Barry University Adopts the Cloud and Simplifies Adjunct Hiring

Thursday, January 23, 2014

WORKDAY CONFIDENTIAL

Introducing Our Speakers

Yvette Brown VP for Technology and CIO

Barry University

Eileen SmithDirector, Product Marketing

Workday

Lawrence FitchSenior Value Manager

Education and Government Workday

Barry University Adopts the Cloud and Simplifies Adjunct Hiring

Yvette A-M Brown, CIO

About Barry University Private Catholic institution sponsored by the Adrian Dominican

sisters of Adrian, Michigan

2,747 traditional undergraduate students; 3,748 graduate students; 2,030 adult and continuing education students

54 buildings on 80 acres; 122 acre campus

5 miles from the ocean in sunny Miami Shores, Florida

122 acres and 17 locations throughout Florida and the Caribbean, including seven Schools and two Colleges with numerous liberal arts and professional disciplines

Today’s Outline

Current Day ERP Reality

Key Decision Making Drivers

Hiring Pain Points

Adjunct Hiring at Barry

Our Workday Journey

The promise of a new [work]day at Barry…

Current Day ERP Reality

30 year old ERP incapable of supporting Barry’s Strategic Initiatives

Complex Customizations & Integrations prevent timely upgrades

Expensive Bolt-Ons Lacking in Functionality

Clunky Reporting Tools

“Native” system modules are not integrated

Outdated System Architecture

The Word on the Street

“We are struggling with a 30 year old system”

“We have the perfect storm for not doing right by adjuncts"

“There should be a collaboration up front when trying to determine

how to hire someone into a budget”

“There is not a common reporting tool across the campus"

“We have a hodge podge of things across the campus”

“It is a challenge just to get timesheets filled out”“There is not a single canned

report in the system”

“We are the paper factory”

“The adjunct hiring process makes me nuts”

“We have process issues that create consternation”

Key Decision Making Drivers…

Large Number of Disparate Systems

Extensive Manual Processes for HR and Payroll Organizations

Insufficient Reporting Tools for HR, Payroll and Finance

Limited Visibility into Organization prevents Strategic Talent Management

Multiple Timekeeping Methodologies

Hiring Pain Points

Employment Applications are paper based

Onboarding of new hires is paper based

Significant effort required to generate contracts

No ability to enforce internal controls

Payroll staff often blamed for mistakes

Too many people involved with the handling of sensitive employee data

A poor applicant experience gives new employees the wrong first impression…

Adjunct Hiring at Barry

Hiring delays prevent advance preparation

Hiring process involves multiple handoffs for delivery of documents between academic departments, Provost’s office, Payroll and HR

Last minute hires are problematic

No easy way to provide a birds eye view of adjunct files and insight into overall adjunct performance

Systems and processes don't allow for proper forecasting of demands/needs

No central pool of qualified adjunct applicants

The Move to Workday… Gartner Research and analyst calls prompted

on-site demos and deep dive sessions with key stakeholders

The addition of the student system promised a truly unified and integrated system with intelligent reporting capabilities

Workday’s pace of innovation and responsiveness to their client base was appealing

The Solution fit well with our long term cloud migration strategy

Less “administrivia” means more focus on Student Success

The value assessment engagement with Workday provided a very compelling business case to make the financial commitment

The promise of a new [work]day at Barry…

Strategic Talent Management

Online Applicant Tracking with electronic approvals

Position Budgeting for improved forecasting

Elimination of "paper" contracts

Easy access to actionable data

Visibility into the organization at multiple levels

Repurposing of existing staff for strategic initiatives

Unified HR, Payroll and Finance Architecture with reduced complexity

Elimination of redundant platforms and data entry

Adjunct Faculty Contracting in Higher Education

Lawrence FitchSenior Value Manager Workday

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Source: “Here's the News: The Annual Report on the Economic State of the Profession, 2012 – 2013”, http://www.aaup.org/report/heres-news-annual-report-economic-status-profession-2012-13.

Adjunct Faculty Numbers Are On the Rise

State funding for higher education drops by

18.4%

3 out of every 4 instructional staff positions (76%) are filled on an adjunct basis.

The direct and indirect costs of adjunct turnover can be quite large in any given institution.

$2,000 - $5,000adjunct cost per course

$20,000 - $50,000 In direct and indirect costs

X 10Recruitment

Interview Process

Hiring

Separation Costs

WORKDAY CONFIDENTIAL

Adjunct faculty hiring processes are lengthy and extremely manual.

There is a disconnect between the colleges and schools and central HR and payroll in regard to adjunct hiring.

There is no formal job guarantee beyond the current academic year for the majority of adjunct faculty.

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The result is a lot of work by a lot of people across the institution to complete the

adjunct faculty hiring process.

Adjuncts are typically recruited, vetted, and hired at the college or school with little to no input from HR.

Human Resources must deal with vexing regulatory and faculty credentialing issues.

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Payroll has limited insight into pay structures, as well as multi state and multi national taxation issues.

Percentage of Payroll Errors Related to Adjunct Contract

WORKDAY CONFIDENTIAL

Large numbers of faculty contracts equates to a large number of manual journal entries.

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WORKDAY CONFIDENTIAL

The divide between the colleges and central HR means that adjunct often have limited time to prepare for class.

WORKDAY CONFIDENTIAL

Late and limited access to basic instructional resources in a high tech learning environment undermines quality.

47% 45%

38% 34% 32%

21% 21%

0% 5%

10% 15% 20% 25% 30% 35% 40% 45% 50%

Received copying services

Gained library privileges

Access to office space

Did not receive a syllabus

Received curriculum guidelines

Never received curriculum guidelines

Never obtained office space

The structure of “just in time” hiring compromises educational excellence for the students.

It is time to bring adjunct faculty administration into the 21st century.

Faster processing of adjunct contracts ensures quicker access to resources necessary to ensure adjuncts are prepared to teach.

Quicker access to institutional resources

Elimination of isolated processes ensures visibility into adjunct hiring across the academic enterprise.

Online data capture and automated workflows combine to speed the adjunct hiring process.

Complete visibility into the adjunct hiring process

Immediate payroll visibility ensures that adjuncts are set up to be paid correctly from day one.

Value-added adjunct payroll processing

Accelerated access to adjunct performance metrics to support future staffing requirements.

Greater insight into current adjunct faculty to improve

decision making

Elimination of manual forms and the associated manual

processes

Key Benefits of Workday for Adjunct Faculty

Complete Visibility Elimination of Processes

Improved Payroll Greater InsightQuicker Access

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Greater Student Outcome

Workday Higher Education Customers Have Realized the Value Of Managing Adjunct Faculty More Effectively

Achieved an integrated talent management system to develop and manage current adjunct faculty talent

Ability to make better-informed decisions about hiring, staffing, reallocations, succession planning, and career development

HR staff now spend more time on research and analysis of job roles and descriptions

Questions?