Transcript Workday Update - Yale University

Workday@Yale Community
Update
April 25, 2020
INTRODUCTION
WORKDAY@YALE OVERVIEW & TIMELINE
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Workday@Yale Strategic Objectives
Make it easy to get
work done and
harder to make
mistakes
Simplify and
standardize
processes
Establish an
accurate, trusted
and timely reporting
environment
Lower operating
costs and improve
effectiveness
Minimize
administrative
overhead for faculty
and end users
Workday@Yale Vision Statement
The Workday@Yale vision statement identifies our goals and
how, collectively, we’ll get there.
Workday@Yale will support Yale’s mission with excellent
administrative services that mirror Yale’s excellence in teaching and
research, making it easier for faculty, students and staff to get their
work done.
Developed with broad community engagement, Workday@Yale will
be defined by easy to use systems that lower the administrative
burden for all, deliver trusted information and reduce overall costs.
Yale and Other Peers have Selected Workday
Important to Understand, for Yale …
University of Rochester
 Very Large Project:
— Over 350 staff involved
— Estimated investment of $40-50MM
— Attempting to fund and staff largely
within base budgets
 Multi-year effort:
— Began evaluation in 2012
— HCM/Payroll deployment 2015
— Financials deployment 2016-2017
 Technically challenging
 Significant change management effort
 A huge opportunity !
University of Chicago
Workday@Yale Implementation Timeline
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Employee self-service
Manager workflow
Compensation & Benefits
Payroll
Faculty “Lifecycle”: Appointments & Appointment
History, Unified Academic Reporting
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Expense Management
Procurement
Supplier Accounts & Contracts
Business Assets
Sponsored Awards Management
Endowment and Gift Accounting
Customer Accounts
Banking & Settlement
Accounting & Reporting
Release 1:
Release 4:
HR / Payroll / Academic Information
Financials
2016
2015
Jan
Mar
May
Jul
Sep
Nov
Jan
Mar
May
Jul
July
Release 3:
Release 2*:
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*Exact timing and content are TBD
Merit
Benefits Enhancements

Chart of Accounts Change

New Financial Data Model
Additional ReleasesFY17 and beyond*

time tracking

recruiting & staffing

student systems

other academic and
financial enhancements
WHAT’S CHANGING
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Activities in Workday
EMPLOYEE SELF-SERVICE
MANAGER SELF-SERVICE
ACADEMIC PROCESSES
Employees will be able to:
Managers will be able to:
Departments will be able to:
 Edit personal contact
information
 Initiate a job requisition
 Track and maintain academic
ranks eligible for appointment
 Maintain direct deposit
 Initiate hiring a new employee
 Edit emergency contacts
 Request a one-time payment
 Request Leave of Absence
 View HR reports
 Print W-2’s
 View department
compensation reports
and much more…
and much more…
 Capture faculty data via report
for a snapshot in time, period of
time, or future period
 Access current, historical, and
future faculty and post-doc
appointments within any
department across the
university
and much more…
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What Can We Expect as Individuals?

Secure and easy access to your own data, including pay statements, direct deposit
information, and benefit choices
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Less paper and eliminating redundant data entry
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Mobile access to view and manage your personal information – anytime, anywhere
with an internet connection

More seamless integration with the technology and systems you need to do your work

Workday Inbox replaces email - all tasks and notifications from the Workday system
are sent to your Inbox for review or action.
What Systems will be Affected with Release 1?
Activity
System Used Today
System Used After Release 1
Manage Academic Appointments &
Promotions
Paper Submission / BMS
Workday
View and Maintain Benefit Information
(i.e., Medical; Dental; Vision; Insurance)
My Benefits (Hewitt)
Workday
Submit and Review Spending Account
Claims (i.e., Flexible Spending,
Child/Dependent Care, Commuter)
My Benefits (Hewitt)
Workday
View and Maintain Direct Deposit
Information
My Pay & Info (Oracle)
Workday
View Payslip
My Pay & Info (Oracle)
Workday
Change Job (i.e., Promotion)
Paper Submission / Oracle
Workday
View and Maintain Personal Information
(i.e., Preferred Name, Home Phone,
Emergency Contacts, Yale Alert Contact)
My Pay & Info (Oracle)
Workday
View and Update W-4 (Federal Only)
My Pay & Info (Oracle)
Workday
View and Update W-4 (State)
Paper Submission
No Change
View and Maintain Retirement Savings
My Benefits (Hewitt)
TIAA-CREF website (Employees will
manage both Vanguard and TIAA-CREF
investments on the TIAA-CREF website)
Submit Benefits Claim (i.e., Spending
Accounts, Tuition)
My Benefits (Hewitt)
No Change
Conduct Recruiting and Hiring Activities
(i.e., Create Requisition)
STARS (IBM Kenexa Brass Ring)
No Change
Version 7: 2/3/2015
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*Please note, this is a living document and is updated on a continuous basis.
WORKDAY CONCEPTS
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Terminology
SaaS
Workday provides Software as a Service (AKA SaaS or cloud-based application) where
software and data is hosted remotely, enabling information to be delivered over the
Internet. There is no local installation of hardware or software required.
Organization
In Workday, Organizations are used to group employees based on memberships,
associations and/or characteristics.
Supervisory
Organization
Supervisory Organizations group employees into a management hierarchy and are required.
All faculty and staff are hired into a Supervisory Organization and there is only one manager
role per Supervisory Organization.
Business
Process
A sequence of one or more tasks that accomplishes a desired objective. Once a business
process is initiated, Workday automatically routes the tasks to the appropriate individual(s),
enforcing security and business rules throughout the process.
Role
Roles determine what you can see and what you can do in Workday. They provide
individuals access to appropriate data within the assigned organizational structure. In a
business process, roles determine functional responsibilities and the routing of actions.
Icons Overview
Icons
Workday’s use of icons allows navigation in the system to be even more intuitive.
Related Actions
Actions that are available to you (based on security)
will become visible upon hovering and can be selected
to open the available actions.
Prompt
Any time you see this symbol, you can click to expand
a box that will contain a list of available options.
Menu
The Main Menu drop down icon houses landing pages,
dashboards, and documentation from Workday
Community.
Home Page
At any time, you can click the Workday logo at the top
center of the screen to return to the Home Page.
Inbox
All tasks and notifications from the Workday system
are sent to your Inbox for review or action.
For more information on the Workday Inbox,
click here to review the Inbox Core Concept.
NAVIGATION IN WORKDAY
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Navigation: Search

