Transcript Payroll Coordinators Meeting

HR/Payroll Modernization Update
Payroll Coordinator Meeting
December 2014
Agenda
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Project Update
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Timeline
Design Phase Accomplishments
What's Ahead for the Configuration & Prototype
Phase
Helpful Resources for Biweekly Pay
Work Schedule Request
Questions
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Going Live December 20, 2015
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HR/P Implementation Timeline
March –
April
2014
Plan
April – October
2014
Architect
November 2014
– May 2015
Configuration
& Prototype
May –
November 2015
Test
Nov –
Dec
2015
January –
June 2016
Deploy Stabilization &
Optimization
Go-Live
Data Conversion and Migration
Integrations
Quality Management
Organizational Change Management, Communications, Knowledge
Transfer and End-User Training
Operational Readiness
We are here!
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Design Phase Accomplishments
Overall / Change Management
 Completed Design Phase on time and under budget
 Engaged all business units through communications
and design sessions
 Identified major change impacts
 Launched UW@Work, the project newsletter
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Design Phase Accomplishments
Replace UW’s existing payroll system with a
modern, integrated HR and payroll system
 Made key design decisions
 Completed design sessions with 300+ SMEs (12,563
hours)
 Completed 22 Design Guides and Workbooks
 Documented 1,384 items in the Requirements Traceability
Matrix
 80% of data is ready for loading into P1
 Initial designs for 75% of required integrations are
complete
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Design Phase Accomplishments
Implement standardized HR and payroll
processes and practices across the entire UW
 Documented 65 to-be Workday business processes
 Drafted 44 end-to-end business processes
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Configuration Phase Overview
• Focused on building the system that was
designed during the Design Phase
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Load P1 data (more comprehensive)
Ensure functional processes work
Build and test integrations
Develop test plans and scripts
• Unit engagement will increase
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Conduct unit-specific impact assessment
Develop readiness teams
Increase communications
Prepare training materials
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Functional Work
• Complete the outstanding functional design
o Merit Process
o Mobile
o Security
• Complete documentation of end-to-end business
processes
• Validate Prototype 1 (P1) data
• Conduct functional testing of the system with the
P1 data to ensure the system works as designed
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HELPFUL RESOURCES FOR
NAVIGATING BIWEEKLY PAY
UW@Work Newsletter
https://f2.washington.edu/teams/hrp/uw-at-work
• Distributed Tuesday, Nov. 18, to 42,645 employees
• Announced the upcoming move to biweekly pay
• Generated a number of questions
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Biweekly Pay Transition Website
https://f2.washington.edu/teams/hrp/payroll
Gross pay
calculator
for biweekly
projections
Helpful
resources
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WORK SCHEDULE ASK
Background
• Part of the configuration in Workday involves the
automatic computation of:
o Overtime
o Shift differential
o Time off calculations for holiday credit
• All of the above require an accurate employee work
schedule
• Work schedules with in/out times are not currently
available in any centralized system; schedules are often
managed at the departmental level
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Objectives
• Obtain work schedules for UW employees in scheduled
leave-bearing positions
• We will use this data to:
o Summarize work schedule data into categories
o Load and configure work schedules in Workday
o Determine plan for obtaining more accurate work schedules later
as part of future loads of data
o Identify work schedules that will need to change due to switch to a
single FLSA workweek
• We will not be requesting work schedules for the following
populations
o Students (including graduate and work study)
o Medical Center employees
o OT Exempt employees who are not OT eligible
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Ask & Deadline
• Request distributed to HR/P Admin Network and parsed
out by PUC (sent on November 24)
• Complete and return completed spreadsheets
• Already received spreadsheets from 2 orgs (4 PUCs)
DEADLINE:
Completed spreadsheets due January 16, 2015
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Questions & Contacts
Are there any other needs?
Questions?
• Email: [email protected]
• Call:
o Christa Woodhull, Time Tracking Analyst, 543-1731
o Tram Le, Time Tracking Analyst, 221-8109
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Questions?
http://f2.washington.edu/teams/hrp