Workday Update

August 26, 2014

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INTRODUCTION WORKDAY OVERVIEW & PROGRAM TIMELINE

Workday@Yale Strategic Objectives

Make it easy to get work done and harder to make

mistakes

Establish an accurate, trusted

and timely reporting environment

Simplify and standardize processes

Minimize administrative

overhead for faculty and end users

Lower operating costs and improve

effectiveness

Workday@Yale Vision Statement

Workday@Yale will support Yale’s mission with excellent administrative services that mirror Yale’s excellence in teaching and research, making it easier for faculty, students and staff to get their

work done.

Developed with broad community engagement, Workday@Yale will be defined by easy to use systems that lower the administrative

burden for all, deliver trusted information and reduce overall costs.

The Workday@Yale vision statement identifies where we’re trying to go and how, collectively, we’ll get there:

Workday Overview

Workday provides the only unified, global Human Capital Management (HCM), Payroll and Financial Management solution uniquely designed for the needs of higher education

Delivered in the cloud, Workday seamlessly integrates with other systems across the University

Workday requires no on premise hardware or software, which dramatically reduces technology costs associated with implementation and upgrades

What is Workday?

Workday Benefits

Simple and intuitive to use

Empowers faculty, staff and executives through self-service

24/7 mobile access

Yale’s current systems are outdated and no longer meet business needs

The University needs a flexible system that supports Yale’s expanding global campus

Workday is less costly to support and offers enhanced, innovative functionality

Workday will make it simpler to get work done and harder to make mistakes

Yale is joining Brown, Georgetown, Cornell, USC, and Carnegie-Mellon on Workday’s Higher Education Advisory Board to guide the design and features of the of the future system

Why Change?

Workday@Yale supports all four focus areas of President Salovey’s vision for Yale:

“a more unified Yale, a more accessible Yale, a more innovative Yale, and a more excellent Yale”

September 2014

HCM P2

June 2014

HCM P1

April 2015

July 2016

Release 1 – HCM/Payroll/Faculty Configure & Prototype Test Deploy Architect

Release 4 - Finance

Configure & Prototype Test Deploy Architect

= Go-Live

Program Phases and Timeline

Implementation

Finance P1

March 2015

Benefits, Talent, Compensation, Payroll, Faculty Appointments & Appointment History, Academic Reporting, BI/DW Reporting

Expense Management, Procurement, Supplier & Accounts / Contracts, Business Assets, Sponsored Awards Management, Endowment Accounting, Customer Accounts, Banking & Settlement, Financial Accounting, BI/DW Reporting

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FIRST “GO-LIVE” HCM/PAYROLL/FACULTY

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What Is Changing In April 2015 (first “go-live”)

The following business areas and functionality is planned for the first “go-live”: Employee Self-Service (ESS)

Change Address/Personal Data Benefits Enrollment

Manager Self-Service (MSS) functionality

View Team Org Charts

Faculty Specific Information (Appointments & Appointment History) Payroll Employee Profiles for Temporary Staff (Contingent Workers & Visiting

Faculty) Integrations Mobile

The first “go-live” will focus primarily on HCM and Payroll functionality and will include self-service functionality for all Yale employees and managers.

Did You Know…

Direct Deposit Enrollment

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What Is NOT Changing

The following business areas and functionality will NOT change with the first “go-live”:

X Time Tracking

X Procurement/payment systems (including SciQuest )

X Budget and Expenses

X Grants Management

X Supplier Management

X Financial Accounting

X Recruiting

X Learning Systems (TMS, etc.)

Secure data and easy access to the information you need to do your job

Less data entry and paper

Automated, interactive processes

Mobile access to view and manage your personal information—anytime, anywhere with an internet connection

What Can Employees Expect?

Managers can expect:

‒ Quick and easy access to organizational information

Managers will be able to view key information about their staff members, such as:

‒ Position information

‒ Compensation information The system will ultimately

equip managers to:

‒ Manage personnel

‒ Make budgetary decisions

‒ Conduct performance management

‒ Assist with talent development

What Can Managers Expect?

