Workday@Yale Community Update November 7, 2018

Introduction Workday@Yale Overview & Timeline

Workday@Yale Strategic Objectives Simplify and standardize processes Make it easy to get work done and harder to make mistakes Establish an accurate, trusted and timely reporting environment Lower operating costs and improve effectiveness Minimize administrative overhead for faculty and end users

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

Workday Overview Workday Offers: What is Workday? Workday is the only HR, 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: 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? Workday is a cloud-based application that provides both Human Capital Management and Financial Management applications Why did Yale select Workday? less costly than upgrading Oracle Configurable makes it easier to grow with the software than customizable We chose the best platform out there, and one that has committed to the higher education space Mobile friendly Supports Yale’s goal to become an increasingly global campus by enabling 24/7 access to information over a secure network Workday functionality offers employee self-service and manager access, enabling staff to update or access their information privately from any computer or mobile device with internet access Designed to support the unique needs of higher education— Yale is one of seven higher education design partners with Workday Upholds Yale’s commitment to sustainability: the Software-as- a-Service business model centralizes processes into Workday’s efficient and modern data centers, improving the global carbon balance. Also reduces energy needs through its simplified architecture that allows services to reach customers with a minimal number of servers

Why Did Yale Select Workday? 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” 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 Workday will provide numerous benefits to Yale, including: 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. Yale’s current systems are outdated, complex to support, and no longer meet the University’s needs and compliance requirements The University needs a flexible, configurable system with the ability to support the increasingly global campus Workday will result in both operating cost savings and non-financial benefits: Workday is less costly to support and offers enhanced, innovative functionality There is no local installation of hardware or software required Workday is recognized for its continuous innovation, releasing updates twice a year to provide new functionality Updates to the system are implemented automatically, so no coding or IT support is required Self-Service Yale faculty and staff will be able to initiate actions such as managing personal information and updating benefits. Managers will be able to access relevant information for their team via dashboards and reports.

Chart of Accounts change *Exact timing and content are TBD Timeline 2015 2016 Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Release 1: HR/Payroll/ Academic Information Expense Management, Procurement, Supplier & Accounts / Contracts, Business Assets, Sponsored Awards Management, Endowment Accounting, Customer Accounts, Banking & Settlement, Financial Accounting, BI/DW Reporting Release 2*: Time Tracking Explain what each contains Release 3: Chart of Accounts change and new costing model Benefits, Talent, Compensation, Payroll, Faculty Appointments & Appointment History, Academic Reporting, BI/DW Reporting Release 4: Financials *Exact timing and content are TBD

What’s Changing

What’s Changing In April 2015 (Release 1) Release 1—HR/Payroll/Academic Information April 2015 The following business areas & functionality will not change with Release 1, but may change in future releases: Employee Self-Service: Change Address/Personal Data My Benefits Changes/New Hire Enrollment Set Up Direct Deposit Compensation & Payroll Faculty Appointments & Appointment History Academic Reporting Unified reporting from many Yale systems (Data Warehouse) My Time Procurement Systems Budget & Expenses Recruiting Grants Management Supplier Management Financial Accounting Learning Systems (TMS) Release 2—Time Tracking TBD Release 3—Chart of Accounts Change & New Costing Model October 2015 Release 4—Financials R1 – What an employee can see and do, and what a manager can see; biggest impact on human resources and business offices Faculty – employment relationship and academic relationship (promotion and tenure system) R1 – what’s not changing? Kronos, STARS July 2016 Expense Management Procurement Supplier & Accounts/Contracts Business Assets Sponsored Awards Management Endowment Accounting Customer Accounts Banking & Settlement Financial Accounting

What’s Changing In Future Releases Release 1—HR/Payroll/Academic Information April 2015 Employee Self-Service: Change Address/Personal Data My Benefits Changes/New Hire Enrollment Set Up Direct Deposit Compensation & Payroll Faculty Appointments & Appointment History Academic Reporting Unified reporting from many Yale systems (Data Warehouse) Release 2—Time Tracking TBD Release 3—Chart of Accounts Change & New Costing Model October 2015 Release 4—Financials Further phases will require more engagement because it will change how you do your work July 2016 Expense Management Procurement Supplier & Accounts/Contracts Business Assets Sponsored Awards Management Endowment Accounting Customer Accounts Banking & Settlement Financial Accounting

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 Throughout this presentation, you’ll see different looks or arrangements of icons on the Workday homepage. Employees will see certain icons, and managers, will see all that an employee sees, and also the items that a manager will se, such as My Team, Birthdays, Anniversaries, and more. Each of us will have the ability to customize how our Workday homepage looks.

