An Overview of the Workday Project Last Updated October 2012

Agenda Local IT Directors Workday and Workday Project Overview Support Planning Desktop/Browser Impact Data Impact Agenda  

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). Today we experience a fair amount of PAIN The decision to bring in Workday was part of a larger effort, called Reimagining Cornell, designed to look at the university and its administrative functions in a new light. The initiative had two components: first, making sure the university was doing everything it could to streamline administrative operations; and second, aligning people and resources toward the university’s long-term goals in academics, scholarship, research, and service. In one aspect of the administrative review, a forward-looking team led by the dean of information sciences suggested looking at cloud technology for administrative systems Tomorrow we want to make a difference by living the project goals, using these guiding principals. (highlight first three goals): Real time data – How many of you have seen the system? LOTS of DATA! Effort is shifted from administrative/data entry tasks to enhanced support for faculty and staff You will see employee and manager self-service in Workday. Working smarter Standardize yet flexible - We cannot maintain BPs or ways of doing business for each and every college/unit. We need to find common practices. But I hope you begin to see, with roles and orgs, how WD can also provide you with the flexibility you need. OVERALL GOAL - BE BOLD! We did not purchase workday to replace our existing world. Now is our opportunity to make to improve today. TRANSITION – Now, let’s look at how the project is structured to accomplish these goals.

What is Workday Workday at a Glance Provider of web-based HR, Payroll and Finance systems deployed via cloud. Utilizes Software-as-a- Service (SaaS) software delivery model. A “next generation” provider with: 350+ Customers (Georgetown University, first higher education customer as of July 2010) We will be utilitizing their HR and Payroll components.

(Faculty, Staff, Students) What is Workday Employee Essentials PeopleSoft HR/Payroll (Faculty, Staff, Students) APDB Safety Others We will be utilitizing their HR and Payroll components. HR Online COLTS Retired

Data access … Aligned systems … Less transaction time Why Workday 1 One HR/Payroll system to be integrated with Kuali, Taleo, Kronos, and various other Cornell systems (including other existing PeopleSoft applications) Show Employee Self-Service – ‘One Stop Shopping’ experiences Data access … Aligned systems … Less transaction time Source: Workday

Data access … Aligned systems … Less transaction time Workday Key Features: HRMS/Payroll Applications 2 Designed for, accessible by a variety of users (via web) Data access … Aligned systems … Less transaction time

Data access … Aligned systems … Less transaction time Workday Key Features: HR/Payroll Applications 3 Workflow enabled (routing of info) 4 Accessible, real-time reports/data Show Manager Self Service – ‘My Processes’ tab and under ‘My Team’ view ‘headcount’ Data access … Aligned systems … Less transaction time

Workday Demo

The Project Structure Steering Committee Executive Sponsors Paul Streeter Mary Opperman Cathy Long Craig Higgins Tony Caudill Lyman Flahive Laurie Cecere Sunny Donenfeld Peter Turner Sandy Dhimitri Julie Delay Kellie Page Dave Taylor Ron Seeber Ted Dodds Craig Adams Davina Desnoes Wes Buchanan Judy Virgilio Joanne DeStefano Executive Sponsors Dave Taylor Paul Streeter Mary Opperman

Project Stages We Are Here Build Test Deploy Post Go-Live Checkpoints Plan Deploy Core Functionality Design We Are Here Build Initial Prototype Project Decisions Campus Reviews Test Campus Testing Project Team Testing Testing Prototype Post Go-Live Who: Amy or Lyman Why: Give idea of our timeline and focus What: Let’s start by taking a moment to reflect where we are with the project today and your role. Share Phases and Campus Involvement (yellow boxes) Iterative process throughout – building on prototypes Deployment is focused on our core requirements – bells and whistles/nice to haves will be added post go-live. 3. Dates- Still Planning – not finalized yet. We will not deploy until we are ready: Is the product ready? Haven’t lost any functionality from current system Configuration complete Is Cornell technology to support it ready? Integrations with campus systems – Taleo, Kuali, Kronos, etc. Will depend on resources for our project as well as other projects Is the campus ready? Campus saturation Transition: Let’s talk more about the campus review boxes and your role Campus Improvements System Enhancements Checkpoints

Agreement to deploy when it benefits campus Project Timeline? Agreement to deploy when it benefits campus Is Workday ready? Is CU technology ready? Is campus ready? Planned January cutover delayed Integrations not fully completed Payroll testing Evaluating options (quarterly) Workday Reporting – Initially depending on User access to the Workday UI Embedded delivered reporting Building limited custom reports at outset Identify gaps as users begin to experience system – build more custom No new warehouse at go-live – freezing old HR/PY, participate in I2 project Developers – Direct Connect users working with Seth to enable access Web services (preferred) Extracts can be made available  

All “view” access enabled at go-live Support at Cutover All “view” access enabled at go-live Employees, managers, assigned roles Staged rollout of business processes Partnership in local unit success Command Center Remedy supported Hot line Website As mentioned, plan to roll out all view access at go-live BP’s (transactions) will be staged to help units ease into Workday We are setting up a support center to provide help and field issues  

Desktop/Browser Impacts Workday's rich browser interface is enabled by the Adobe® Flex™ Internet application framework and requires any browser that works with Adobe Flash Player 10.1.53 or later to run correctly. This includes Microsoft Internet Explorer version 6, 7, 8, or 9 or Mozilla Firefox version 2, 3.x, or 4.x. For optimal results, use Workday on Internet Explorer 7 or later or Firefox 3.5 or later. If your company runs Internet Explorer under the High security level, you need to make some Internet Explorer setting changes for each user running Workday, or users will receive errors and not be able to proceed beyond the home page. Workday access has a fairly light footprint Had a lot of campus people in the system, without major issues This is the WD published spec + handout – will be made available  

Desktop/Browser Impacts System Memory Requirements We suggest that you configure your users' client machines with memory capacity corresponding to their use of Workday. We recommend the following memory configurations: For administrative users accessing high data volumes in reports or tasks, 2 gigabytes (GB) of memory. For administrative users running staffing and other business processes frequently, 1 gigabyte (GB) of memory. For casual users, such as employees maintaining their PTO or personal data, 512 megabytes (MB) of memory Website: hr.cornell.edu/workday Workday access has a fairly light footprint Had a lot of campus people in the system, without major issues This is the WD published spec + handout – will be made available  

New Reporting Culture Supervisors & Admin Managers will have increased access to data (within their org structure) Robust reports / analytics that are actionable Real-time data Shared reporting responsibility between Cornell and Workday (via regular functionality releases) Local developer access via web service / extract Seth Brahler (spb32, 255-9696)

Data Delivery Toolsets Features Notes Standard Reports Actionable / Filter / Excel & PDF Export Delivered by Workday 300+ and counting  Custom Reports Built by report specialists Limited release at go-live  User Interface Worklets, embedded in BPs Actionable / Drill Supplemented by report specialists Worker History From 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 at Workday go-live Available for historical use KPI Historical and current data WD data fed to KPI via PAIDS and APDB replacements Who: Amy Why: What: Today we will look at some of the employee initiated bps. Later another group will share feedback on the other employee initiated bps - leaves and request time away. Review matrix with the whole group. Examine they will be broken into two groups to collect the feedback. Transition to Small Group exercise slide.

Workday Demo

Questions???