Ensuring a smooth implementation requires careful planning and strategic foresight. This case study examines the collaboration between De Heus and SuccessDay, focusing on the pivotal Phase 0 in their journey to implement Workday as their new global HRIT system. By drawing on insights from Silvian Nanarjain, Group Manager HRIS & Strategic Projects at De Heus, we discover how Phase 0 was essential in laying a solid foundation for a successful transition.
Why Phase 0?
For De Heus, a company with decentralized HR operations across multiple countries, the need for a unified HRIT system like Workday was evident. “We are fairly decentralized in terms of HR IT,” says Silvian Nanarjain. “While performance, talent, and learning are supported globally, the core HR functions were managed locally across different countries and not globally overseen.”
To tackle these issues, De Heus initiated Phase 0 with two primary objectives:
- Understanding the Current State (As-Is): “We needed to understand the processes—how they’re carried out in various countries, the differences, and ultimately how we want to structure Workday,” Silvian explains. This phase involved a comprehensive mapping of existing HR processes, identifying variances, and clarifying roles and responsibilities across regions. It was a crucial step in preparing for the subsequent phases of Workday implementation.
- Defining the Future State (To-Be): Beyond just understanding current processes, De Heus aimed to review their employee journeys. “We wanted to rethink our Employee Journeys, both from our vision and the business perspective,” he adds. The goal was to craft a cohesive and exciting employee experience supported by Workday, ensuring consistency and alignment across all regions. This blueprint would serve as the global design template for the system.
These insights into the variations in process length, steps involved, and approval flows across countries highlighted the upcoming challenges in managing change and ensuring smooth adoption across the organization. “This insight will also help us manage the change impact when we implement Workday,” he notes.
The Role of SuccessDay
De Heus’s decision to partner with SuccessDay was influenced by their previous experiences with HRIT implementations and positive feedback from other clients who had undergone Phase 0. “I first encountered SuccessDay at Workday Rising and Workday Elevate,” Silvian shares. He recognized the value of SuccessDay’s expertise in ensuring that the project would not encounter significant design or process-related issues during the discovery phase of the Workday implementation.
SuccessDay’s involvement provided De Heus with the confidence that the project would be well-prepared and strategically aligned from the start. “SuccessDay showed flexibility in adapting their approach to suit our preferences, and that flexibility is reflected throughout the process,” Silvian remarks.
Engaging the HR Community
Although employees were not directly involved in Phase 0, the HR community within De Heus played a vital role. This phase served as an opportunity for change management, allowing HR leaders to engage with the project early on.
By involving the HR community in the process mapping and employee journey design, Silvian ensured there was a sense of ownership and commitment from HR leaders. This early engagement is expected to smooth the transition when the actual Workday implementation begins. “This involvement already fosters a sense of ownership over the design from HR’s side, which we’ll eventually present to the business,” he emphasizes.
Looking Ahead
As Phase 0 progresses, De Heus is already seeing the benefits of this foundational work. The collaboration with the HR community and leadership teams has fostered a sense of involvement and readiness for the changes ahead. “We’re aiming for a sign-off and handover moment from SuccessDay to our implementation partner by mid-August, so everything transitions smoothly,” Silvian shares.
Once Phase 0 is complete, the focus will shift to the actual implementation of Workday. With Phase 0 laying a strong foundation, De Heus is well-positioned to move forward with confidence. “After Phase 0, we’ll move directly into Phase 1, which is the actual implementation of Workday,” Silvian adds. “Phase 0 allows you to focus on the moments that matter to employees and ensure the system supports them rather than just leading the process. So, in that sense, it’s incredibly valuable to go through this phase before moving into the actual implementation,” Silvian concludes.
The partnership between De Heus and SuccessDay underscores the importance of a well-executed Phase 0 in HRIT transformations. By thoroughly understanding the current processes and carefully crafting the future state, De Heus is setting the stage for a successful Workday implementation. This case study highlights the importance of early preparation, stakeholder engagement, and strategic foresight in navigating the complexities of global HRIT projects.
