Prairie View A&M University

Introducing Project Helios

Academic Administrators

June 30, 2016

By

Radhika Ayyar

Prairie View A&M University

What is Project Helios?

2

What’s Happening? What’s Next?

Agenda

Prairie View A&M University

What is Project Helios?

3

Prairie View A&M University

Replace the A&M System’s legacy mainframe payroll and human

resource systems with Workday

4

Prairie View A&M University

Individual Members

5

Prairie View A&M University

And Project Partners

6

Prairie View A&M University

Working Together

7

Executive

Sponsors Project

Leadership

Team

Project

Coordinators

Change

Champions

Technical

Team

Change

Management

Team

Functional

Teamworkday.tamus.edu

it.tamus/projecthelios

Prairie View A&M University

What We Will Accomplish

8

• Replace our existing HR

and Payroll solution with a

modern, integrated HR

and Payroll system

• Simplify and standardize

processes

• Make it easy to get work

done and harder to

make mistakes

• Lower our operating

costs, reduce risk and

realize efficiencies with

a cloud-based solution

Prairie View A&M University

The Journey Began in 2014

9

Structured Process Inclusive Process Transparent Process

• Almost 10 months to

announce, post,

evaluate and select a

solution

• Evaluation team

reviewed responses

and materials at each

stage gate

• All members

represented

• Nearly 500 employees

from Payroll, Human

Resources, Finance,

and Information

Technology

participated

• Request for Proposal

was competitively bid

following all system

and State

procurement

guidelines

Prairie View A&M University

The Decision

10

Prairie View A&M University

A&M System and Workday

11

HCM

(Core HR)

Compensation

Benefits

Payroll

Reporting

Absence

Time Tracking

Recruiting

Talent Management

Performance

Management

Prairie View A&M University

Targeting December 2017

12

December 2017

HCM

(Core HR)Absence

Compensation Time Tracking

Benefits Reporting

Payroll

Phased In Beginning

December 2017

Recruiting

Talent

Management

Performance

Management

Prairie View A&M University

What is replaced by Workday?

13

Staying in Place

Business Objects

Buy A&M

eTravel / Concur

Glacier

Maestro

SSO

Time & Effort

TrainTraq

Replaced by

Workday

BPP

EPAs

Guardian I-9

HRConnect

iBenefits

LeaveTraq

PeopleAdmin

(TALENT)

TimeTraq

Prairie View A&M University

What’s Happening?

14

Project Activities

15

Project and Member

Communication

Process

Workbooks

April 26 – May 27

Prototype 1 Review

August - September

HR, Payroll,

Benefits Town Hall

May 24, 25

Data Clean Up

Building Our Workday

16

Prairie View A&M University

Separating BPP and FAMIS

17

• Some BPP functionality

needs to move to FAMIS• Financial accounting functions

– Banking

– State funding integrations

– Associated processes

• Project will run

concurrently with

Workday

implementation

– Requirements

identified

– Team members are

assembled

– Code will be ready for

Workday Test stage

Prairie View A&M University

atWhat’s Next? is Project

Helios?

18

Next Steps

19

• Monthly meetings between

project team and member

representative(s)

• Monthly member updates

• Regular web updates

– workday.tamus.edu

– News You Can Use

• Resolve remaining parking lot

items from business process

workshops

• Continue to clean up data

• Build and QA Prototype

– Configure Workday with our

business process steps

Ongoing Communication Project Work

June – August

May 2016 –

November 2017

Prairie View A&M University

Thank You!

20

workday.tamus.edu

it.tamus/projecthelios