The search box is located on all pages in the upper left portion of the header
Search functionality
returns predictive results
Search for people,
tasks and reports
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Navigation: Inbox
Actions: Items requiring completion
Your Inbox
includes:
The Inbox icon will display the
number of Actions awaiting
your disposition
Notifications: Do not require system action
Archive: Process status and historical actions
Inbox items display in the order
they are received, with the most
recent on top
When you select an item from your Inbox,
it displays in a preview pane to the right,
where you can make edits directly
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Navigation: Personal Information & Benefits
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Navigation: Pay
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COMMUNITY ENGAGEMENT &
TRAINING APPROACH
Change Management Helps Mitigate Change Impact
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Blended Learning Approach Accelerates User Adoption
Workday@Yale training utilizes Workday role assignments to create a learning experience that is
tailored to faculty and staff’s future use of Workday. This personalized training approach will be
supported by the following elements of learning:
Communications & Stakeholder Engagement
Just in Time Training
 Utilize a variety of communication methods to build
awareness and establish a baseline level of Workday
knowledge
Formal Support Network
 Train the right people with the right resources at the right
time
Elements
of Learning
Accessible Training Materials
 Utilize diverse methods, tools, and platforms to ensure
training material is easily accessible to all faculty and staff
 Leverage the Employee Service Center and additional
support networks to provide a direct support link across the
Yale Community
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Workday@Yale Training Deployment Timeline
The training deployment timeline is prioritized based on the order in which Yale audiences should
be educated for “Day 1” of go-live in July. Core users such as HRGs, support desks, Ops Managers,
and Lead Administrators will be prepared to support the training for the larger Manager and
Employee groups.
Go Live
Employees (All ESS
users)
June/July 2015:
Training to Support
Self Service
Managers (Rollout of MSS will be
localized; identification of training
population will be done with LAs)
(Workday Overview and
Navigation)
April/May/June 2015:
Begin Workday Training
Lead Administrators &
Operations Managers (~170 users)
(Workday Navigation,
Workday Business Processes,
Workday Support Model)
HR Generalists & Other Staff &
Academic Support Roles (~450 users)
Employee Service Center &
Other Support Teams (~75 users)
March 2015:
User Acceptance Testing
(UAT)
Workday@Yale Functional Team (~50 users)
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Workday@Yale Employee Self Service Training Materials
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Overview of Employee Self
Service (ESS) Curriculum
Web Based Training
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Workday@Yale Overview
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ESS for Faculty & Staff
Sample Job Aids
Job Aids
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Getting Started: Using Your Navigation Tools
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Getting Started: Using Your Inbox
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Modifying Your Personal Information
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Managing Your Benefits
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Managing Your Payroll Options
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Requesting a Leave of Absence
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Accessing Workday via Mobile Devices
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Employee Onboarding Checklist
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Service Groups
Each Service Group consists of 10 Representatives of the University Community
from all levels of the organization
Purpose
 Workforce Management
 Accuracy of Unit Financial Statements
 Improve overall satisfaction with services
that support our work every day
 Information Delivery
 Faculty Recruitment, Appointments and Promotions
 Position & Compensation Management
 Champion new processes and define value
and service level expectations – from the
user point of view
 Identify the end to end service including
policy, procedure and the integration and
overlap of processes and systems
