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Workday@Yale Community Update

Workday@Yale Community Update. September 24, 2014. Introduction What is Workday?. Workday Overview. Workday is the only Human Capital Management (HCM), Payroll and Financials system that is uniquely designed for the needs of Higher Education

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Workday@Yale Community Update

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  1. Workday@YaleCommunity Update September 24, 2014

  2. IntroductionWhat is Workday?

  3. Workday Overview • Workday is the only Human Capital Management (HCM), Payroll and Financials system that is uniquely designed for the needs of Higher Education • Founded in 2005 by former PeopleSoft CEO Dave Duffield and technology visionary Aneel Bhusri, Workday will help transform Yale’s administrative and operational capabilities and the level of service that can be provided to the Yale community • Workday Offers: • 24/7 access to information over a secure network from any computer, smart phone or tablet • Continuous innovation & improvements (2 updates per year) • Intuitive user experience: fast, accessible, flexible What is Workday?

  4. Why Did Yale Select Workday? 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” • Collaborative Design Approach: As a Strategic Design Partner for Workday, Yale has an active voice in guiding its design and functionality • Additional Strategic Design Partners include Brown, Georgetown, Cornell, USC and Carnegie-Mellon • Technology that Evolves with the University: Workday is designed to be flexible, allowing Yale to modify the look and feel of the application, update the organizational structure, and streamline how we work • Commitment to Higher Education: One of Workday’s primary goals is to provide universities with flexible and affordable cloud-based administrative systems

  5. Collaboration Through Workday Workday will provide numerous benefits to Yale, including: Yale faculty and staff will be able to initiate actions such as managing personal information and updating benefits. Managers will be able to access accurate information for their team via dashboards and reports. Increased Visibility: • A single view of employee information, bringing faculty, managers, clinicians, researchers, professionals and all other staff at Yale in one place. Informed Decision-Making Integrated HR/Payroll and Finance systems will allow Yale to produce more accurate, timely reporting. Managers and business offices will be able to view key job-related information about their organization to support improved decision-making. Self-Service

  6. Timeline Apr May Jun Jul Sep 2016 Jan 2015 Mar Jul Aug Dec Nov Mar Apr May Jun Oct Feb Release 1: HCM/Payroll/ Faculty Release 2*: Time Tracking, Absence and Merit Release 3: Yale Budgeting Tool (YBT) Release 4: Finance *Exact timing and content are TBD

  7. What’s Changing

  8. What’s Changing In April 2015 (Release 1) July 2016 Release 4—Financials • Endowment Accounting • Customer Accounts • Banking & Settlement • Financial Accounting • Expense Management • Procurement • Supplier & Accounts / Contracts • Business Assets • Sponsored Awards Management Release 3—Yale Budgeting Tool January 2016 Release 2—Time Tracking & Absence TBD Release 1—HCM/Payroll/Faculty April 2015 • Employee Self-Service: • Change Address/ Personal Data • Benefits Enrollment • Set Up Direct Deposit • Compensation & Payroll • Faculty Appointments & Appointment History • Academic Reporting • BI/DW Reporting

  9. Future Releases Will Include: Release 4—Financials July 2016 • Endowment Accounting • Customer Accounts • Banking & Settlement • Financial Accounting • Expense Management • Procurement • Supplier & Accounts / Contracts • Business Assets • Sponsored Awards Management Release 3—Yale Budgeting Tool January 2016 TBD Release 2—Time Tracking & Absence Release 1—HCM/Payroll/Faculty April 2015 • Employee Self-Service: • Change Address/ Personal Data • Benefits Enrollment • Set Up Direct Deposit • Compensation & Payroll • Faculty Appointments & Appointment History • Academic Reporting • BI/DW Reporting

  10. What Can You Expect? Secure and easy access to your own data, including pay statements, direct deposit information, and your benefit choices Less data entry and paper Mobile access to view and manage your personal information—anytime, anywhere with an internet connection Seamless integration with the technology and systems you need to do your work

  11. 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: • Make budgetary decisions • Assist with talent development

  12. HCM / Payroll Scope and Teams

  13. Navigation in Workday

  14. 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 view and update your personal information

  15. Navigation: Drop-Down Menu • The drop-down menu houses dashboards, landing pages, and documentation from Workday Community • 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. Favorites: This is a configurable list of favorite tasks, reports, and landing pages. W: Drive: This is a virtual drive where you can store reports you’ve run.

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

  17. Navigation: Home Page Managers can access information about their team members, including compensation and work history View benefit information and enroll or make changes Access and update your personal information Access organizational charts and contact information for other employees

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

  19. Community Engagement

  20. Change Management Helps Mitigate Change Impact

  21. Service Groups Each Service Group consists of 10 Representatives of the University Community from all levels of the organization Activities Purpose Member Characteristics • Improve overall satisfaction with services that support our work every day • Champion new processes and define value—from the user point of view—and service levels • 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 • 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

  22. 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)

  23. Opportunities for Yale Community Engagement Service Groups Volunteer or nominate a colleague to be a member of a Service Group: http://volunteer-nominate.yale.edu/ Monthly Newsletter Subscribe to the Workday@Yale newsletter at https://messages.yale.edu/Subscribe/List/ITS Feedback Submit feedback to the Program Team at http://workday.yale.edu/workdayyale-commentsfeedback Engagement Mechanisms Website Browse the Workday@Yale website at http://workday.yale.edu Communications Toolkit Browse the resources available in the Workday@Yale Communications Toolkit: http://workday.yale.edu/training-resources/communications-toolkit Email Contact the Program Team at Workday@Yale.edu

  24. Questions ?

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