Workday@yale community update
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[email protected] Community Update. September 24, 2014. Introduction What is Workday?. Workday Overview. Workday is the only Human Capital Management (HCM), Payroll and Financials system that is uniquely designed for the needs of Higher Education

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Workday@yale community update

[email protected] Update

September 24, 2014


Introduction what is workday

IntroductionWhat is Workday?


Workday overview

Workday Overview

  • Workday is the only Human Capital Management (HCM), Payroll and Financials system that is uniquely designed for the needs of Higher Education

  • Founded in 2005 by former PeopleSoft CEO Dave Duffield and technology visionary Aneel Bhusri, Workday will help transform Yale’s administrative and operational capabilities and the level of service that can be provided to the Yale community

  • Workday Offers:

  • 24/7 access to information over a secure network from any computer, smart phone or tablet

  • Continuous innovation & improvements (2 updates per year)

  • Intuitive user experience: fast, accessible, flexible

What is Workday?


Why did yale select workday

Why Did Yale Select Workday?

[email protected] 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”

  • Collaborative Design Approach: As a Strategic Design Partner for Workday, Yale has an active voice in guiding its design and functionality

    • Additional Strategic Design Partners include Brown, Georgetown, Cornell, USC and Carnegie-Mellon

  • Technology that Evolves with the University: Workday is designed to be flexible, allowing Yale to modify the look and feel of the application, update the organizational structure, and streamline how we work

  • Commitment to Higher Education: One of Workday’s primary goals is to provide universities with flexible and affordable cloud-based administrative systems


Collaboration through workday

Collaboration Through Workday

Workday will provide numerous benefits to Yale, including:

Yale faculty and staff will be able to initiate actions such as managing personal information and updating benefits. Managers will be able to access accurate information for their team via dashboards and reports.

Increased Visibility:

  • A single view of employee information, bringing faculty, managers, clinicians, researchers, professionals and all other staff at Yale in one place.

Informed Decision-Making

Integrated HR/Payroll and Finance systems will allow Yale to produce more accurate, timely reporting. Managers and business offices will be able to view key job-related information about their organization to support improved decision-making.

Self-Service


Timeline

Timeline

Apr

May

Jun

Jul

Sep

2016

Jan

2015

Mar

Jul

Aug

Dec

Nov

Mar

Apr

May

Jun

Oct

Feb

Release 1:

HCM/Payroll/

Faculty

Release 2*:

Time Tracking, Absence

and Merit

Release 3:

Yale Budgeting Tool (YBT)

Release 4:

Finance

*Exact timing and content are TBD


What s changing

What’s Changing


What s changing in april 2015 release 1

What’s Changing In April 2015 (Release 1)

July 2016

Release 4—Financials

  • Endowment Accounting

  • Customer Accounts

  • Banking & Settlement

  • Financial Accounting

  • Expense Management

  • Procurement

  • Supplier & Accounts / Contracts

  • Business Assets

  • Sponsored Awards Management

Release 3—Yale Budgeting Tool

January 2016

Release 2—Time Tracking & Absence

TBD

Release 1—HCM/Payroll/Faculty

April 2015

  • Employee Self-Service:

    • Change Address/ Personal Data

    • Benefits Enrollment

    • Set Up Direct Deposit

  • Compensation & Payroll

  • Faculty Appointments & Appointment History

  • Academic Reporting

  • BI/DW Reporting


Future releases will include

Future Releases Will Include:

Release 4—Financials

July 2016

  • Endowment Accounting

  • Customer Accounts

  • Banking & Settlement

  • Financial Accounting

  • Expense Management

  • Procurement

  • Supplier & Accounts / Contracts

  • Business Assets

  • Sponsored Awards Management

Release 3—Yale Budgeting Tool

January 2016

TBD

Release 2—Time Tracking & Absence

Release 1—HCM/Payroll/Faculty

April 2015

  • Employee Self-Service:

    • Change Address/ Personal Data

    • Benefits Enrollment

    • Set Up Direct Deposit

  • Compensation & Payroll

  • Faculty Appointments & Appointment History

  • Academic Reporting

  • BI/DW Reporting


What can you expect

What Can You Expect?

Secure and easy access to your own data, including pay statements, direct deposit information, and your benefit choices

Less data entry and paper

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

Seamless integration with the technology and systems you need to do your work


What can managers expect

What Can Managers 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:

  • Make budgetary decisions

  • Assist with talent development


Hcm payroll scope and teams

HCM / Payroll Scope and Teams


Navigation in workday

Navigation in Workday


Navigation header

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 view and update your personal information


Navigation drop down menu

Navigation: Drop-Down Menu

  • The drop-down menu houses dashboards, landing pages, and documentation from Workday Community

  • 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.

Favorites: This is a configurable list of favorite tasks, reports, and landing pages.

W: Drive: This is a virtual drive where you can store reports you’ve run.


Navigation search

Navigation: Search

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

Search functionality returns predictive results

Search for people, tasks and reports


Navigation home page

Navigation: Home Page

Managers can access information about their team members, including compensation and work history

View benefit information and enroll or make changes

Access and update your personal information

Access organizational charts and contact information for other employees


Navigation inbox

Navigation: Inbox

Actions: Items requiring completion

Your Inbox includes:

Notifications: Do not require system action

Archive: Process status and historical actions

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

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

The Inbox icon will display the number of new Actions you’ve received

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


Community engagement

Community Engagement


Change management helps mitigate change impact

Change Management Helps Mitigate Change Impact


Service groups

Service Groups

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

Activities

Purpose

Member Characteristics

  • Improve overall satisfaction with services that support our work every day

  • Champion new processes and define value—from the user point of view—and service levels

  • 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

  • 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


Service groups1

Service Groups

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)


Opportunities for yale community engagement

Opportunities for Yale Community Engagement

Service Groups

Volunteer or nominate a colleague to be a member of a Service Group: http://volunteer-nominate.yale.edu/

Monthly Newsletter

Subscribe to the [email protected] newsletter at https://messages.yale.edu/Subscribe/List/ITS

Feedback

Submit feedback to the Program Team at http://workday.yale.edu/workdayyale-commentsfeedback

Engagement Mechanisms

Website

Browse the [email protected] website at http://workday.yale.edu

Communications Toolkit

Browse the resources available in the [email protected] Communications Toolkit: http://workday.yale.edu/training-resources/communications-toolkit

Email

Contact the Program Team at [email protected]


Questions

Questions

?


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