Shapingthe Future of HRtogether at McGill

Academic Leadership ForumJanuary 15, 2020

2

o R2R Vision

o Workday – Cloud Solution and Scope

o Expected Benefits by Persona

o Timeline – Fall Key Activities

o Resources and Questions

R2R Update

Current Situation

3

We rely on multiple systems and processes [ many manual – some automated ]

We need to replace our outdated and end-of-life systems

Current systems and processes create challenges meeting compliance requirements, achieving efficiency gains and providing access to analytics

Shaping the Future of HR Together at McGill

Enable Evolve Inform

Implement a 21st century HR system that will evolve with our needs

and leading practices

Simplify, streamline and improve HR and Academic personnel

processes

Provide real-time access to HR data to users across the community

R2R Program Guiding Principles That Keep us In Line with Our Vision

5

Keep the solution simple

Think institutionally

Focus on the University Community

Embrace Leading Practices with confidence

Maximize effectiveness and efficiency

Ensure clarity and accountability

People

ToolsProcess

6

R2R Vision

o Workday – Cloud Solution and Scope

o Expected Benefits by Persona

o Timeline – Fall Key Activities

o Resources and Questions

R2R Update

The Search for the Right Solution Brought us to Workday

7

Workday is a cloud solution that is delivered and managed by the provider

McGill pays for the service, not for the license

To ensure long-term sustainability, the features are the same for all customers:

Updates are frequent and easier to manage

Organizational and regulatory changes can be implemented quickly

Can be accessed from multiple devices via internet

Workday Will Challenge us to Re-think the Way we Work

8

There can be very limited configuration to accommodate McGill's unique needs.

The McGill functional team has limited flexibility in designing the system

Decisions are made according to best practices in the context of institutional needs

Any customization that may disrupt the system or prevent updates in the future are not possible

McGill will innovate and evolve with other Higher Education institutions.

A community of highly engaged Higher Education institutions

Workday clients have a strong voice and can influence the direction of the product

9

Summer 2020 Out of Scope for summer 2020Building the Foundation Future Implementations

Human Capital Management (HCM) (Employee Info. - Org structure - Academic tenure - Promotion - Onboarding)

Recruiting

Benefits

Compensation

Absence Management

Time Tracking

Payroll

Performance Management

Advanced Compensation

Career and Succession Planning

Workforce Planning

R2R Workday Scope

Workday Replaces:Banner Human Resources Information System (HRIS)

Payroll One-Time Payment System (POPS) Some Local Apps

10

R2R Vision

Workday – Cloud Solution and Scope

o Expected Benefits by Persona

o Timeline – Fall Key Activities

o Resources and Questions

R2R Update

11

Persona Fact Sheets

1. All Staff

2. Local Academic Affairs & HR Professionals

3. Academic Administrators

4. Local Finance Professionals

W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …

View and manage their personal information: address, emergency contacts, preferred names, direct deposit information and source deductions

Manage their professional profile including curriculum vitae, job history, education, languages and certifications, and teaching and research disciplines

View available job postings and apply using their professional profile or invite others to apply

View their total compensation for all their positions: e.g., breakdown of base pay, allowances, benefits, overtime

Manage their benefits and pension: Enroll, view, make changes in coverage, update dependents and beneficiaries

Request time off and report leaves of absence

View and print payroll documents: New redesigned pay slips and tax documents

Enter time worked and request overtime

Access to their employee profile at their fingertips

A single point of entry to view and manage their personal, professional, pay, time, absence, benefits and pension information

Ability to track the status of their requests in real-time

Easy application process for internal job postings

Visibility of their time off balances, including banked overtime and Summer Fridays

Mobile access

All unionized and non-unionized employees who, depending on eligibility, will use Workday for self-service proposes and ensure the accuracy of their personal information

ALL STAFF

Support and initiate HR and academic personnel management processes: position creation/maintenance, academic appointments, compensation, benefits, time tracking, and absence

Manage key points during recruiting process: initiate and approve Job Requisitions (including postings), make offers, and play a role during onboarding

Manage McGill employee files, including casuals, in a consistent manner and all in one place

View interactive ORG charts (Supervisory Organizations) and staff directory

View employees’ total compensation: breakdown of base pay, allowances, benefits, overtime, etc.

Request one-time payments

Initiate and act on various absence requests

Traceability and visibility at every step of the HR and Academic business processes

Embedded rules & calculations for compensation, time tracking and absences processes

Greater reporting capability and actionable analytics

Visibility of time off balances, including banked overtime and Summer Fridays

Elimination of compensation paper forms

Integrated Recruitment module to track all candidate information as well as capability to generate pre-populated offer letters

Enhanced ability to manage the tenure timeline and identify who is eligible for tenure consideration

Ability to monitor visiting faculty and affiliates who are not formally employed by McGill

Ability to formally track Academic recruitment licenses

Visibility on joint appointments

Staff members who act as advisors on university policies and collective agreements and support local Faculties and units. They will be the heaviest users of Workday

W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …

LOCAL ACADEMIC AFFAIRS & HR PROFESSIONALS

View academic and administrative appointments, including joint appointments within their organization

View interactive ORG charts (Supervisory Organizations) and staff directory

View actual compensation data and embedded analytics all in one place for their team’s total compensation: breakdown of base pay, allowances, benefits, overtime, etc.