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 Through Manager Self Service, Managers will be able to: Access real-time data Generate and export reports Initiate HR transactional data, such as promotions and transfers Request compensation changes and make changes to an employee’s job information (i.e. pay rate type, work location, etc.)

Navigation in Workday

Navigation: Header Search allows you to search for people, tasks or reports Click the Workday Logo to take you back to the home page Menu gives you quick access to dashboards and favorites Your profile allows you to view and update your personal information

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 My Team: This page is for managers and can be changed to replace the ‘My Workday’ page. Favorites: This is your list of favorite tasks, reports, and links. W: Drive: This is a virtual drive where you can store generated reports.

Navigation: Drop-Down Menu– by Role Manager Non-Manager For example, only employees with a Manager Role will see the My Team option.

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: Manager Home Page Managers can access information about their team members, including compensation and work history Access and update your personal information Access organizational charts and contact information for other employees

Navigation: Inbox Actions: Items requiring completion Your Inbox includes: The Inbox icon will display the number of Actions awaiting your disposition Notifications: Do not require system action Archive: Process status and historical actions 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 When you select an item from your Inbox, it displays in a preview pane to the right, where you can make edits directly

Community Engagement

Change Management Helps Mitigate Change Impact We will train you – heaviest training for those that will use Workday the most (HR, business offices) and for those who will support the community (ESC, Help Desk, YSS, Change Partners) Training: videos, quick guides, in-person, help text, notifications, maybe webinars, etc.

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/ Engagement Mechanisms Monthly Newsletter Subscribe to the Workday@Yale newsletter at https://messages.yale.edu/Subscribe/List/ITS Feedback Submit feedback to the Program Team at http://workday.yale.edu/workdayyale-commentsfeedback Website Browse the Workday@Yale website at http://workday.yale.edu Communications Toolkit Browse the resources available in the Workday@Yale Communications Toolkit: http://workday.yale.edu/training-resources/communications-toolkit Email Contact the Program Team at Workday@Yale.edu

Engagement Through the Workday@Yale Website The Workday@Yale website is one way for Yale Faculty, Staff and Students to stay aware of Program updates and to provide input to the Workday@Yale Program Team Submit Feedback to the Program Team Subscribe to the Program Newsletter Access the Communications Toolkit

Questions ?

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HCM / Payroll Scope and Teams 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, HRIS, HR Operations, Employee Services, YSM Operations and Employee Relations Compensation & Classification Ron Lipkins, Julie Kimball, Compensation, Staffing and other HR team members Payroll & Labor Distribution Elizabeth Anderson, Finance, ORA, HRIS and Payroll staff Faculty Life Cycle Anna Maria Hummerstone, Hadar Call, Kathy Schoonmaker and academic support staff Benefits Christine Viele, Benefits Planning, and HRIS and Employee Services staff Security & Controls Elizabeth Burnell, the HR/Payroll teams Training & Communication Dick Bascom, Corey Rossman, Kathi Goodfriend 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 Engagement within departments will occur with key project team members, HR Generalists and Lead Administrators Collaboration on cross issues will be essential among the HCM sub-teams Advisory groups, Service groups and other venues are used in information gathering and, ultimately, in prototype review.

Member Characteristics Service Groups Each Service Group consists of 10 Representatives of the University Community from all levels of the organization 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 Purpose 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 role of Service Groups is to provide meaningful feedback on business process design and represent the user in the development of other systems that will support Workday. Service Groups represent the larger range of processes that intersect with Workday to help clarify service expectations and improve end-to-end service delivery Service Group Activities: Evaluate if services and business processes meet the strategic objectives of Workday Determine if there is measurable improvement in how the new processes will work 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

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)