Transcript EDW Business Intelligence SIG Quarterly Information Session HR/Payroll, EDW, ODS July 23, 2015

EDW Business Intelligence SIG
Quarterly Information Session
HR/Payroll, EDW, ODS
July 23, 2015
AGENDA
Overview of HR/Payroll Modernization
– Joni Kirk, Communications Manager – HR/P Modernization
– Jacob Morris, Technology Manager – HR/P Modernization
HR/P Conceptual Changes
– Rob McDade, Information Architect - Enterprise Data & Analytics
Knowledge Navigator Metadata Tool
– Keith Van Eaton, Metadata Manager- Enterprise Data & Analytics
– Pieter Visser, Solutions Architect - Enterprise Data & Analytics
Q&A
2
Overview of HR/Payroll Modernization
Technology
Business Processes
Systems
3
Our Current State
• No central HR system
• Many shadow systems with limited integration and little – if any –
assurance of data integrity, consistency, or security
• Employee data is inconsistent and is provided in various formats
• Excessive time is required to collect and analyze employee data,
as well as to make workforce decisions based on the data
• UW is unable to answer important questions for strategic and
organizational planning
–
–
–
–
–
How many open positions does the University have at any given time?
Which employees work at a given UW location?
What percentage of new hires were still here one year and two years from hire date?
What is the average turnover rate?
How many terminations occurred, were they voluntary or involuntary, and what were
the reasons for termination?
4
Workday:
One System for HR & Payroll Needs
EMPLOYEE SELF-SERVICE
Employees will be able to:
 Edit personal contact
information
 Maintain direct deposit
selection(s)
 Edit emergency contacts
 Request Leave of Absence
 Print W-2s
and much more…
MANAGER SELF-SERVICE
ACADEMIC PROCESSES
Managers will be able to:
Departments will be able to:
 Initiate a job requisition
 Track and maintain academic
ranks eligible for appointment
 Initiate hiring a new employee
 Request a one-time payment
 View HR and payroll reports
 View department
compensation reports
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
and much more…
5
HR/P Implementation Timeline
Mar-Jun 2014
Plan
Jul-Oct 2014
Design
Nov 2014 –
Feb 2015
Mar-Jun 2015
Jul-Oct 2015
Configuration & Prototype
Nov 2015
– Feb 2016
Mar-Jun 2016
Test
Deploy
Jul-Oct 2016
NovDec
2016
Stabilization &
Optimization
Go-Live
Data Conversion and Migration
Integrations
Quality Management
Operational Readiness
Organizational Change Management, Communications, Knowledge Transfer, and End-User Training
We are here
6
Opportunities for UW Engagement
Readiness Teams
Learn about your unit's readiness activity
by contacting your unit representative:
MyWorkday.uw.edu/outreach
Project Newsletter
Access UW@Work:
MyWorkday.uw.edu/uw-at-work
Feedback
Submit feedback:
MyWorkday.uw.edu/feedback
Engagement
Mechanisms
Website
Browse the HR/Payroll
Modernization website:
MyWorkday.uw.edu
Resources
Download helpful resources:
MyWorkday.uw.edu/resources
Email
Contact the project team by
email: [email protected]
7
New Terminology
8
New Terminology
• Worker
– A person who is employed by the UW and
paid through payroll receiving a W-2.
• Contingent Worker
– A person contracted by UW, or an
individual who has a non-academic
affiliation, and is not paid through UW
payroll.
– Contingent workers may or may not
receive a 1099.
9
New Terminology
• Position
– UW workers are hired to perform a specific
job.
– The job has a list of responsibilities or
actions that need to be performed.
– In Workday, these responsibilities are
attributes of a "position" that help
determine what job profile (job class code)
should be assigned to the position.
– Includes information such as worker type,
location, and whether the position is fulltime or part-time.
10
New Terminology
• Job Classification
Employment
Program:
Pro Staff
– The high-level descriptors that define an
individual job, including:
o Employment program (e.g., faculty, professional,
classified, temporary)
o Financial account codes (e.g., hourly, overtimeeligible, premiums)
o Absence eligibility code (e.g., grades)
o U.S. standard occupational classifications (e.g.,
accountants, auditors, media workers)
– A single employee may have multiple job
classifications
– Each of the descriptors can be used to
categorize job profiles
SOC: Media and
Communication
Workers
ProStaff
OT Exempt
- Grade 10
& below
Financial Acct
Code: Pro Staff
and Librarians
11
New Terminology
• Position Management
– A clearly defined organizational structure
– Employees are hired and moved within the
structure.
– Requires an open and approved position
before the hire, promotion, or transfer of a
worker can be initiated.
– Information captured through the initial
setup and subsequent modifications of a
position will carry through the life of the
position regardless of the employee
currently sitting in the position.
– Information about a position is visible after
the employee has vacated the role.
12
Workday Demo
13
MyWorkday.uw.edu
[email protected]
From HEPPS to Workday
15
From HEPPS to Workday:
Concept Changes
Current HEPPS concepts
Workday concepts with similar content
Person
Worker, Contingent Worker, Academic Affiliate
Appointment
Worker Position, Position, Academic Appointment
“Job Class”
Job Profile, Job Family, Job Family Group
Projected Distribution
Worker Position, Position, Cost Center, Cost Allocation Set,
Compensation Component
Actual Distribution
Payroll Result
16
From HEPPS to Workday:
New Concepts
New concepts
Supervisory Org
Cost Center (= Budget Number)
Academic Appointment
Academic Track, Academic Track Type, Academic Rank, Academic Track Type Category
Academic Unit / Academic Unit Hierarchy
Job Classification (NOT “Job Class” equivalent)
17
• HEPPS = Smart codes galore!
• Workday: Existing codes will
be created in WD with a
numbering scheme of 1XXXX;
new codes will use 2XXXX.
Job Code ranges will no
longer imply any
meaning…
Home Department
Job Code
From HEPPS to Workday:
Sticky Wickets
• HEPPS: Home Department
and Academic Home
Department are widely used
to proxy other data elements
• Workday: Other data
elements are used to proxy
Home Department.
Academic Home Department
is no more.
18
How all these concepts relate…
19
There’s a lot of information to
communicate…
20
Cloning’s next-best option…
21
KNOWLEDGE NAVIGATOR DEMO
22
RESOURCES
•
HR/Payroll Modernization Project
–
•
Knowledge Navigator Mailman List
–
•
https://mailman1.u.washington.edu/mailman/listinfo/knowledge-navigator
July 30th Brownbag, UW Tower Auditorium, 12:30 – 1:30
–
•
http://myworkday.uw.edu
Register at http://tinyurl.com/nevctb9
Recording of today’s session
–
http://tinyurl.com/qgu8tum
•
Survey coming soon – please complete
•
Sign in in the back of the room
23
Q&A
24