Transcription
Workday Community UpdateDecember 2013
What is Workday? Workday is a cloud-based, software-as-a-service (SaaS) businesssystem that supports human resources, payroll and financialfunctions, and will replace what we know today as “Oracle” (inaddition to some other systems) About Workdayo Workday is the name of the company, and the product that they sello Founded in 2005 by former PeopleSoft leaders (Dave Duffield, founderand CEO and Aneel Bhusri, chief strategist)o Quickly became top rated vendor of human resource systems (perForrester Research)o Has 450 global clients, including an established and growing base inhigher education (examples include Brown, Cornell, NYU, Georgetown,Univ of Rochester, Syracuse)2
Why Workday?Yale selected Workday for many reasons, including: Less expensive & easier to support Modern technology Continuous innovation & improvements (2x year updates) Has an intuitive, consumer-like interface Designed to facilitate business processes, not just for backoffice processing Commitment to meeting the needs of higher education – theyWANT this market Collaborative design approach (Yale is a Workday StrategicDesign Partner) It supports Yale’s strategic objectives3
Workday@Yale Strategic ObjectivesMake it easy to getwork done andharder to makemistakesSimplify andstandardizeprocessesEstablish anaccurate, trustedand timely reportingenvironmentLower operatingcosts and improveeffectivenessMinimizeadministrativeoverhead for facultyand end users-4-
Workday@Yale Vision StatementThe Workday@Yale vision statement identifies where we’retrying to go and how, collectively, we’ll get there.Workday@Yale will support Yale’s mission with excellentadministrative services that mirror Yale’s excellence in teaching ,research and practice, making it easier for faculty, students and staffto get their work done.Developed with broad community engagement, Workday@Yale willbe defined by easy to use systems that lower the administrativeburden for all, deliver trusted information and reduce overall costs.-5-
Workday@Yale Journey OverviewWe are herePrepareRecommendation Determine scoringmethods Hold demos Perform fit/gaps Establish costcomparisons Score Recommend6Vet Establish awareness Understand majorconcerns Prepare leadadministrators to“carry the message” Execute WorkdaycontractVision & Plan PhaseMobilize Select leadimplementationvendor On-board initialinternal staff Begin to readyprogram governance Begin current statediscovery-6- Conduct currentstate discovery &identify pain points Map current stateprocesses toWorkday anddevelop Fit/Gap Develop multi-yearroad mapImplementation Phase Implement Workdayover 2 – 3 years usinga multiple “Release”approach
Workday@Yale Journey OverviewImplementation Phase IllustrationThe Implementation Phase will include concurrent workon multiple “releases” of igure&PrototypeTestDeployHR/Payroll oyFinance Go-Live7-7-
Workday@Yale Program Structure OverviewOfficersSteering CommitteeShauna King (Executive Sponsor)Cynthia Smith (Provost office)Julie Grant (Business Operations)Len Peters (ITS)Nancy Creel-Gross (HR)Steve Murphy (Finance)John Mayes (Change Leadership)Advisory GroupsFaculty LifecycleSponsoredAwardsDeloitte Advisory TeamProgram LeadershipProgram Management& ControlHCM / PayrollWorkstreamFinanceWorkstreamBI/DW y ce GroupLeadership
Vision & Plan PhaseThe primary purpose of the Vision & Plan Phase is to develop aplan for the work ahead. Key activities include: Conducted current state “Discovery” with broad communityengagemento 80 sessions, 2xx participants from xxxx schools and divisions Identified key areas for improvement in our processes Performed a more refined fit/gap between our requirementsand Workday Developed a multi-year roadmap to implement Workday overmultiple releases Developed a structure for ensuring community engagementthroughout the project-9-
Vision & Plan PhaseHR, PAYROLL & FACULTY DISCOVERY SESSIONSAbsenceAgenciesBenefits Part 1Benefits Part 2Compensation - Bus OpsCompensation P1Compensation P2Confidential PayrollDrama Production Inc. - PayrollDrama Student PayrollEnvironmental Health & SafetyFaculty Committees, Service and LeavesFaculty Compensation - Bus OpsFaculty Compensation Part 1Faculty Compensation Part 2Faculty Core - Bus OpsFaculty Core - Compensation Part 1Faculty Core - Compensation Part 2Faculty Post DocFaculty ReportingFaculty Search & Post DocsFaculty Slots ManagementFaculty Votes, Appts & ReapptsGSPS Planning SessionHR Systems & ToolsJobs & Positions - Bus OpsJobs & Positions S1 P1Jobs & Positions S1 P2Jobs & Positions S2 P1Jobs & Positions S2 P2Organizations - Bus OpsOrganizations S1 P1Organizations S1 P2Other Payroll TopicsPayroll - Bus OpsPayroll Accounting- 10 -Payroll FoundationsPayroll Processing P1Payroll Processing P2Payroll ReconciliationRecruiting Bus OpsRecruiting Part 1Recruiting Part 2Self ServiceSelf Service - Bus OpsStaff Core HR - Bus OpsStaff Core HR P1Staff Core HR P2Student Employment / Hiring / CompensationTalent & Performance Business OpsTalent & Performance Mgmt Session 1Talent & Performance Mgmt Session 2Time TrackingTime Tracking - Bus Ops