HCM / Payroll Components

Workday Focus Leads and Teams

Integration & Conversion

Darrell Cook, Hadar Call, Judy Offutt, HRIS, ITS and teams from other departments

Core HR Jaci-Beth Ward, and staff from HRIS, Operations, Employee Services, YSM Operations and Employee Relations

Compensation & Classification

Ron Lipkins, Julie Kimball and a cross section of Compensation, Staffing and other HR team members

Payroll & Labor Distribution Elizabeth Anderson and a cross section of Finance, ORA, HRIS and Payroll staff

Faculty Life Cycle Anna Maria Hummerstone, Hadar Call, Kathy Schoonmaker and a cross section of academic support staff

Benefits Corey Rossman, Whitney-Ann Bradshaw, Benefits Planning, and Employee Service staff

Security & Controls Elizabeth Burnell, the HCM teams

Training & Communication Dick Bascom, Christine Viele and the change management support teams

Reporting Kathleen Broderick, Lourdes Reyes, Judy Offutt, Katrina Sikorski, Anna Maria Hummerstone, Gary Gravino and support from other teams

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NAVIGATION IN WORKDAY

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Navigation: First Time Sign-In

The first time a user signs in to Workday, they will see the following important features. Information is displayed in tips to introduce the user to the navigation throughout the system.

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Navigation: Header

Click the Workday Logo to take you back to the home page

Search allows you to search for people, tasks or reports

Menu gives you quick access to dashboards and favorites Your profile allows you to update your

information and view performance and compensation information

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Navigation: Drop-Down Menu

The drop-down icon houses landing pages, dashboards, W:Drive and Documentation

Users will only see options they have access to based on their role

– For example, only employees with a Manager Role will see the My Team option

My Team: This page is for managers and can be configured to replace the ‘My Workday’ page.

Dashboards: This is a menu button for easy access to Compensation and Benefits and Workforce Planning. These dashboards are designed for managers.

W: Drive: This is a virtual drive where you can store generated reports.

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Navigation: Search

The search box is located on all pages in the upper left portion of the header

Search functionality returns type-ahead predictive results

Search for people, tasks and reports

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Navigation: Home Page

Access organizational charts and contact information for other employees

Access and update your personal information

View benefit information and enroll in benefits

My Team allows Managers to access information about their team members, including compensation and work history

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Navigation: Inbox

The Inbox icon will display an activity badge to alert you to the number of new actions as they are received

Inbox items display in the order they are received, with the most recent on top

When you select an item from your Inbox, it displays in a preview pane to the right, where you can make edits directly

Actions: Items requiring completion

Notifications: Do not require system action

Archive: Process status and historical actions

Your Inbox includes:

COMMUNITY ENGAGEMENT

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Change Management Helps Mitigate Change Impact

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Service Group Concept

Each Service Group consists of 10 Representatives of the University Community from all levels of the organization

Identify the end to end service including the integration and overlap of processes and systems Serve as key champions of change for

business processes and service changes around and within Workday

Activities

The primary goal of Service Groups is to improve overall satisfaction with services that support the work every day at Yale

Service Groups are the community engagement vehicle to champion new processes and define value—from the user point of view—and service levels

Purpose

Subject matter expertise for the specific service Team player with an institutional view and ability to represent their peers Commitment to act as a champion of change

Member Characteristics

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Phase 1 Service Groups (April 2014): Workforce Management Accuracy of Unit Financial Statements Information Delivery

Phase 2 Service Groups (July 2014): Faculty Recruitment, Appointments and Promotions Position & Compensation Management Student & Temporary Hiring & Life Cycle Management

Phase 3 Service Groups: (October 2014): Getting Started at Yale (Onboarding) Purchasing Goods & Services (External & Internal/ISPs) Gift & Endowment Stewardship Sponsored Awards Management

Phase 4 Service Groups (March 2015): Hiring Staff Unit Financial Management Arranging Travel, Business & Special Events (Expense Management)

Service Groups

The WAT is a collection of tools and resources designed to accelerate the Workday rollout and quickly train end users on how to use Workday

The Workday@Yale Program Team will customize and employ many of the tools and resources contained within the Toolkit to meet the training needs and interests of the Yale end user community

Workday Adoption Toolkit (WAT)

Videos Short and easy-to-digest role-based videos that cover a wide variety of topics

WAT Components

FAQs Detailed screen shots with step-by-step answers to common questions from users

Facilitator Guides In-depth guides assist trainers to conduct a wide variety of live training sessions

Marketing Materials Sample internal communications that can be leveraged for change management activities

Screencast Scripts Transcripts can be used to customize videos and build job aids or quick reference guides

Opportunities for Yale Community Engagement

Browse the Workday@Yale web site – http://workday.yale.edu

Subscribe to the Workday@Yale newsletter at https://messages.yale.edu/Subscribe/List/ITS

Contact the Program at Workday@Yale.edu

Access the Workday@Yale Communications Toolkit – Go to the following URL and log-in with your Net

ID and password: http://workday.yale.edu/training-resources/internal-use

There are many ways to stay connected and provide input to the Workday@Yale program:

Questions