HR/Payroll Modernization Design Review School of Medicine

October 30, 2014

Agenda

Topic

Welcome & Meeting Format #3 - Practice Plan and Other Contracts #1 – Compensation Sources #2 – Contingent Worker Status #4 – Position Management for Residents & Fellows #5 – PDR Faculty #6 – Impacted Systems / Transitions & Interfaces #7 – EDW and IAM #8 -- Reporting #9 – Research Considerations #10 – Roles & Responsibilities Questions & Answers

Presenter

Jean Boraca Jerry Heinz

Time

8:30 – 8:40 8:40 – 9:00 9:00 – 9:20 9:20 – 9:40 9:40 – 10:00 10:00 – 10:20 10:20 – 10:35 10:35 – 10:50 10:50 – 11:05 11:05 – 11:15 11:15 – 11:30 11:30 – 12:00 Design Review - School of Medicine 2

Meeting Format

• • • • • Panel format as varying project team members will respond Time blocked for each Issue (1 – 10) For each issue – – – Show the issue Review key points to provide clarity Show the issue again Use your cards to capture additional questions and impacts 30 minutes at end for additional questions Design Review - School of Medicine 3

3 - Practice Plan and Other Contracts

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Terminology Changes

Current

Employee Job Class Appointment Distribution Budget

Workday

Worker Job Profile Position Cost Allocation Cost Center Full glossary is online: https://f2.washington.edu/teams/hrp/design/functional Design Review - School of Medicine 5

Academic Appointments

• Academic appointments will track the appointee’s time at UW • Design underway to capture mandatory review dates, service period, tenure value • • Academic affiliates, courtesy clinical and affiliate faculty Paid and unpaid, paid position and academic appointment only, joint/adjunct • • Academic track type, categories, group Identifiers: Primary, joint, dual, administrative • • Employment and courtesy relationships Hire date, appointment date Design Review - School of Medicine 6

Key UW Design

• • • • • • One common pay master with UWP. The project is working on the integration to continue the transfer of payroll data to UWP/ADP Practice plan amounts are not being loaded into Workday UW is moving to biweekly – not aware of any impact on UWP and CUMG. Policy decision does not control external relationships Workday compensation components are limited to current state. The process will change but the elements will not Contract tracking for academic personnel will not be included in Workday UW Benefits are based on UW FTE Design Review - School of Medicine 7

3 - Practice Plan and Other Contracts

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1 - Compensation Sources

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Compensation Components for Faculty

SoM

X Y Z WOS (Without Salary) ADS (Administrative Supplement) TPS (Temporary Supplement)

Current in HEPPS

Yes-Regular Earnings (REG) No No Yes-No dollar amount entered Yes-Dollar amount entered

Future (Workday)

• • Salary Plan: Academic Year Salary Plan, or General Salary Plan No No No, will be academic appointments Ex., adjunct, unpaid joint appointments Allowance Plan: Administrative Supplement Yes-Dollar amount entered Period Activity Pays: • • • Examples: Emergency Instructional Coverage Clinical Coverage Overload UW Educational Outreach No SAAC, MAAC, etc.

PDR (Paid Direct) No Yes-No dollar amount entered To be determined Design Review - School of Medicine 10

1 - Compensation Sources

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2 - Contingent Worker Status

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Non-Employee Relationships

• Academic Affiliates Someone who works at an educational institution, but isn't in an employment relationship with the institution. At UW these will include visiting scholars, courtesy clinical and affiliate faculty.

