Workday FAQs for System Office People Managers

Transcription

1 Workday FAQs for System Office People Managers As of May 12, What is Workday? Workday is a new HR and Payroll system that will be utilized by all Trinity Health ministries. It will provide all colleagues and managers with a simple to use, secure application for accessing and updating HR and payroll information through any Internet-accessible device. 2. When will Workday go live? Will all Trinity Health Ministries go live at the same time? System Office (Livonia and Newtown Square) has been selected as the early adopter site. Workday will be implemented in two phases at System Office: Phase one Colleagues on System Office payroll (no matter where they physically work) will start using Workday effective with the pay period that begins June 19, 2016, for a pay date of July 8. Phase one includes: employee and some manager self-service; payroll; core HR functions and business processes; benefits; absence management, base compensation; and basic reporting. Phase two The System Office go-live will happen in stages (exact dates TBD). It will include additional manager functionality including: succession planning, talent acquisition, performance management, and advanced analytics. You'll hear more about this in the coming months. Based on learnings from our System Office go-live, we will determine the revised implementation timeline for our Ministry sites. 3. Why is Trinity Health moving to Workday? Currently there are multiple HR and payroll systems being utilized across Trinity Health s Ministries. In the case of System Office, colleagues are on two different payrolls and there are two different core HR systems: PeopleSoft for Livonia-based colleagues and Lawson for Newtown Square-based colleagues. Maintaining multiple systems is costly and highly inefficient, creates reporting challenges, and results in an inconsistent experience for colleagues and managers supporting our colleagues. Workday will enable us to consolidate HR and payroll information into one system. It is a key part of our Enterprise Resource Planning (ERP) initiative to deliver a modern, unified technology platform for core Human Resources, Finance and Supply Chain functions for all Ministries. ERP will help us integrate business functions and operations for better decision making and greater organizational agility. 1

2 4. Once Workday goes live, will we still use our current HR systems, like Lawson, PeopleSoft, Kronos, etc.? Workday will replace many of the major payroll and HR systems being used across Trinity Health, such as PeopleSoft and Lawson. Other HR systems, such as Kronos, will be integrated with Workday. The chart below highlights the impact of Workday on some of our current HR systems being utilized by the System Offices: Current System Lawson (Newtown Sq.) PeopleSoft (Livonia) Kronos System after Workday go-live Workday Workday Kronos for all Livonia payroll Kronos for nonexempt Newtown Square payroll Kronos for exempt Newtown Square payroll* Type of system Core HR & employee selfservice Core HR & employee selfservice Timekeeping Success Factors Workday Performance management Position Workday Talent Manager acquisition HealthStream HealthStream Learning management Date of change June 19, 2016 June 19, 2016 No change, will be integrated with Workday June 19, 2016, transitioning from legacy CHE version to System Office instance of Kronos. Will be integrated with Workday June 19, 2016, will be integrated with Workday Phase two of Workday, date to be announced Phase two of Workday, date to be announced No change, will be integrated with Workday *Note: effective with the Workday go-live on June 19, Newtown Square exempt colleagues will begin using Kronos for time-off requests (e.g., PTO). If you are among this colleague population, please watch for additional communications specific to Kronos and what you need to do. 2

3 5. As a colleague, what will I be able to see/do in Workday? You will be able to: View your pay slip, W2 and benefit selections. Enroll in benefits and make your benefit selections during open enrollment. Add a dependent to your benefits in the case of a qualifying event, such as a change in marital status, or the birth or adoption of a child. Change your tax withholding and direct deposit information. Change your emergency contacts and update your home address. Upload your photo. Search for Trinity Health colleagues across the country to find basic (non-confidential) information that allows you to connect more easily. 6. What will people managers be able to see/do in Workday? Once Workday is fully implemented, people managers will be able to: Initiate transactions for their team online without paper forms, such as performance reviews (phase two), certain compensation changes, job changes and more. View real-time dashboards and analytics to better manage, engage with and develop team members and understand important information like headcount, position management and turnover. Access their team organizational structure and view important milestones for their team, such as work anniversaries and birthdays (month/day only). Provide feedback on colleagues throughout Trinity Health and view feedback received for their team (phase two). View/enter feedback on direct reports and information about their performance (phase two). Initiate and finalize hire/selection process for colleagues (phase two). 7. Will colleagues and people managers need to complete any training prior to using Workday? While formal training for people managers will not be required for phase one, you are highly encouraged to attend one of the training sessions that will take place prior to go-live on June 19. Watch your for more information. Colleague training will be just-in-time and self-directed, with job aids and demos available through the Workday help website. Note that this site is under construction. Job aids and demo videos are being added on a regular basis, so please continue to check in at the website. During the week of go-live, June 20-24, there will be a number of live and virtual support opportunities for executives, managers and colleagues to learn about the system. 3

