Welcome to the first edition of the Project Helios Insider
Welcome to Project Helios and our renamed status report, Project Helios Insider. With the successful finish of the implementation project naming contest, we are using “Project Helios” in place of “HR/Payroll Replacement Project” or “HCM Project”. A few changes you will see right away:
- A new name for our monthly status report to “Project Helios Insider”.
- Use of the tag line “Powered by Workday” partnered with the Project Helios logo.
- Use of a new project mail address at email@example.com.
Please check the website if you missed the announcement of the naming contest winners – they received pretty cool gadgets as prizes!
System Integrator Selection
The system integrator RFP and selection process wrapped up during August and we selected a sole finalist to partner with us in implementing Workday. We are negotiating a contract and hope to make an announcement of our partnership with the System Integrator in October.
System Members’ Participation
We have representatives from each A&M System member who will serve as Project Coordinators and Change Champions to help manage and communicate what’s happening on the project. Thanks to everyone who helped get this part of the process going. We will soon begin discussions on how A&M System members can lend subject-matter experts to assist with the functional teams. We are committed to listen, to be transparent about what the project is doing and to provide opportunities for our institutions and agencies to be heard and involved in the process.
Project Kickoff Coming Soon!
A multi-year project deserves a big event to start us off on the right path. A project kickoff meeting is in the works with the core TAMUS and the System Integrator project teams, Executive Sponsors, Project Coordinators, Change Champions and others, to be held in the College Station area. We will introduce the teams, share Stage I activities, demonstrate a few Workday features, discuss expectations and timelines, and take a tour of our new offices. It should be a fun and informative session. Invitations and more information on date, time and location will be out soon.
One of the first tasks after kick-off will be an extensive planning phase with the System Integrator. All the research we’ve done to date indicates quality time spent planning and evaluating risks, capabilities, gaps and the inventory of business processes will contribute to a smoother implementation. We anticipate reaching out to HR and Payroll offices system-wide, subject-matter experts and others as we encounter questions or issues during the planning phase. We’re going to avoid being an example of the old adage “Fail to plan, plan to fail.”
Project Team Staffing Opportunities
Several project team positions were posted during August on the A&M System employment website, including functional lead roles and technical analysts. We are glad to see interest from all over the A&M System as well as externally, and are currently parsing through applicants’ materials to narrow the field. We hope to have the core project team in place by October.
Newest Team Members
We are excited to introduce the newest member of the project team, Amy Suter. Amy comes to us from Texas A&M University where she was the Assistant Director of Student Financial Aid and will tackle the functional lead duties for Time and Absence.
We continue to evaluate the staffing plans as we get more knowledgeable about the tasks and phases of the overall project. We are committed to ensuring the right mix of skills and resources to be successful.
We are leasing office space conveniently located near the A&M System Offices for the project team, the system integrator and other consultants, and also plan to use it for meetings and business process workshops. The office is in the Village Shopping Center, 700 E. University Drive, Suite 104. We look forward to hosting a variety of meetings and events for project participants in our new space.
- September: Project Team training and attendance at Workday Rising conference
- October: Project Kick-Off
- October – January: Stage I, Planning