Review and sign offer letters

Onboard new employees with the help of checklists and formalized workflows

Easy access to centralized information on their team members

Actionable analytics and reporting functionality, including real-time staff reports (STAR)

Embedded rules & calculations for compensation

Greater visibility of the leave process, including real-time executable reporting on sabbatical leaves

Standardized, guided workflows for all academic processes, including reappointment, tenure and promotion

Ability for managers at all levels to track academic dossiers

Enhanced ability to manage the academic lifecycle and identify who is eligible for tenure consideration

More streamlined and efficient academic recruiting processes, all in one place:o Recruitment selection committee capability for document review and candidate selectiono Ability to formally track Academic recruitment licenses (visibility for both the departments

and APO)

W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …

Academics who hold senior administrative appointments

ACADEMIC ADMINISTRATORS

Assign Costing Allocations (FOAPALs and their Labour Distributions) and approve use of funds for:

o Position creation

o Hiring

o Time entry (if required)

o One-time payments

o Compensation changes

o Adding additional jobs for an employee

o Changing employee jobs

More formalized, robust and integrated approval process.

Staff members who are responsible for local Faculty and Unit financial administration and oversight. This includes Financial Services Teams (FSTs) and Faculty Financial Officers (FFOs).

W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …

LOCAL FINANCE PROFESSIONALS

16

Find people, positions, reports and more with single search bar

Shortcuts to notifications, inbox and worker profile with notification of unread items

Top of stack inbox items

Dashboards help keep associated tasks and information together, access depends on security role

Demonstration

17

18

R2R Vision

Workday – Cloud Solution and Scope

Expected Benefits by Persona

o Timeline – Fall Key Activities

o Resources and Questions

R2R Update

TimelineFall2019

Winter2020

Spring2020

Summer2020

Go-Live

Spring / Summer2019

Prototype 2 Build Review

Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug

AwarenessMgrs Meeting

Integrations Build ( ie- Banner, Payroll, FOAPAL etc) Priorities 1-5

Integrations Build

*Configuration Frozen

Validate Prototype1 Data Structure

Gold Data Conversion & Catch UpP2 Data Conversion

Prototype 3 Build Gold Build

P3 Data Conversion

Training Material Development

Round 2 Round 4Round 3 Round 7Round 5

Workday Functional (McGill & Deloitte)

Project Stream

Data Management

Cutover

Integration With External providers

Integration Tests Test for Payroll Parallel Cutover

Central IT

Local Applications Validate Prototype 2 Data Structure Cutover Support

Testing Functional Testing Readiness Testing End to End Testing ( 3 Cycles) Payroll Parallel Testing

Training

Communication

Change ManagementRound 1

Community DemosManagers DemosSelf-Service

P2 P3

End User Training Post Go-Live SupportTrain the Trainer

Change Network Meetings with Champions and Change Agents

Modify & Test Local Apps

Mgrs Detailed Impacts Education Sessions

McGill Reporter

McGill Reporter

McGill Reporter

McGill Reporter

McGill Reporter

McGill Reporter

Change Network Demos Impacts Identification Local Transition Plan Development / Execution

Round 6

Drop-in-Labs : Practices scenarios Registration

R2RWebsite

R2RWebsite

R2RWebsite

R2RWebsite

R2RWebsite

ChangeNetworkCorner

How will we be supported? - Communication and Learning

Fall2019

Winter2020

Spring2020

Summer2020

• Launch Change Network

• General communication across the University

• Presentations to impacted groups (IT, R2R, HR, Advisors, Departmental Administrators, etc)

• Support of Workday Design

• Presentations / Meetings with stakeholders groups Changes Impacts

• McGill Reporter- Sponsors interviews

• Demos (December)

• Update on the R2R website

• Presentations / Communication on detailed changes and impacts

• McGill Reporter- Present Workday Modules (Monthly series)

• Training Preparation

• Community Demos

• Post-training support

Week 1 Checklist Memory boosts Drop-in Labs Practice Assignments

• Post-Go-Live tracking of issues

• Training sessions (business processes, system, terminology)

Classroom Sessions eLearning Capsules Job Aids Video demonstrations

• Deployment and Local Transition Plans

Go-Live

Spring / Summer2019

Setting the foundation Promoting awareness Understandingspecific impacts

Developing skillsand knowledge

Support adoption of new practices

Your Role, Your Involvement

Fall2019

Spring / Summer2019

Winter2020

Spring2020

Summer2020

• Develop my R2R understanding

• Reinforce benefits and key messages

• Reinforce adoption of new processes and behaviors

• Ensure resources are available to participate in training

• Participate to training

Go-Live

Setting the foundation Promoting awareness Understanding specific impacts

Developing skills and knowledge

Support adoption of new practices

Change Network Local Team

Address concerns and support engagement of staff

Who will be Supporting us? Change Network Local Team

22

Championsand

Change agents

Understand Changes

Ensure understanding of the changes and impacts on their

Faculty and Unit

Raise Concerns

Identify barriers and issues and escalate them to the

appropriate decision makers

Support Leaders

Keep the leaders of their Faculty or Unit informed of progress &

support them in playing a Change Sponsor role

Promote the Program &

Celebrate Successes

Support OCM Activities

Collaborate with the OCM team to deliver change management,

communication and training activities

To locate the list of Champions per Faculty & Unit please visit www.mcgill.ca/r2r (team)

23

R2R Vision

Workday – Cloud Solution and Scope

Expected Benefits by Persona

Timeline – Fall Key Activities

o Resources and Questions

R2R Update

Deans VPs and AVPs

Senior HR Advisors

Academics Supervisors & Managers

HRA – DSR

Ongoing Conversations With Affected Stakeholders

Unions & Associations

AAO

Resources

www.mcgill.ca/r2r

Our Team

Local Change Team (Champions & Change Agents)

OCM Specialist

Functional Team

Contact us:

change-management.r2r@mcgill.ca

25

26

27

28

Persona Fact Sheets

29

change-management.r2r@mcgill.ca

Questions Concerns Comments

“Engage the dialogue”

30