Transcript Workday Update - Yale University

Workday@Yale Community
Update
July 21, 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
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Workday@Yale Vision and Strategic Objectives
PROGRAM VISION

PROGRAM STRATEGIC OBJECTIVES
Workday@Yale will support Yale’s
Make it easier to
mission with excellent
get work done
administrative services that mirror
and harder to
make mistakes
Yale’s excellence in teaching,
research and practice, making it
Simplify and
easier for faculty, students and
standardize
staff to get their work done.
administrative
and other related
business

Developed with broad community
processes
Establish an
accurate,
consistent and
timely reporting
environment
engagement, Workday@Yale will
be defined by easy to use systems
Minimize the
that lower the administrative
administrative
burden for all, deliver trusted
burden for
information and reduce overall
faculty and
costs.
administrators
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Lower operating
costs and improved
administrative
services
Yale and Other Peers have Selected Workday
Important to Understand, for Yale …
University of Rochester
 Very Large Project:
— Over 350 staff involved
— 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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
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
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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*:


*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
High-Level Overview of Release 1 Progress to Date
Performing testing of Workday
business processes and application
integrations. Developing and
finalizing training plans and materials.
Informing communications and
campus readiness activities.
Defined Workday@Yale
vision, goals, approach,
timeline and milestones to
set direction for managing
the transition to Workday.
VISION & PLAN PHASE
Documented functional
business processes,
identified integration
requirements and
identified system and
business process changes.
ARCHITECT PHASE
CONFIGURATION &
PROTOTYPE PHASE
Executed data conversions, built
integrations, configured and reviewed
application prototypes. This phase
involved multiple cycles of configuration
and review to validate process design,
security, and reports.
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TEST PHASE
(CURRENT)
DEPLOY PHASE
Prepare for and execute cutover to
Workday. Activities include final
communications and training
materials, and the build and validation
of the final production tenant.
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
 Less paper and eliminate redundant
data entry
 Mobile access to manage your
personal information – anytime,
anywhere with an internet
connection
 Seamless integration with the
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 Benefit Claims (i.e.,
Healthcare and Child/Dependent Care,
Flexible Spending, Commuter, Tuition)
Your Spending Account (via My Benefits)
Your Spending Account (via 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)
Conduct Recruiting and Hiring Activities
(i.e., Create Requisition)
STARS (IBM Kenexa Brass Ring)
No Change
Version 8: 2/18/2015
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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.
Workday Business Process Snapshot:
Employee Lifecycle from Hire to Retire
AKA “THE BIG SIX”
Create Job
Requisition
Hire
Change Job
Request
Compensation
Change
Request One-Time
Payment
Retire
(Terminate /
Separate)
CONTEXT:
CONTEXT:
CONTEXT:
CONTEXT:
CONTEXT:
CONTEXT:
A requisition is
your vehicle for
filling a position.
You can only
have one job
requisition per
position at any
one time (with
the exception of
Local 35 and
Temporary
Hires).
Hire is how an
employee
position is filled.
Only Faculty will
be hired into a
Workday
position by
kicking off the
Hire process;
other hires (staff,
postdocs, temps,
etc.) will enter
Workday from
STARS.
This process
enables changes
to a person in a
position, such as:
Transfer
Department,
Change Location,
or Promotion.
For a change to
recurring
compensation,
such as salary or
allowance, use
this process.
Request OneTime Payments
for
compensation
such as special
recognition,
clinical bonus,
referral bonus,
severance pay, or
signing bonus.
End an
employee’s
primary job or
position within
an organization
(includes
retirement).
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Other Key Functionality
Employee SelfService
Reporting
Manage Academic
Appointments
CONTEXT:
CONTEXT:
CONTEXT:
This functionality
allows
employees to
initiate actions,
such as
managing
personal
information,
updating
benefits, and
setting-up direct
deposit.
Workday
reporting allows
users to view
information in
different ways
through such
features as
sorting data,
filtering data,
and creating
charts.
Track academic
appointments for
paid and unpaid
academic
members.
Information
detailed in an
academic
appointment
includes relevant
dates, academic
unit affiliation,
rank, title and
tenure status.
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NAVIGATION IN WORKDAY
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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.
Profile Picture
This icon houses links to your Inbox, Notifications,
Favorites, and link to Yale Training Guides
Workday 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.
Home Page
At any time, you can click the Home logo at the top
left of the screen to return to the Home Page.
Navigation: The Workday Home Page

The Workday Home page displays Worklets (icons) that provide access to tasks (things you can
do) and reports (things you can see).
Worklets appear as icons on the
Home page and provide easy
access to tasks and information
you use on a regular basis
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**NOTE: Your home page may display
different worklets depending on your
position or responsibilities.
Navigation: Searching in Workday

Use the search box to find people, supervisory organizations, reports, tasks, academic units and
other Workday items.
Search functionality
returns predictive results
Search for people,
tasks and reports
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Navigation: Inbox
Actions: Items requiring completion
Your Inbox
includes:
Archive: Process status and historical actions
This icon will display the
number of Actions awaiting
your disposition
Arthur Miller
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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Employee Self Service (ESS) Training Materials
Overview of ESS
Curriculum
Sample Job Aids
Web Based Training
 Workday@Yale Overview
 ESS for Faculty & Staff
 Job Aids
 Getting Started: Using Your
Navigation Tools
 Getting Started: Using Your Inbox
 Modifying Your Personal
Information
 Managing Your Benefits
 Managing Your Payroll Options
 Requesting a Leave of Absence
 Accessing Workday via Mobile
Devices
 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 8: 2/18/2015
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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 8: 2/18/2015
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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