• Contingent Worker A contingent worker is not paid through Workday Payroll, could receive 1099 wages or may not be paid by UW at all, and is not eligible for university benefits. Examples are independent contractors, consultants, AGO attorneys or visiting agency nurses. Design Review - School of Medicine 13

Affiliates: Current State vs. Future State HEPPS Academic Personnel No Employment Relationship Academic Employee Employee All Non Academic Affiliate Attorney General Board of Regents HHMI Agency Workday Academic Personnel All Non Academic Personnel Employee

• • • •

On Supervisory Org On Academic Hierarchy Has Position Is Paid via Workday

• • • •

Consultant/ Contractor/ Vendor/ AG Board of Regents Non-Academic Affiliates Contingent Worker

• • • •

On Supervisory Org Has Position Is not paid via Workday Is not Academic

• • •

Courtesy Faculty Courtesy Clinical & Affiliate Visiting Scholar Academic Affiliates

• • • • •

On Academic Hierarchy Not on Supervisory Org Doesn’t Have Position Not paid via Workday No Employment Relationship

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Academic Personnel in Workday

Supervisory Organization Will sit on both Supervisory Org Organization and Academic Hierarchy Academic Hierarchy Position Unpaid Will Have an Academic Appointment and Sit on Academic Hierarchy Only

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Academic Appointment

15

2 - Contingent Worker Status

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4 – Position Management for Residents and Fellows

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PM for Residents and Fellows

• All positions paid by UW, regardless of duration or appointment term will be made using position management. Positions can be created in advance or at time of hire/need • Multiple positions can be created to accommodate fluid relationships between various appointment types Design Review - School of Medicine 18

4 – Position Management for Residents and Fellows

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5 – PDR Faculty

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PDR

• PDR faculty will be viewed and treated as academic appointments • Using FTE and costing allocations the same way as other faculty • Design in progress – proposed solution that captures the attributes of a faculty member Design Review - School of Medicine 21

5 – PDR Faculty

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6 – Impacted Systems / Transitions and Interfaces

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• • • • •

Guiding Principles

Direct system-to-system integration with Workday will facilitate core HR/Payroll business processes • Other downstream systems will obtain data via centrally-managed Data Services (e.g., Enterprise Data Warehouse/Operational Data Store/Web Services) Workday data in centrally-managed Data Services • The EDW/ODS/Web Services data model will reflect the new Workday data model, not the current data model • The Workday data provided to centrally-managed Data Services will reflect the type of data and timing currently provided in order to support necessary analytic and operational capabilities • Current security and access methods for centrally-managed Data Services will be retained; data custodians will manage roles and access Workday is the system of record of HR/Payroll data • Workday data should not be altered (i.e., cleansed/edited/fixed) by downstream/shadow systems Workday will not include historical HR/Payroll data • Historical data required for analytic and operational needs will be retained in centrally-managed Data Services There needs to be a concerted effort to eliminate downstream/shadow systems Design Review - School of Medicine 24

Data Relationships

HEPPS

Employee Appointment Appointment Appointment WOS Distribution Distribution Distribution Distribution Distribution Earnings Position Design Review - School of Medicine

Workday

Cost Allocation Job Worker 25

EDW/ODS Impact

Appointment Contact Job Classification Person Earn Type Bargaining Unit Design Review - School of Medicine Actual Distribution 26

Job Profile

Future Data Model

Supervisory Org Position Cost Allocation Design Review - School of Medicine Worker Payroll Result 27

6 – Impacted Systems / Transitions and Interfaces

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7 – EDW and IAM Needs

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8 - Reporting

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9 – Research Considerations

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Research Engagement

• All central offices engaged in research activities including eFECS, SAGE, ORIS, etc., have been participating in design conversations Design Review - School of Medicine 32

9 – Research Considerations

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10 – Roles and Responsibilities

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Supervisory Organizations & Roles



Supervisory Organizations

“report” to one another to form the

Supervisory Organization Hierarchy Manager Accounting

Susan Steinberg, VP

Finance

 When linked with Supervisory Organizations, the

following is true of Role-Based Security:

Lisa Scott HR Support

Managers

Katrina Lindgren, Director

Members

Dylan Johnson Laurie Jenkins

Reporting

Daljit Singh    Is assigned to a Position that a Worker fills within a Organization Determines what a user can

see

and

do

within the application

HR Support

Bob Jones HR Support Jennifer Smith HR Support Provides

access to appropriate

data within the assigned Organizational structure  Determines

functional responsibilities

and

routing of actions

within a

Business Process

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10 – Roles and Responsibilities

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QUESTIONS & ANSWERS

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Questions?

http://f2.washington.edu/teams/hrp