Workday Update

January 2014

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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

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Workday is the leader in cloud-based enterprise applications that combine a lower cost of ownership with an innovative approach for global businesses. Founded by PeopleSoft veterans Dave Duffield and Aneel Bhusri, Workday provides unified Financial Management and Human Capital Management applications designed for today’s organizations and the way people work. Delivered in the cloud and leveraging a modern technology platform, Workday offers a fresh alternative to traditional solutions.

Workday Offers Real, enterprise-class SaaS (Software As A Service)

Built for the global enterprise – Enterprise class SECURITY

Consumer Internet-like user experience – Web 2.0 User Experience

Embedded real-time analytics

Modern and adaptive technology foundation

Commitment to customers

Introduction to Workday

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Why Workday?

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Yale selected Workday for many reasons, including:

Less expensive & easier to support Modern technology Continuous innovation & improvements (2x year updates) Has an intuitive, consumer-like interface Designed to facilitate business processes, not just for back-office processing Commitment to meeting the needs of higher education – they WANT this market Collaborative design approach (Yale is a Workday Strategic Design Partner) It supports Yale’s strategic objectives

What are the key benefits of Workday?

Why did Yale select Workday?

Improved Accessibility: Workday enables 24/7 access to information over a secure network and allows services to reach customers

Higher User Adoption and Empowerment: Workday functionality offers employee and manager self-service, enabling staff to update or access their information privately from any computer or mobile device with Internet access

A design partnership: Workday is designed to support the unique needs of higher education--Yale is one of seven higher education design partners with Workday

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Program Progress

Architect Phase

“What happens next?”

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Business Process Framework

We figure out exactly how we do things (hire someone, enroll in benefits, give a merit increase), and then configure Workday to perform those business processes. Then, we map our data over to Workday. Here are some default Workday business processes:

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Iterative Design

Build, test, tweak, build again…

“What is an iterative design process?”

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Iterative Design

We’ll spend the next few months building our first “tenant.” And

then we’ll do it again. Here’s the tenant timeline…

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Workday Roadmap

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Workday Roadmap

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Workday Pre-work

What else will we be doing over the next few months?

Timeline for potential HR policy and benefits changes

‒ Does it make sense and save money to do it sooner rather than later?

‒ Does Workday functionality support the change, or require the change?

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What Can You Do Now?

Think about just the data you want to put into Workday and then work on improving the data quality

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

Contact the Program at Workday@Yale.edu

Join the online Workday Community – Go to the following URL and click on

“request an account”: https://community.workday.com/

Attend Yale community presentations and Lunch & Learns featuring Workday@Yale

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Service Groups are community-led workgroups that will help ensure that Yale’s new business processes meet the community’s needs and expectations.

‒ These groups will also serve as a focal point for building a stronger community understanding of the Workday solution.

Sandy Stein, Service Group Director, is in the process of developing the Service Group structure

More information to come!

Business Operations Service Groups

What are Service Groups?

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New User Interface

Sneak Peek at the New UI: Available January 31, 2014 in Update Sandbox Preview

Tenants

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In the new UI, the user can: ‒ Make worklets required or optional by security group ‒ Customize the worklets in a specified order that the user will not be able to change through the Edit Tenant

Setup – Worklets task

Edit Tenant Setup – Worklets Task for the Home Page

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Users may select to configure their home landing page (below)

Required Worklets on the left may not be edited

Worker can add worklets by selecting gear icon to configure landing page, and select new worklets from the prompt

Configure Worklets

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The upgraded Home and All About Me pages have a new tile format, with worklets appearing from left-to-right, instead of in the older wheel shape

Home and All About Me

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The tabs supported from within the “Navigate” slide-out will become individual pages

Each page is accessible through the Main menu icon: Sitemap (All Reports/Tasks), Favorites, and Audits

Slide-Outs

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Access to your Dashboard through the existing Dashboard slide-out has been moved to the Workday Main Menu icon as part of the new Application Header; you can access all of your Dashboards in the Workday Main Menu icon

Dashboard

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Application Header

When you select your image, the following account options display:

– View Profile – Change Preferences – Change Password – Manage Challenge Questions – Switch Account – Sign Out

This new menu replaces the current My Account menu and Switch User option

The Application Header will always display while you navigate throughout Workday and includes the Main Menu, search bar, Workday logo, your name and photo and the new Inbox icon

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Search Features

Returns type-ahead predictive results

Displays full-page search results

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Buttons

Button names have been revised to: ‒ Use consistent language and standards across applications where appropriate

‒ Be more concise when context is already given through the page

Button colors have been revised to implement a consistent standard across applications:

‒ Green = Primary Action (moving the process to the next step and completing your action)

‒ Orange = Secondary Action (primary action on the page, but not necessarily moving the business process forward)

‒ Gray = all other supported actions and/or options

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Error Messages

Updated error messages help you by indicating what is wrong on the page AND instructing you on how to fix the problem

When applicable, a magnifying glass icon will appear, and, when selected, jumps your cursor to the issue location so you can fix the problem quickly

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Finish high-level process mapping and begin more granular work

Update advisory groups and program leadership on our progress

Refine “Fit Gap” where we understand what is/not available in Workday

Begin to understand how much data conversion may be necessary

Continued work by the Lead Administrators and HR/Payroll project team(s) in understanding who will be impacted by the change and how—unit by unit (aka stakeholder analysis)

Additional training and visualization of how Workday works so we can explore how Workday learning modules support the Yale Community

Pre-work

Next Steps

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Questions

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