Vision & Plan PhaseFINANCE DISCOVERY SESSIONSBanking and SettlementProcurementBusiness Assets Part 1Departmental Purchasing SystemsBusiness Assets Part 2Supplier AccountsSponsored Awards 1C - Sub-AwardsBusiness Information Model- Departments andExpensesSponsored AwardsSponsored Awards 2 - CustomersSponsored Awards 3 - Costing, Internal Services& BillingBusiness Information Model - LeadershipFinancial AccountingCustomer Accounts - Non-Sponsored Part 1Gifts and EndowmentsCustomer Accounts - Non-Sponsored Part 2Sponsored Awards 1A- Award Setup &Terms/ConditionsSponsored Awards 1B - Post Award FinancialControlsProjects / Work Management- 11 -Tax and International Issues
Vision & Plan PhaseBI / DW (REPORTING) DISCOVERY SESSIONS & INTERVIEWSObjectives BI/DW & Reporting Discovery workshops are scheduled for thefollowing areas: Institutional Sponsored Award Management Reporting External and Regulatory Reporting Procurement Reporting Human Resources & Payroll Reporting Financial Management Reporting Management Reporting Power Users Reporting“Why are we here?” Document current state functionality for YaleOrganizations Shed light on people, process, and technology impactsalong with current pain points, aspirations and goalsaround Yale reporting Lay foundation for future state Workshops“What are we working towards?” Validate what we know about your area Capture any gaps, problem statements and pain points Inform the future state reporting requirements andtechnical and data strategyFocus groups with lead administrators from: Establish anaccurate, trusted andtimely reportingenvironmentSchool of LawSchool of ManagementSchool of MusicSchool of ForestrySchool of MedicineBusiness OperationsYale CollegeTotal Attendees: 91- 12 -
Emerging Implementation RoadmapDRAFTJuly 1, 2016- 13 -
A Sneak Peek at Workday .- 14 -
Workday Landing Page & WorkletsWorkday features a graphical and configurable “landing page” that is“All About Me”Worklets are groupings ofrelated tasks- 15 -
Workday Landing Page & WorkletsWorkday is also about your team.ExpandedWorklet- 16 -
Workday Workfeed & InboxAnd Workday is also about the work you and your teamdo everyday day .The Workfeed is asingle view of alltasks, notificationsand alerts.- 17 -
Workday Dashboard ReportingWorkday has robust reporting and dash boardingcapabilities.- 18 -
Workday Information – “Worktags”Workday organizes key information with “Worktags” and helps us collect themmore easily and consistently with prompts, defaults and business rulesOrganization Worktags CompanyProjectGrantFund ProgramBusiness UnitCost CenterGift “Custom”DivisionWe can create ourown Worktags,too.Flat Worktags Ad Hoc Payee Intercompany Affiliates Prospect Applicant Job Profile Purchase Item Bank Account Location Spend Category Contingent Worker Object Class Revenue Category Corp Credit Card Opportunity Supplier Customer Pay Component Sales Item Deduction Recipient Paygroup Tax Category Employee Project Phase Tax Code Expense Item Project Task- 19 -
Workday EngagementConsistent with the strategy to make as muchinformation as possible to the community, there aremany ways to get involved and stay connected with theWorkday@Yale program: Browse the Workday@Yale web site Attend community presentations and Lunch & Learns Join the online Workday Community Take some online training Volunteer for a Service Group- 20 -
Browse the Workday@Yale Websitehttp://workday.yale.edu/- 21 -
Join the Workday CommunityGo to the following URL to request an account and click on “request anaccount”https://community.workday.com/- 22 -
Videos & Free Training on the Workday Community Join the Workday Communityhttp://community.workday.com Take a few training courses, view the online videos View the Brainstorms, join a Group- 23 -
Videos & Free Training on the Workday Community- 24 -
Business Operations Service GroupsWhat are Service Groups?Service Groups are community-led workgroups that will helpensure that Yale’s new business processes meet thecommunity’s needs and expectations. These groups will alsoserve as a focal point for building a stronger communityunderstanding of the Workday solution.Sandy Stein, Service Group Director, is in the process ofdeveloping the Service Group structureMore information soon!- 25 -
Next StepsDecember: Finish Vision / Plan Phase Finalize the Implementation Roadmap Finalize Service Group structureJanuary: Identify program team for the Implementation phase Convene the first Service Groups Launch the Architecture phase for Release 1- 26 -
Questions- 27 -
Compensation - Bus Ops Faculty Votes, Appts & Reappts Recruiting Bus Ops Compensation P1 GSPS Planning Session Recruiting Part 1 Compensation P2 HR Systems & Tools Recruiting Part 2 Confidential Payroll Jobs & Positions - Bus Ops Self Service Drama Production Inc. - Payroll Jobs & Positions S1 P1 Self Service - Bus Ops