 Serve as key champions of change for
business processes and service changes
around and within Workday
 Student & Temporary Hiring & Life Cycle Management
 Getting Started at Yale (Onboarding)
 Purchasing Goods & Services (External & Internal/ISPs)
 Gift & Endowment Stewardship
 Sponsored Awards Management
 Hiring Staff
 Unit Financial Management
 Arranging Travel, Business & Special Events (Expense Management)
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Extensive Opportunities for Yale Community Engagement…
Service Groups
Volunteer or nominate a colleague to
be a member of a Service Group:
http://volunteer-nominate.yale.edu/
Monthly Newsletter
Subscribe to the Workday@Yale
newsletter at
https://messages.yale.edu/Subs
cribe/List/ITS
Feedback
Submit feedback to the Program
Team at
http://workday.yale.edu/workday
yale-commentsfeedback
Engagement
Mechanisms
Website
Browse the Workday@Yale
website at
http://workday.yale.edu
Communications Toolkit
Browse the resources available
in the Workday@Yale
Communications Toolkit:
http://workday.yale.edu/training
-resources/communicationstoolkit
Email
Contact the Program Team at
[email protected]
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Questions
APPENDIX
What Systems will NOT be Affected with Release 1?
Activity
System Used Today
System Used After Release 1
Accounting Structure / Chart of Accounts / Charging
Instructions / PTAEO
Data Warehouse
No Change
Budgeting
YBT
No Change
Casual Payroll Time Entry
Oracle
No Change
Check Requisition
Oracle
No Change
Effort Reporting
ERS
No Change
Expense Reporting
EMS
No Change
Financial Administration
Journal Staging Area (JSA) / Labor Distribution (LD)
/ Movable Equipment Inventory (MEI)
No Change
Financial Reporting
Data Warehouse
No Change
Grants & Contracts Administration
IRES
No Change
Gift Administration
DARCY
No Change
Healthcare Management
Epic
No Change
ID Card Access to Secure Facilities
Security (Picture Perfect)
(Symetry)
ID Card Provisioning
ID Works
No Change
ITS Services Provisioning
START
No Change
Library: Acquisitions, Cataloging, Circulation
Voyager
No Change
NetID Provisioning
IDM (Oracle)
(Sailpoint IIQ)
Oracle Financial Planning Access Provisioning
START
No Change
Oracle General Accounting Access Provisioning
START
No Change
Version 6: 1/20/2015
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*Please note, this is a living document and is updated on a continuous basis.
What Systems will NOT be Affected with Release 1?
Activity
System Used Today
System Used After Release 1
Oracle Procurement Access Provisioning
START
No Change
Parking - Yale
IPARC
No Change
Payslip (prior) view
My Pay & Info (Oracle)
No Change
Purchase Requisition
SciQuest
No Change
Qualified Domestic Support Orders
Hewitt
No Change
Request Payroll
START
No Change
SciQuest Access Provisioning
START
No Change
Shipping Packages
eShip
No Change
Staff Time Worked / Time Off Reporting
My Time (Kronos)
No Change
Student Information Systems
Banner / Classes*v2
No Change
Student/Temp Payroll Time Entry
eTimesheets
No Change
Telephone Services Provisioning
START
No Change
Training
TMS, X-Train (Training to use Oracle Financial Tools, i.e.
Data Warehouse Reporting, BrioQuery, Labor
Distribution, Directory Update, Student-Casual Time
Entry, etc.)
No Change
Training: Manager and PI Self-Service
Compliance Monitoring
EHS Integrator
No Change
Travel Reservations
Orbitz
No Change
Vendor Set Up Invoice Processing
AP Worklist
No Change
W-2 Federal Pre-2015 view / print
My Pay & Info (Oracle)
No Change
Version 6: 1/20/2015
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*Please note, this is a living document and is updated on a continuous basis.
HCM / Payroll Scope and Teams
Workday Focus
Leads and Teams
Integration &
Conversion
Darrell Cook, Hadar Call, Judy Offutt, HRIS, ITS and teams from other
departments
Core HR
Jaci-Beth Ward, HRIS, HR Operations, Employee Services, YSM Operations and
Employee Relations
Compensation &
Classification
Ron Lipkins, Julie Kimball, Compensation, Staffing and other HR team members
Payroll & Labor
Distribution
Elizabeth Anderson, Finance, ORA, HRIS and Payroll staff
Faculty Life Cycle
Anna Maria Hummerstone, Hadar Call, Kathy Schoonmaker and academic
support staff
Benefits
Christine Viele, Benefits Planning, and HRIS and Employee Services staff
Security & Controls
Elizabeth Burnell, the HR/Payroll teams
Training &
Communication
Dick Bascom, Corey Rossman, Kathi Goodfriend and the change management
support teams
Reporting
Kathleen Broderick, Lourdes Reyes, Judy Offutt, Katrina Sikorski, Anna Maria
Hummerstone, Gary Gravino and support from other teams