Workday Update
August 26, 2014
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INTRODUCTION WORKDAY OVERVIEW & PROGRAM TIMELINE
Workday@Yale Strategic Objectives
Make it easy to get work done and harder to make
mistakes
Establish an accurate, trusted
and timely reporting environment
Simplify and standardize processes
Minimize administrative
overhead for faculty and end users
Lower operating costs and improve
effectiveness
Workday@Yale Vision Statement
Workday@Yale 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.
The Workday@Yale vision statement identifies where we’re trying to go and how, collectively, we’ll get there:
Workday Overview
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
What is Workday?
Workday Benefits
Simple and intuitive to use
Empowers faculty, staff and executives through self-service
24/7 mobile access
Yale’s current systems are outdated and no longer meet business needs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
Why Change?
Workday@Yale 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”
September 2014
HCM P2
June 2014
HCM P1
April 2015
July 2016
Release 1 – HCM/Payroll/Faculty Configure & Prototype Test Deploy Architect
Release 4 - Finance
Configure & Prototype Test Deploy Architect
= Go-Live
Program Phases and Timeline
Implementation
Finance P1
March 2015
Benefits, Talent, Compensation, Payroll, Faculty Appointments & Appointment History, Academic Reporting, BI/DW Reporting
Expense Management, Procurement, Supplier & Accounts / Contracts, Business Assets, Sponsored Awards Management, Endowment Accounting, Customer Accounts, Banking & Settlement, Financial Accounting, BI/DW Reporting
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FIRST “GO-LIVE” HCM/PAYROLL/FACULTY
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What Is Changing In April 2015 (first “go-live”)
The following business areas and functionality is planned for the first “go-live”: Employee Self-Service (ESS)
Change Address/Personal Data Benefits 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
The first “go-live” will focus primarily on HCM and Payroll functionality and will include self-service functionality for all Yale employees and managers.
Did You Know…
Direct Deposit Enrollment
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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.)
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
What Can Employees 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
What Can Managers Expect?
HCM / Payroll Components
Workday Focus Leads and Teams
Integration & Conversion
Darrell Cook, Hadar Call, Judy Offutt, HRIS, ITS and teams from other departments
Core HR Jaci-Beth Ward, and staff from HRIS, Operations, Employee Services, YSM Operations and Employee Relations
Compensation & Classification
Ron Lipkins, Julie Kimball and a cross section of Compensation, Staffing and other HR team members
Payroll & Labor Distribution Elizabeth Anderson and a cross section of Finance, ORA, HRIS and Payroll staff
Faculty Life Cycle Anna Maria Hummerstone, Hadar Call, Kathy Schoonmaker and a cross section of academic support staff
Benefits Corey Rossman, Whitney-Ann Bradshaw, Benefits Planning, and Employee Service staff
Security & Controls Elizabeth Burnell, the HCM teams
Training & Communication Dick Bascom, Christine Viele and the change management support teams
Reporting Kathleen Broderick, Lourdes Reyes, Judy Offutt, Katrina Sikorski, Anna Maria Hummerstone, Gary Gravino and support from other teams
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NAVIGATION IN WORKDAY
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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.
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Navigation: Header
Click the Workday Logo to take you back to the home page
Search allows you to search for people, tasks or reports
Menu gives you quick access to dashboards and favorites Your profile allows you to update your
information and view performance and compensation information
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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.
Dashboards: This is a menu button for easy access to Compensation and Benefits and Workforce Planning. These dashboards are designed for managers.
W: Drive: This is a virtual drive where you can store generated reports.
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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
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Navigation: Home Page
Access organizational charts and contact information for other employees
Access and update your personal information
View benefit information and enroll in benefits
My Team allows Managers to access information about their team members, including compensation and work history
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Navigation: Inbox
The Inbox icon will display an activity badge to alert you to the number of new actions as they are received
Inbox items display in the order they are received, with the most recent on top
When you select an item from your Inbox, it displays in a preview pane to the right, where you can make edits directly
Actions: Items requiring completion
Notifications: Do not require system action
Archive: Process status and historical actions
Your Inbox includes:
COMMUNITY ENGAGEMENT
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Change Management Helps Mitigate Change Impact
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Service Group Concept
Each Service Group consists of 10 Representatives of the University Community from all levels of the organization
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
Activities
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
Purpose
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
Member Characteristics
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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)
Service Groups
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
Workday Adoption Toolkit (WAT)
Videos Short and easy-to-digest role-based videos that cover a wide variety of topics
WAT Components
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
Opportunities for Yale Community Engagement
Browse the Workday@Yale web site – http://workday.yale.edu
Subscribe to the Workday@Yale newsletter at https://messages.yale.edu/Subscribe/List/ITS
Contact the Program at [email protected]
Access the Workday@Yale Communications Toolkit – Go to the following URL and log-in with your Net
ID and password: http://workday.yale.edu/training-resources/internal-use
There are many ways to stay connected and provide input to the Workday@Yale program:
Questions
Top Related