HR/Payroll Modernization Update Payroll Coordinator Meeting December 2014

Payroll Coordinator Meeting Agenda Project Update Timeline Design Phase Accomplishments What's Ahead for the Configuration & Prototype Phase Helpful Resources for Biweekly Pay Work Schedule Request Questions December 2014 Payroll Coordinator Meeting

Payroll Coordinator Meeting Going Live December 20, 2015 We share this slide to remind people that we are going live in late-December of 2015!!! We have a survey on our website about our go-live date, and about 40% of people who have taken the survey have not known the correct go-live date. Help us get the correct date out so people know! December 2014 Payroll Coordinator Meeting

HR/P Implementation Timeline March – April 2014 April – October 2014 November 2014 – May 2015 May – November 2015 Nov – Dec 2015 January – June 2016 Plan Architect Configuration & Prototype Test Deploy Stabilization & Optimization Go-Live Data Conversion and Migration Integrations Quality Management Organizational Change Management, Communications, Knowledge Transfer and End-User Training Operational Readiness We are here! December 2014 Payroll Coordinator Meeting

Design Phase Accomplishments Overall / Change Management Completed Design Phase on time and under budget Engaged all business units through communications and design sessions Identified major change impacts Launched UW@Work, the project newsletter We have completed a significant amount of work on this project. Whether you've been involved since we conducted business process redesign workshops two years ago, or if you recently attended your first meeting – THANK YOU! December 2014 Payroll Coordinator Meeting

Design Phase Accomplishments Replace UW’s existing payroll system with a modern, integrated HR and payroll system Made key design decisions Completed design sessions with 300+ SMEs (12,563 hours) Completed 22 Design Guides and Workbooks Documented 1,384 items in the Requirements Traceability Matrix 80% of data is ready for loading into P1 Initial designs for 75% of required integrations are complete We have completed a significant amount of work on this project. Whether you've been involved since we conducted business process redesign workshops two years ago, or if you recently attended your first meeting – THANK YOU! December 2014 Payroll Coordinator Meeting

Design Phase Accomplishments Implement standardized HR and payroll processes and practices across the entire UW Documented 65 to-be Workday business processes Drafted 44 end-to-end business processes We have completed a significant amount of work on this project. Whether you've been involved since we conducted business process redesign workshops two years ago, or if you recently attended your first meeting – THANK YOU! December 2014 Payroll Coordinator Meeting

Configuration Phase Overview Focused on building the system that was designed during the Design Phase Load P1 data (more comprehensive) Ensure functional processes work Build and test integrations Develop test plans and scripts Unit engagement will increase Conduct unit-specific impact assessment Develop readiness teams Increase communications Prepare training materials Configuration Phase The configuration phase runs through the middle of May 2015. Activity in this phase will be focused on building out Workday to the specifications that were determined through the design phase. We're looking forward to loading more data into Workday as part of the P1 data load, which will provide more robust information including benefits selection, compensation, academic appointments, time off elements, payroll withholdings and cost allocations. It will be helpful to see our data in the system as new processes are built out. During this phase, our functional and technical teams will be conducting extensive testing to ensure that the system design works as planned. They'll also make adjustments as needed. Our integrations team will continue building out integrations from campus systems to Workday, and then will conduct testing to ensure the data from a source makes it to the appropriate target. We also will build out the testing plan and scripts in preparation for next summer's testing phase, in which your units will participate. Unit Engagement Also, the project's communications efforts to date have been focused on stakeholders who are most impacted – such as HR and payroll partners, technical audiences, and UW leadership. As the HR/P project design phase concludes and decisions and impacts are more fully known, communications will continue to broaden. We've also distributed two project newsletters – UW@Work – to the entire UW workforce; the third issue is slated to come out in mid-November. Our training team will finalize the training plan and begin developing materials. December 2014 Payroll Coordinator Meeting

Payroll Coordinator Meeting Functional Work Complete the outstanding functional design Merit Process Mobile Security Complete documentation of end-to-end business processes Validate Prototype 1 (P1) data Conduct functional testing of the system with the P1 data to ensure the system works as designed December 2014 Payroll Coordinator Meeting

Helpful Resources for Navigating Biweekly Pay

Payroll Coordinator Meeting UW@Work Newsletter https://f2.washington.edu/teams/hrp/uw-at-work Distributed Tuesday, Nov. 18, to 42,645 employees Announced the upcoming move to biweekly pay Generated a number of questions December 2014 Payroll Coordinator Meeting

Biweekly Pay Transition Website https://f2.washington.edu/teams/hrp/payroll Gross pay calculator for biweekly projections Helpful resources December 2014 Payroll Coordinator Meeting

Work schedule ASK

Payroll Coordinator Meeting Background Part of the configuration in Workday involves the automatic computation of: Overtime Shift differential Time off calculations for holiday credit All of the above require an accurate employee work schedule Work schedules with in/out times are not currently available in any centralized system; schedules are often managed at the departmental level December 2014 Payroll Coordinator Meeting

Payroll Coordinator Meeting Objectives Obtain work schedules for UW employees in scheduled leave-bearing positions We will use this data to: Summarize work schedule data into categories Load and configure work schedules in Workday Determine plan for obtaining more accurate work schedules later as part of future loads of data Identify work schedules that will need to change due to switch to a single FLSA workweek We will not be requesting work schedules for the following populations Students (including graduate and work study) Medical Center employees OT Exempt employees who are not OT eligible December 2014 Payroll Coordinator Meeting

Completed spreadsheets due January 16, 2015 Ask & Deadline Request distributed to HR/P Admin Network and parsed out by PUC (sent on November 24) Complete and return completed spreadsheets Already received spreadsheets from 2 orgs (4 PUCs) DEADLINE: Completed spreadsheets due January 16, 2015 December 2014 Payroll Coordinator Meeting

Payroll Coordinator Meeting Questions & Contacts Are there any other needs? Questions? Email: hrpask@uw.edu Call: Christa Woodhull, Time Tracking Analyst, 543-1731 Tram Le, Time Tracking Analyst, 221-8109 December 2014 Payroll Coordinator Meeting

Questions? http://f2.washington.edu/teams/hrp