4 8. Will I be able to access Workday from multiple devices, such as my PC, tablet, smartphone? Yes! The secure Workday application is web-based and accessible through any device that has Internet access. You'll be able to access it at work, home, or while you re on the go. 9. Will I need to create a separate password to login to Workday? You will be able to login using your Trinity Health network ID and password. The same network ID and password will be used regardless of whether you are logging in from your laptop, phone or tablet. Managers with Direct Reports in Multiple Locations 10. I currently manage both Newtown Square and Livonia payrolls, which means I have access to both the Lawson and PeopleSoft HR systems. If a new colleague joins my team between now and when Workday goes live, will I be able to access their information via the current systems? During this transition to Workday, we have been maintaining accurate reporting relationships by placing our leaders with direct reports across payroll systems into both PeopleSoft and Lawson. As we prepare for cutover to Workday for the System Offices between now and June 19, we will no longer be able to accept requests to add leaders into both HR systems. These leaders will remain in either PeopleSoft or Lawson and their direct reports on a different payroll system will need to be temporarily assigned to another manager. This may have an impact on Success Factors and Kronos. Please contact your HR representative for assistance. Once we are live in Workday this issue will be resolved and managers will be able to see and access information on colleagues in their reporting structure regardless of their location or payroll. 11. Once Workday goes live, will I be able to access my entire team through one system? Yes, information for all of your direct reports, no matter where they are located, will be accessible through Workday. Blackout Period 12. What is the HR system blackout period? To prepare for cutover to Workday there will be a blackout period during which no transactions can be made in our current HR systems, Lawson (Newtown Sq.) and PeopleSoft (Livonia). 13. When does the blackout period take place? The blackout period will happen from 4:59 p.m. ET on May 27 to 11:59 p.m. ET on June 18. This will apply to System Office payrolls only. 4

5 14. How will the blackout period affect managers? During the blackout period you will be able to view information in the Lawson and/or PeopleSoft systems, but you will not be able to initiate any transactions. As a manager, please plan accordingly and take proactive action wherever possible to initiate transactions prior to the blackout period, especially those that impact colleague pay. For example, if you have a colleague who is due to have a performance review and merit increase during the blackout period, be sure to submit all paperwork to HR no later than May 22, which is the start of the pay period immediately prior to the blackout. This will help ensure the colleague receives any pay increase on a timely basis. In the case of a new hire scheduled to begin working during the blackout period, HR will enter the start date into the legacy HR system prior to the start of the blackout period. The colleague can begin work on June 6 (the first Monday of the pay period) and will get paid on June 24, along with all other System Office colleagues. (Note: while a colleague can start work on other dates, we always prefer that they do so on the first day of a pay period. June 6 is the only date during the blackout that is the first Monday of a pay period.) We can also extend and accept offers of employment during the blackout period and HR will work with you on finalizing a start date that occurs on or after the Workday go-live of June How will the blackout period affect colleagues? During the blackout period, colleagues will have view-only access to their information in our current HR systems, Lawson (Newtown Square) and PeopleSoft (Livonia). They will not be able to initiate any self-service transactions, such as adding a dependent in the event of a marriage, birth or adoption of a baby. Colleagues should contact HR for assistance. 16. What if I need to initiate an HR-related transaction during the blackout period? As always, if you have questions, contact HR for assistance. Livonia-based colleagues associateresources@trinity-health.org Livonia-based executives Gale Loftus at loftusg@trinity-health.org Newtown Square-based colleagues and executives Danielle Spadea at dspadea@trinity-health.org 17. What happens after the blackout period is over? You are strongly encouraged to login to Workday beginning June 19 to check your personal information (address, emergency contact, benefits, beneficiaries, etc.). 18. Where can I get more information? Please visit the Workday help website. 5