Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the Workday Implementation topic
No spam. Unsubscribe anytime.
Johnson County shifts personnel approvals into Workday, asks departments to limit new hires during cutover
Summary
County staff said testing finishes late July, HCM data will be frozen in August, and the county asks departments to avoid nonessential hiring between early August and the system go‑live to avoid duplicate data entry.
Johnson County officials announced a timetable and new workflow tied to the county’s Workday implementation and said departments should limit nonessential hiring during the system cutover.
The county’s HR project staff said tenant validation for the interim build is wrapping up and testing will finish at the end of July. “HCM data will get snapped and froze somewhere in the August,” the staff member said, adding that the human capital management portion of Workday is scheduled to go live on Sept. 28. The finance portion is scheduled to go live Oct. 1.
The county asked departments to avoid hiring between August and the Sept. 28 HCM go‑live “if at all possible,” to prevent duplicate work entering records first into the old system (GEMS) and then again into Workday. The HR staff member said the county will maintain a brief catch‑up window after cutover and that some emergency hires can be processed, but hiring that is not urgent should be postponed. The staff member offered a workaround for offers, saying an employer could extend an offer with a start date of Oct. 1 so hiring is not processed in the cutover window.
County officials outlined training plans for staff. General user training is scheduled for the second and third weeks of August, in classroom sessions using single sign‑on and user accounts so employees can see their own data in the system. The HR staff member said people hired after April 28 will not have Workday logins before cutover and that the county is still deciding whether those hires will sit in training sessions as observers or be added during the catch‑up window.
Board staff said some routine personnel actions remain unchanged. Starting immediately, personnel request forms (PRFs) will continue to be completed and will flow through HR’s workflow in Workday; the board will no longer require the five supervisor signature lines on each PRF. Finance will continue to intercept PRFs to verify a position is a budgeted line item; nonbudgeted positions will stop the workflow and be brought to the board for approval.
Officials said the change to PRF handling is intended to reduce repetitive board appearances and speed hiring of budgeted positions, while preserving supervisory oversight of job descriptions. The county plans to convert the PRF to an online form as part of Workday implementation, and meanwhile asked departments to continue using the paper form until the new system is live.
What happened next: HR staff said the team will publish precise cutover dates, last payroll run dates, and other deadline guidance before the go‑live so departments can plan. The staff member also said training recordings and quick‑start materials will be made available to help employees adapt.
Why it matters: Freezing the HR data snapshot and moving PRFs into Workday changes how vacancies are processed and reduces repeated data entry, but departments and elected officials must coordinate closely during the August–October transition to avoid missed hires or extra workload.
