts, update personal information and view paystubs all from their smartphones


OHS Deployment Overview

• Phase 1 went live on July 1, 2016 for all 17,000 employees

• Processed our 1st payroll for July 1 distribution

• Deloitte Consulting implementation partner

• ADP for tax filing

• Core HCM, benefits, ESS/MSS, absence, compensation, payroll, and talent/performance

• 78 integrations

11 month deployment August 2016

July 2016


Implementation At a Glance

Key Accomplishments1

• 124 Workday Design Workshops • 78 System Integrations • 12 Testing Cycles and 2,805 Test Cases• 6,000 Workday Configuration Elements • 59 Workday Design/Configuration Deliverables • 70+ Project Management and Leadership Meetings • 28 Instructor-Led Training Sessions• 30,014 Web-Based Training Sessions• 45 Training Deliverables

1. Combined Workday and Kronos implementation activities


Change Management

Change Leaders met on a monthly basis as Ochsner got closer to go-live. This enabled us to accelerate system-wide awareness, engagement, and adoption through:

• Distributing important project messaging and information

• Answering stakeholder questions and sharing their feedback with the project

• Providing local support to users through training, transition to the new processes and systems, and post go-live

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Workday Signons 7/1 - 7/22

Desktop Phone Tablet Blank

Workday Logins – Summary of Usage

• 17,602 total users• 75% of all users have logged in since 7/1


Words of Wisdom

• Dedicated projected resources

• Disciplined project management & governance

• Identify cross functional dependencies early on

• Develop project road map to reflect on-going projects impact to Workday


Questions & Answers

Questions & Answers with Tracey Schiro


Thank You

For more information visit http://www.workday.com/healthcare.php


http://www.workday.com/healthcare.php





Technology

Managing Human Capital More Efficiently at Ochsner Health System