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Workday / Ceros · Web launch operations

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Fixing a Launch Process Nobody Trusted

One shared tracker, clear ownership, and a launch process both teams could follow.

Digital marketing specialist · Workday · –

01 / Project Context & Role

Interactive content. A shared launch.

Workday hired Ceros, an interactive content agency, to turn static content into experiences people could click through on our website. The agency delivered each experience as an embed code. My team placed it on a web page, reviewed it, and sent issues back for fixes until everything passed.

My role

As a digital marketing specialist, I managed the Workday side of the launch process: coordinating reviews, tracking fixes, and working with the agency.

Agency & team

Ceros delivered the interactive experiences. My team placed and reviewed the embeds, with QA checking each asset before launch.

02 / Challenge & Diagnosis

A timeline nobody trusted.

On paper, each launch had a timeline. In practice, every asset ran late, so nobody trusted the timeline anymore. A typical launch took six to ten weeks.

Three systems. No clear view.

I was managing the work in three places: QA in Rally, the agency in Workfront, and everything else in email. People on both sides also talked directly to each other. No one had one clear view of what was broken, who owned it, or what had already been fixed.

Every fix came back as fresh embed code that needed to be placed and reviewed again. A single bug could take up to a week to clear. A typical asset needed eight to ten rounds, and new fixes sometimes broke working features. QA also sometimes flagged features that matched the approved design.

03 / What I Did

One tracker. Clear handoffs.

  1. Create one source of truth

    I built a single tracker showing every bug, its status, its owner, and dated notes at each handoff. I updated the other systems from that tracker instead of juggling all three independently.

  2. Define representatives and ownership

    I established one representative on each side: me for Workday and one contact at Ceros. Together, we documented the sequence of steps and who owned each one.

  3. Align review and sequencing

    I gave QA the approved designs so reviewers could distinguish defects from intended behavior. The agency contact suggested completing desktop before starting mobile, which kept fixes from colliding across both versions.

  4. Handle small fixes directly

    I also obtained access to the agency’s platform and fixed small issues, such as typos and broken links, myself instead of sending them back to the agency.

Workday/Ceros launch process

Reconstructed before-and-after process diagram: Workday and Ceros communicate through Rally, Workfront, email, and side conversations before; afterward, one representative on each side uses a shared tracker for issues, status, owners, handoff notes, and steps.
Reconstructed process diagram for the Workday/Ceros engagement, 2017–2022. Scattered communication was replaced by a shared tracker and one representative on each side.

04 / Results & Closeout

A process worth repeating.

Estimated fix rounds per asset

8–10 → 3–5

Estimated launch duration

6–10 weeks → 4–6 weeks

Timelines and round counts are my best estimates from the time, since exact records weren’t kept.

We launched three assets before the new process and ten after it. The tracker became the standard for every project with that agency, and the project manager asked my manager to make me the dedicated agency lead.

When the contract ended in 2022, I retired the assets ahead of time so visitors wouldn’t encounter broken pages.

Tools & Skills

The work behind the process.

Tools
Ceros, Rally, Workfront, Outlook, AEM.
Skills
Vendor management, process improvement, QA and bug triage, project coordination, cross-team communication.

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