Workday Update. August 26, 2014

Transcription

1 Workday Update August 26, 2014

2 INTRODUCTION WORKDAY OVERVIEW & PROGRAM TIMELINE - 2 -

3 Strategic Objectives Simplify and standardize processes Make it easy to get work done and harder to make mistakes Establish an accurate, trusted and timely reporting environment Minimize administrative overhead for faculty and end users Lower operating costs and improve effectiveness

4 Vision Statement The vision statement identifies where we re trying to go and how, collectively, we ll get there: will support Yale s mission with excellent administrative services that mirror Yale s excellence in teaching and research, making it easier for faculty, students and staff to get their work done. Developed with broad community engagement, Workday@Yale will be defined by easy to use systems that lower the administrative burden for all, deliver trusted information and reduce overall costs.

5 Workday Overview What is Workday? Workday provides the only unified, global Human Capital Management (HCM), Payroll and Financial Management solution uniquely designed for the needs of higher education Delivered in the cloud, Workday seamlessly integrates with other systems across the University Workday requires no on premise hardware or software, which dramatically reduces technology costs associated with implementation and upgrades Simple and intuitive to use Empowers faculty, staff and executives through self-service 24/7 mobile access Workday Benefits

6 Why Change? supports all four focus areas of President Salovey s vision for Yale: a more unified Yale, a more accessible Yale, a more innovative Yale, and a more excellent Yale Yale s current systems are outdated and no longer meet business needs The University needs a flexible system that supports Yale s expanding global campus Workday is less costly to support and offers enhanced, innovative functionality Workday will make it simpler to get work done and harder to make mistakes Yale is joining Brown, Georgetown, Cornell, USC, and Carnegie-Mellon on Workday s Higher Education Advisory Board to guide the design and features of the of the future system

7 Program Phases and Timeline Implementation June 2014 September 2014 April 2015 Architect Release 1 HCM/Payroll/Faculty Configure & Prototype Test Deploy HCM P1 HCM P2 Benefits, Talent, Compensation, Payroll, Faculty Appointments & Appointment History, Academic Reporting, BI/DW Reporting March 2015 Expense Management, Procurement, Supplier & Accounts / Contracts, Business Assets, Sponsored Awards Management, Endowment Accounting, Customer Accounts, Banking & Settlement, Financial Accounting, BI/DW Reporting July 2016 Release 4 - Finance Architect Configure & Prototype Test Deploy = Go-Live Finance P1

8 FIRST GO-LIVE HCM/PAYROLL/FACULTY - 8 -

9 What Is Changing In April 2015 (first go-live ) Did You Know The first go-live will focus primarily on HCM and Payroll functionality and will include self-service functionality for all Yale employees and managers. The following business areas and functionality is planned for the first go-live : Employee Self-Service (ESS) Change Address/Personal Data Benefits Enrollment Direct Deposit Enrollment Manager Self-Service (MSS) functionality View Team Org Charts Faculty Specific Information (Appointments & Appointment History) Payroll Employee Profiles for Temporary Staff (Contingent Workers & Visiting Faculty) Integrations Mobile - 9 -

10 What Is NOT Changing The following business areas and functionality will NOT change with the first go-live : X Time Tracking X Procurement/payment systems (including SciQuest ) X Budget and Expenses X Grants Management X Supplier Management X Financial Accounting X Recruiting X Learning Systems (TMS, etc.)

11 What Can Employees Expect? Secure data and easy access to the information you need to do your job Less data entry and paper Automated, interactive processes Mobile access to view and manage your personal information anytime, anywhere with an internet connection

12 What Can Managers Expect? Managers can expect: Quick and easy access to organizational information Managers will be able to view key information about their staff members, such as: Position information Compensation information The system will ultimately equip managers to: Manage personnel Make budgetary decisions Conduct performance management Assist with talent development

