Workday@Yale Executive Update November 12, 2018

Introduction Workday@Yale Overview & Timeline

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

First “Go Live” April 2015

What’s Changing In April 2015 (Release 1) 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 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 Yale 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.)

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

Engagement Through the Workday@Yale Change Network The Workday@Yale Change Network is evolving into a system of Leaders and Partners across the Yale Community, including Main Campus, West Campus and Medical School Campus Unit/ Dept. Central Unit Change Leaders & Partners School/ Institute Workday@Yale Change Network BOLT Provost HR Leadership