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Workday Open House and Town Hall

10/17/2017

Program Update

Dana Cook, AVP for Administrative Systems Modernization

Welcome!

310/17/17 Town Hall and Open House

Take Our Survey After the Town HallWorkday.utexas.edu

Submit Online QuestionsEmail [email protected]

Workday Implementation Program –Our Path Since the Spring

• Assessment

• Reset

• Listening to you

• Making adjustments to ensure we collectively are successful!


Workday Implementation Program –What’s Changed?

• Campus Engagement – deep campus engagement on providing a recommendation for a fall 2018 HCM/Payroll go live date

• Narrowed Scope – focusing solely on the successful implementation of Workday HCM/Payroll with a go live in fall 2018

• Workday Steering Committee – a successful path for quick and informed decision-making



• Embedded Expertise – knowledgeable subject matter experts from across campus embedded on the program

• Strategy and Schedule – a comprehensive planning effort focusing on strategies and activities that are realistic and can be met

• Improved Collaboration– improved collaboration with campus on how to get ready for go live



• New Guiding Principles for ALL of us, not just the program:– Focus on People– Communication– Accountability– Governance– Engagement– Champion Change– Integrity


The Road to Go Live • Three dates were contemplated:

– 9/1/2018, 10/1/2018, 11/1/2018

• Benefits, issues, risks, and concerns collected– CUBO and their staffs– HR Consortium – Representative Academic Deans and Research Deans– Auxiliary Units– Administrative IT Leaders – Central Business Process Owners


The Road to a Go Live Date• Based on the entire landscape of benefits versus risks the Workday

program made the final recommendation to the Workday Steering Committee

• The Steering Committee voted unanimously to move the date recommendation forward to the managing executive sponsor

• Consulted with executive sponsors on the recommendation


11 2018

Go Live

November 2018• Most popular option among colleges, schools, and most central units

• Impacts Payroll Services the most due to end-of-year tax prep

• Mitigation strategies will be put into place to support Payroll Services if the December 2018 contingency date were needed

• No Workday higher-ed client has delayed a go live once they reached the cut over period


Timeline, Milestones, and Goals

Laura Marshall, HCM/Payroll Program Director

EndUserTesting

10/17/17 Town Hall and Open House 14

• Major milestone for the program

• Business process owners signed off on requirements

• System configuration frozen so testing can begin

• Several open issues remain and are being resolved in working groups overseen by the Workday Steering Committee


• Logical and isolated tests of independent configurations, security, reports, and integrations


• Tests the flow of end-to-end processes between all functions, reports, and all inbound and outbound integrations


• Allows select end users to provide final validation that the configured system will support business operations


• Ensures payroll will run successfully by validating the same period processing in Workday as compared against a calculated payroll in *DEFINE


• Framework for end user training currently in the final stages

• Includes a training strategy, curriculum plan, and training needs analysis for campus units


• Will be specific to UT Austin’s workforce and will focus on the critical tasks to be performed right at go live and the first few months after go live

• Materials, coursework, and reference guides developed in this stage


• Begins in August 2018

• Includes instructor-led training, web-based training, guided practice workshops and open labs

• Job aids, quick reference guides, and business process flows will provide step-by-step references


Coming Soon: Reporting

• Reporting Strategy to be presented to the Steering Committee tomorrow


WD Update Process and Demo Schedule

Claire Knauth, Campus Readiness Program Director

Workday Updates Every 6 Monthsand We Benefit!


WD 29WD 28

Occasionally updates include major User Interface changes

WD Update Process• Two Workday updates before we go live in Nov. 2018

• Sometimes WD updates come with major, impactful changes and improvements

• A thorough process is being developed for how updates will be decided upon, applied, and communicated after go live


Open House Demo Schedule


Thank you!


QuestionsEmail [email protected]

Take Our SurveyWorkday.utexas.edu

workday open house and town hall open house and... · business process flows will provide ... wd...

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