Transcript Workday Update

Workday@Yale
Executive Update
July 20, 2015
INTRODUCTION
WORKDAY@YALE OVERVIEW & TIMELINE
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Workday Overview
What is Workday?
 Workday is the only HR, 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:
 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 relevant information for their team via dashboards and reports.
Timeline
2015
Mar
2016
Apr
May
Release 1:
HR/Payroll/
Academic
Information
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Release 2*:
Time Tracking
Benefits, Talent,
Compensation, Payroll,
Faculty Appointments &
Appointment History,
Academic Reporting,
BI/DW Reporting
Jan
Feb
Mar
Apr
May
Jun
Jul
Expense Management, Procurement,
Supplier & Accounts / Contracts,
Business Assets, Sponsored Awards
Management, Endowment
Accounting, Customer Accounts,
Banking & Settlement, Financial
Accounting, BI/DW Reporting
Release 3:
Chart of Accounts change
and new costing model
*Exact timing and content are TBD
Release 4:
Financials
FIRST “GO LIVE”
APRIL 2015
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What’s Changing In April 2015 (Release 1)
April 2015
Release 1—HR/Payroll/Academic Information

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


Employee Self-Service:
— Change Address/Personal Data
— My Benefits Changes/New Hire Enrollment
— Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
Unified reporting from many Yale systems
(Data Warehouse)
TBD
Release 2—Time Tracking
Release 3—Chart of Accounts Change &
New Costing Model
October 2015
July 2016
Release 4—Financials





Expense
Management
Procurement
Supplier &
Accounts/Contracts
Business Assets
Sponsored Awards
Management




Endowment
Accounting
Customer Accounts
Banking &
Settlement
Financial Accounting
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What’s Changing In Future Releases
Release 1—HR/Payroll/Academic Information
April 2015





TBD
Release 2—Time Tracking
Employee Self-Service:
— Change Address/Personal Data
— My Benefits Changes/New Hire Enrollment
— Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
Unified reporting from many Yale systems
(Data Warehouse)
Release 3—Chart of Accounts Change &
New Costing Model
October 2015
Release 4—Financials





Expense
Management
Procurement
Supplier &
Accounts/Contracts
Business Assets
Sponsored Awards
Management




July 2016
Endowment
Accounting
Customer Accounts
Banking &
Settlement
Financial Accounting
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What Can Yale Expect?

Secure and easy access to your own data, including pay statements, direct deposit
information, and your benefit choices

Less data entry and paper

Mobile access to view and manage your personal information—anytime, anywhere
with an internet connection

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

Managers will be able to view key information about their staff members, such as:
‒ Position information
‒ Compensation information

The system will ultimately equip managers to:
‒ Make budgetary decisions
‒ Assist with talent development
COMMUNITY ENGAGEMENT
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Change Management Helps Mitigate Change Impact
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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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Engagement Through the Workday@Yale Website
The Workday@Yale website is one way for Yale Faculty, Staff and Students to stay aware of Program
updates and to provide input to the Workday@Yale Program Team
Submit Feedback to the Program Team
Subscribe to
the Program
Newsletter
Access the
Communications
Toolkit
Questions
APPENDIX
Engagement Through the Service Groups
Each Service Group consists of 10 Representatives of the University
Community from all levels of the organization
Purpose
Activities
 The primary goal of Service Groups is to
improve overall satisfaction with services
that support the work every day at Yale
 Identify the end to end service including
the integration and overlap of processes
and systems
 Service Groups are the community
engagement vehicle to 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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Engagement Through the Workday@Yale Change Network
The Workday@Yale Change Network is evolving into a system of Leaders and Partners across the
Yale Community, including Main Campus, West Campus and Medical School Campus
School/
Institute
School/
Institute
Unit/
Dept.
Central
Unit
Central
Unit
Unit/
Dept.
Change
Leaders &
Partners
Change
Leaders &
Partners
Workday@Yale Change Network
BOLT
HR Leadership
Provost
Change
Leaders &
Partners
Unit/
Dept.
Change
Leaders &
Partners
Central
Unit
Central
Unit
School/
Institute
Unit/
Dept.
School/
Institute
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