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REIMAGINING OUR WORKDAY
HR Community Workday Project
Update November 29, 2012
REIMAGINING OUR WORKDAY
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
REIMAGINING OUR WORKDAY
Why Workday? Why Now?
Three factors drive change to HR/Payroll Systems:
Workforce 2020
Rethinking talent
management
Massive shift to the cloud
REIMAGINING OUR WORKDAY
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.
REIMAGINING OUR WORKDAY
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.
REIMAGINING OUR WORKDAY
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.
REIMAGINING OUR WORKDAY
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.
REIMAGINING OUR WORKDAY
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).
REIMAGINING OUR WORKDAY
Go-live Readiness Questions
Is Workday Ready?
Is CU Technology Ready?
Is Campus Ready?
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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
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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…
REIMAGINING OUR WORKDAY
What Changing the Date Means
1. Campus Readiness2. Training and End User Support3. Reporting4. Communications5. Policy Changes
REIMAGINING OUR WORKDAY
Campus Readiness
Staged approach for initiator role
The Impact on your
college/unit
Mapping the business
processes
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Training: what is happening?
Training pilot: December 2012
Hands-on training for assigned roles: January until after go-live
Training for functional areas
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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
REIMAGINING OUR WORKDAY
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
REIMAGINING OUR WORKDAY
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
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Reporting Demo
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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
REIMAGINING OUR WORKDAY
Communications
REIMAGINING OUR WORKDAY
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
REIMAGINING OUR WORKDAY
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
REIMAGINING OUR WORKDAY
QUESTIONS