reimagining our workday hr community workday project update november 29, 2012

REIMAGINING OUR WORKDAY

HR Community Workday Project

Update November 29, 2012


Agenda

Agenda• Introductions of New Staff

• Announcements– Division Winter Gathering: 12/14/2012 Moakley House

– Winter Employee Celebration: 1/19/2013 Ramin Room, Bartels

• Workday Vision and Workday Project Overview– What Changing the Date Means

• Campus Readiness

• Training and End User Support

• Reporting

• Communication

• Policy Changes

• Demo (if tenant available)

• Questions and Wrap-up


Why Workday? Why Now?

Three factors drive change to HR/Payroll Systems:

Workforce 2020

Rethinking talent

management

Massive shift to the cloud


Massive shift to the Cloud

People-centric consumer-grade systems—that also do core HR and payroll—are rapidly replacing

inward-facing back-office payroll systems.


Rethinking Talent Management

To be strategic about how (and from where) they attract, build, and develop their talent, organizations are striving to

understand their peoples’ talents and aspirations.


Workforce 2020

The workforce of the future is more social, collaborative, and mobile:

employees expect to access real-time, relevant information, and connect with

people around the globe with a consumer grade experience - a major

challenge for HR.


Changing the Way People Work

PEOPLE must interact with PROCESS and TECHNOLOGY

different from ever before, and organizations must begin to

change the way people work.


Driving Forces/Project Goals Community members have real time

information at their desktops (access to data);

Effort is shifted from administrative/data

entry to enhanced support (less transaction time);

Policies and procedures are standardized, yet flexible

(aligned processes);

One common system that integrates w/other systems (aligned

systems).


Go-live Readiness Questions

Is Workday Ready?

Is CU Technology Ready?

Is Campus Ready?


Plan

Project Timeline

Initial Prototype

Project Decisions

Campus Reviews

Deploy

CoreFunctionality

Build

Test

Campus Improvements

System Enhancements

Post Go-Live

Design

We Are Here

Campus Testing

Project Team Testing

Testing Prototype

Checkpoints


Workday Go-live Options

• On a payroll quarter end– End of March, June, October, December– Quarterly tax reporting to government agencies

• Issues considered– Impact on other Cornell processes, i.e. budget – Additional scope required– Transaction volumes – Project costs and momentum– Cornell’s relationship with Workday Inc.– Others…


What Changing the Date Means

1. Campus Readiness2. Training and End User Support3. Reporting4. Communications5. Policy Changes


Campus Readiness

Staged approach for initiator role

The Impact on your

college/unit

Mapping the business

processes


Training: what is happening?

Training pilot: December 2012

Hands-on training for assigned roles: January until after go-live

Training for functional areas


End-User Support

View access

• Rolls out at go-live• Employees• Managers• Assigned roles

4-tiered support

• Website: FAQs, tutorials, CIT help desk

• Campus training liaisons• Central command center• 2nd-level Workday tech

support

Open-lab sessions and Workday

• Work-through your questions with support from project team and colleagues

• Use help text, quick links, warnings, and TO-DOs


Reporting

• Supervisors & Admin Managers will have more access to data

• Robust reports / analytics that are actionable

• Real-time data

• Shared reporting responsibility between Workday and Cornell


Data Delivery ToolsetsToolset Features Notes

Standard Reports• Actionable / Filter / Excel & PDF Export • Workday delivers 250+ and continues

to develop more

Custom Reports• Actionable / Filter / Excel & PDF Export • Built by report specialists

• Limited release at go-live

User Interface• Worklets, embedded in BPs• Actionable / Drill

• Delivered by Workday• Supplemented by report specialists

Worker History (Previous System)

• Historical PS actions• Job and Compensation

• Only for population loaded for go-live

Employee Data Lookup

• Legacy data • Expand access to managers

HRPY Warehouse• Frozen 12/26 • Available for historical use

KPI• Historical and current data • WD data fed to KPI via PAIDS and

APDB replacements


Reporting Demo


Channels / Vehicles

Audiences

Project Updates (using e-mail and other news channels such as Cornell Chronicle)

Training Liaisons (who maintain direct contact with their units)

Individual Unit and

Group Meetings

Open Forums and other Meetings

Website (project information repository)

HR Community

Managers

Campus Leadership

IT Groups

General Population

Communications


Communications


Vacation – Vacation policy will be updated to shift the re-set date of maximum

accrual from June 30 to October 15. This change will be effective in 2013.

– Vacation policy will contain a new option for management to “pay out” vacation accruals that are in excess of the maximum when a staff member has been specifically asked to forgo taking vacation due to pressing and unusual business needs.

– Roll-over option will remain; Combination of roll-over and pay-out can be used

– Upon a change in standard hours that results in an overage, the maximum will be re-set and the overage will be paid out by the department effective the first pay period following the change in standard hours. Roll-over option will remain; combination of roll-over and pay-out can be used.

Policy Updates


Health and Personal Leave– Sick leave, personal leave and health care leave

will be merged into one leave accrual balance; “caps” will be eliminated

– No changes to rate of accrual or eligibility requirements

– Managers expected to proactively work with staff to manage attendance

– Staff expected to exhibit good stewardship over their balances

Policy Updates


QUESTIONS

reimagining our workday hr community workday project update november 29, 2012

Documents

workday workday

workday training

workday end

workday workforce

workday project overview

workday massive shift

cloud slide

bartels workday vision