Transcript Workday Update

Workday@Yale
Community Update
July 18, 2015
INTRODUCTION
WHAT IS WORKDAY?
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Workday Overview
What is Workday?
 Workday is the only Human Capital Management (HCM), Payroll and Financials
system that is uniquely designed for the needs of Higher Education
 Founded in 2005 by former PeopleSoft CEO Dave Duffield and technology visionary
Aneel Bhusri, Workday will help transform Yale’s administrative and operational
capabilities and the level of service that can be provided to the Yale community
Workday Offers:
 24/7 access to information over a secure
network from any computer, smart phone or
tablet
 Continuous innovation & improvements
(2 updates per year)
 Intuitive user experience: fast, accessible,
flexible
Why Did Yale Select Workday?
Workday@Yale supports all four focus areas of President Salovey’s vision for Yale:
“a more unified Yale, a more accessible Yale, a more innovative Yale, and a more excellent Yale”
 Collaborative Design Approach: As a Strategic Design Partner for Workday, Yale has an active voice in guiding
its design and functionality
— Additional Strategic Design Partners include Brown, Georgetown, Cornell, USC and Carnegie-Mellon
 Technology that Evolves with the University: Workday is designed to be flexible, allowing Yale to modify the
look and feel of the application, update the organizational structure, and streamline how we work
 Commitment to Higher Education: One of Workday’s primary goals is to provide universities with flexible and
affordable cloud-based administrative systems
Collaboration Through Workday
Workday will provide numerous benefits to Yale, including:
Increased
Visibility:
A single view of employee information, bringing faculty, managers,
clinicians, researchers, professionals and all other staff at Yale in one place.
Informed
Decision-Making
Integrated HR/Payroll and Finance systems will allow Yale to produce more
accurate, timely reporting. Managers and business offices will be able to
view key job-related information about their organization to support
improved decision-making.
Self-Service
Yale faculty and staff will be able to initiate actions such as managing
personal information and updating benefits. Managers will be able to
access accurate information for their team via dashboards and reports.
Timeline
2015
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
2016
Jan
Feb
Mar
Apr
May
Jun
Jul
Release 1:
HCM/Payroll/
Faculty
Release 2*:
Time Tracking, Absence
and Merit
Release 3:
Yale Budgeting Tool (YBT)
Release 4:
Finance
*Exact timing and content are TBD
WHAT’S CHANGING
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What’s Changing In April 2015 (Release 1)
Release 1—HCM/Payroll/Faculty
April 2015
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Release 2—Time Tracking & Absence
Employee Self-Service:
— Change Address/ Personal Data
— Benefits Enrollment
— Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
BI/DW Reporting
TBD
Release 3—Yale Budgeting Tool
January 2016
Release 4—Financials
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Expense
Management
Procurement
Supplier & Accounts
/ Contracts
Business Assets
Sponsored Awards
Management
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July 2016
Endowment
Accounting
Customer Accounts
Banking &
Settlement
Financial Accounting
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Future Releases Will Include:
Release 1—HCM/Payroll/Faculty
April 2015
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TBD
Release 2—Time Tracking & Absence
Release 3—Yale Budgeting Tool
January 2016
Release 4—Financials
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Expense
Management
Procurement
Supplier & Accounts
/ Contracts
Business Assets
Sponsored Awards
Management
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Employee Self-Service:
— Change Address/ Personal Data
— Benefits Enrollment
— Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
BI/DW Reporting
July 2016
Endowment
Accounting
Customer Accounts
Banking &
Settlement
Financial Accounting
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What Can You Expect?
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Secure and easy access to your own data, including pay statements, direct deposit
information, and your benefit choices
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Less data entry and paper
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Mobile access to view and manage your personal information—anytime, anywhere
with an internet connection
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Seamless integration with the technology and systems you need to do your work
What Can Managers Expect?

Managers can expect:
‒ Quick and easy access to
organizational information
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Managers will be able to view
key information about their staff
members, such as:
‒ Position information
‒ Compensation information
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The system will ultimately equip
managers to:
‒ Make budgetary decisions
‒ Assist with talent development
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 HCM 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
NAVIGATION IN WORKDAY
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Navigation: Header
Search allows you to
search for people, tasks
or reports
Click the Workday Logo
to take you back to the
home page
Menu gives you quick
access to dashboards
and favorites
Your profile allows you to view and
update your personal information
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Navigation: Drop-Down Menu

The drop-down menu houses dashboards, landing pages, and documentation from Workday
Community
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Users will only see options they have access to based on their role
–
For example, only employees with a Manager Role will see the My Team option
My Team: This page is for
managers and can be
configured to replace the
‘My Workday’ page.
Favorites: This is a
configurable list of favorite
tasks, reports, and landing
pages.
W: Drive: This is a virtual
drive where you can store
reports you’ve run.
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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: Home Page
Managers can access
information about their
team members, including
compensation and work
history
Access and update your
personal information
Access organizational
charts and contact
information for other
employees
View benefit information
and enroll or make changes
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Navigation: Inbox
Actions: Items requiring completion
Your Inbox
includes:
The Inbox icon will display the
number of new Actions you’ve
received
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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COMMUNITY ENGAGEMENT
Change Management Helps Mitigate Change Impact
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Service Groups
Each Service Group consists of 10 Representatives of the University
Community from all levels of the organization
Purpose
Activities
 Improve overall satisfaction with services
that support our work every day
 Identify the end to end service including
the integration and overlap of processes
and systems
 Champion new processes and define
value—from the user point of view—and
service levels
 Serve as key champions of change for
business processes and service changes
around and within Workday
Member Characteristics
 Subject matter expertise for the specific service
 Team player with an institutional view and ability to represent their peers
 Commitment to act as a champion of change
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Service Groups
Phase 1 Service Groups (April 2014):
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Workforce Management
Accuracy of Unit Financial Statements
Information Delivery
Phase 2 Service Groups (July 2014):
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Faculty Recruitment, Appointments and Promotions
Position & Compensation Management
Student & Temporary Hiring & Life Cycle Management
Phase 3 Service Groups: (October 2014):
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Getting Started at Yale (Onboarding)
Purchasing Goods & Services (External & Internal/ISPs)
Gift & Endowment Stewardship
Sponsored Awards Management
Phase 4 Service Groups (March 2015):
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Hiring Staff
Unit Financial Management
Arranging Travel, Business & Special Events (Expense Management)
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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/workda
yyale-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