13 HCM / Payroll Components Workday Focus Integration & Conversion Core HR Compensation & Classification Payroll & Labor Distribution Faculty Life Cycle Benefits Security & Controls Training & Communication Reporting Leads and Teams Darrell Cook, Hadar Call, Judy Offutt, HRIS, ITS and teams from other departments Jaci-Beth Ward, and staff from HRIS, Operations, Employee Services, YSM Operations and Employee Relations Ron Lipkins, Julie Kimball and a cross section of Compensation, Staffing and other HR team members Elizabeth Anderson and a cross section of Finance, ORA, HRIS and Payroll staff Anna Maria Hummerstone, Hadar Call, Kathy Schoonmaker and a cross section of academic support staff Corey Rossman, Whitney-Ann Bradshaw, Benefits Planning, and Employee Service staff Elizabeth Burnell, the HCM teams Dick Bascom, Christine Viele and the change management support teams Kathleen Broderick, Lourdes Reyes, Judy Offutt, Katrina Sikorski, Anna Maria Hummerstone, Gary Gravino and support from other teams

14 NAVIGATION IN WORKDAY

15 Navigation: First Time Sign-In The first time a user signs in to Workday, they will see the following important features. Information is displayed in tips to introduce the user to the navigation throughout the system

16 Navigation: Header Search allows you to search for people, tasks or reports Click the Workday Logo to take you back to the home page Menu gives you quick access to dashboards and favorites Your profile allows you to update your information and view performance and compensation information

17 Navigation: Drop-Down Menu The drop-down icon houses landing pages, dashboards, W:Drive and Documentation Users will only see options they have access to based on their role For example, only employees with a Manager Role will see the My Team option My Team: This page is for managers and can be configured to replace the My Workday page. W: Drive: This is a virtual drive where you can store generated reports. Dashboards: This is a menu button for easy access to Compensation and Benefits and Workforce Planning. These dashboards are designed for managers

18 Navigation: Search The search box is located on all pages in the upper left portion of the header Search functionality returns type-ahead predictive results Search for people, tasks and reports

19 Navigation: Home Page My Team allows Managers to access information about their team members, including compensation and work history Access and update your personal information Access organizational charts and contact information for other employees View benefit information and enroll in benefits

20 Navigation: Inbox Actions: Items requiring completion Your Inbox includes: Notifications: Do not require system action Archive: Process status and historical actions Inbox items display in the order they are received, with the most recent on top The Inbox icon will display an activity badge to alert you to the number of new actions as they are received When you select an item from your Inbox, it displays in a preview pane to the right, where you can make edits directly

21 COMMUNITY ENGAGEMENT

22 Change Management Helps Mitigate Change Impact

23 Service Group Concept Each Service Group consists of 10 Representatives of the University Community from all levels of the organization Purpose The primary goal of Service Groups is to improve overall satisfaction with services that support the work every day at Yale Service Groups are the community engagement vehicle to champion new processes and define value from the user point of view and service levels Activities Identify the end to end service including the integration and overlap of processes and systems Serve as key champions of change for business processes and service changes around and within Workday Member Characteristics Subject matter expertise for the specific service Team player with an institutional view and ability to represent their peers Commitment to act as a champion of change

24 Service Groups Phase 1 Service Groups (April 2014): Workforce Management Accuracy of Unit Financial Statements Information Delivery Phase 2 Service Groups (July 2014): Faculty Recruitment, Appointments and Promotions Position & Compensation Management Student & Temporary Hiring & Life Cycle Management Phase 3 Service Groups: (October 2014): Getting Started at Yale (Onboarding) Purchasing Goods & Services (External & Internal/ISPs) Gift & Endowment Stewardship Sponsored Awards Management Phase 4 Service Groups (March 2015): Hiring Staff Unit Financial Management Arranging Travel, Business & Special Events (Expense Management)

25 Workday Adoption Toolkit (WAT) The WAT is a collection of tools and resources designed to accelerate the Workday rollout and quickly train end users on how to use Workday The Workday@Yale Program Team will customize and employ many of the tools and resources contained within the Toolkit to meet the training needs and interests of the Yale end user community WAT Components Videos Short and easy-to-digest role-based videos that cover a wide variety of topics FAQs Detailed screen shots with step-by-step answers to common questions from users Facilitator Guides In-depth guides assist trainers to conduct a wide variety of live training sessions Marketing Materials Sample internal communications that can be leveraged for change management activities Screencast Scripts Transcripts can be used to customize videos and build job aids or quick reference guides

26 Opportunities for Yale Community Engagement There are many ways to stay connected and provide input to the program: Browse the web site Subscribe to the newsletter at Contact the Program at Access the Communications Toolkit Go to the following URL and log-in with your Net ID and password:

27 Questions