1. Workday@Yale Community Update
September 17, 2018

2. Introduction Workday@Yale Overview & Timeline

3. 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

4. Workday@Yale Vision and Strategic Objectives
Program Vision
Program Strategic Objectives
Make it easier to get work done and harder to make mistakes
Simplify and standardize administrative and other related business processes
Minimize the administrative burden for faculty and administrators
Establish and accurate, consistent and timely reporting environment
Lower operating costs and improved administrative services
will support Yale’s mission with excellent administrative services that mirror Yale’s excellence in teaching, research and practice, making it easier for faculty, students and staff to get their work done. 
Developed with broad community engagement, will be defined by easy to use systems that lower the administrative burden for all, deliver trusted information and reduce overall costs.

5. Yale and Other Peers have Selected Workday
Important to Understand, for Yale …
Very Large Project:
Over 350 staff involved
Attempting to fund and staff largely within base budgets
Multi-year effort:
Began evaluation in 2012
HCM/Payroll deployment 2015
Financials deployment
Technically challenging
Significant change management effort
A huge opportunity !
University of Rochester
Yale’s current systems are outdated, complex to support, and no longer meet the University’s needs and compliance requirements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
University of Chicago

6. Workday@Yale Implementation Timeline
Expense Management
Procurement
Supplier Accounts & Contracts
Business Assets
Sponsored Awards Management
Endowment and Gift Accounting
Customer Accounts
Banking & Settlement
Accounting & Reporting
Employee self-service
Manager workflow
Compensation & Benefits
Payroll
Faculty “Lifecycle”: Appointments & Appointment History, Unified Academic Reporting
Release 1:
HR / Payroll / Academic Information
Release 4:
Financials
2015
2016
Jan
Mar
May
Jul
Sep
Nov
Jan
Mar
May
Jul
July
Release 3:
Chart of Accounts Change
New Financial Data Model
Additional Releases-FY17 and beyond*
time tracking
recruiting & staffing
student systems
other academic and financial enhancements
Release 2*:
Merit
Benefits Enhancements
*Exact timing and content are TBD

7. High-Level Overview of Release 1 Progress to Date
Defined vision, goals, approach, timeline and milestones to set direction for managing the transition to Workday.
Performing testing of Workday business processes and application integrations. Developing and finalizing training plans and materials. Informing communications and campus readiness activities.
Vision & Plan Phase
Architect Phase
Configuration & Prototype Phase
Test Phase (CURRENT)
Deploy Phase
Documented functional business processes, identified integration requirements and identified system and business process changes.
Executed data conversions, built integrations, configured and reviewed application prototypes. This phase involved multiple cycles of configuration and review to validate process design, security, and reports.
Prepare for and execute cutover to Workday. Activities include final communications and training materials, and the build and validation of the final production tenant.

8. What’s Changing

9. Employee Self-Service
Activities in Workday
Employees will be able to:
Edit personal contact information
Maintain direct deposit
Edit emergency contacts
Request Leave of Absence
Print W-2’s
and much more…
Employee Self-Service
Managers will be able to:
Initiate a job requisition
Initiate hiring a new employee
Request a one-time payment
View HR reports
View department compensation reports
and much more…
Manager Self-Service
Departments will be able to:
Track and maintain academic ranks eligible for appointment
Capture faculty data via report for a snapshot in time, period of time, or future period
Access current, historical, and future faculty and post-doc appointments within any department across the university
and much more…
Academic Processes

10. What Can We Expect as Individuals?
Secure and easy access to your own data, including pay statements, direct deposit information, and benefit choices
Less paper and eliminate redundant data entry
Mobile access to manage your personal information – anytime, anywhere with an internet connection
Seamless integration with the systems you need to do your work
Workday Inbox replaces - all tasks and notifications from the Workday system are sent to your Inbox for review or action

11. What Systems will be Affected with Release 1?
Activity
System Used Today
System Used After Release 1
Manage Academic Appointments & Promotions
Paper Submission / BMS
Workday
View and Maintain Benefit Information (i.e., Medical; Dental; Vision; Insurance)
My Benefits (Hewitt)
Submit and Review Benefit Claims (i.e., Healthcare and Child/Dependent Care, Flexible Spending, Commuter, Tuition)
Your Spending Account (via My Benefits)
Your Spending Account (via Workday)
View and Maintain Direct Deposit Information
My Pay & Info (Oracle)
View Payslip
Change Job (i.e., Promotion)
Paper Submission / Oracle
View and Maintain Personal Information (i.e., Preferred Name, Home Phone, Emergency Contacts, Yale Alert Contact)
View and Update W-4 (Federal Only)
View and Update W-4 (State)
Paper Submission
No Change
View and Maintain Retirement Savings
TIAA-CREF website (Employees will manage both Vanguard and TIAA-CREF investments on the TIAA-CREF website)
Conduct Recruiting and Hiring Activities (i.e., Create Requisition)
STARS (IBM Kenexa Brass Ring)
Version 8: 2/18/2015
*Please note, this is a living document and is updated on a continuous basis.

12. Workday Concepts

13. Supervisory Organization
Terminology
Workday provides Software as a Service (AKA SaaS or cloud-based application) where software and data is hosted remotely, enabling information to be delivered over the Internet. There is no local installation of hardware or software required.
SaaS
In Workday, Organizations are used to group employees based on memberships, associations and/or characteristics.
Organization
Supervisory Organization
Supervisory Organizations group employees into a management hierarchy and are required. All faculty and staff are hired into a Supervisory Organization and there is only one manager role per Supervisory Organization.
Business Process
A sequence of one or more tasks that accomplishes a desired objective. Once a business process is initiated, Workday automatically routes the tasks to the appropriate individual(s), enforcing security and business rules throughout the process.
Roles determine what you can see and what you can do in Workday. They provide individuals access to appropriate data within the assigned organizational structure. In a business process, roles determine functional responsibilities and the routing of actions.
Role

14. Create Job Requisition Request One-Time Payment
Workday Business Process Snapshot: Employee Lifecycle from Hire to Retire
AKA “The Big Six”
Create Job Requisition
Context:
A requisition is your vehicle for filling a position. You can only have one job requisition per position at any one time (with the exception of Local 35 and Temporary Hires).
Hire
Hire is how an employee position is filled. Only Faculty will be hired into a Workday position by kicking off the Hire process; other hires (staff, postdocs, temps, etc.) will enter Workday from STARS.
Change Job
This process enables changes to a person in a position, such as: Transfer Department, Change Location, or Promotion.
Request
Compensation
Change
For a change to recurring compensation, such as salary or allowance, use this process.
Request One-Time Payment
Request One- Time Payments for compensation such as special recognition, clinical bonus, referral bonus, severance pay, or signing bonus.
Retire
(Terminate / Separate)
End an employee’s primary job or position within an organization (includes retirement).

15. Other Key Functionality
Manage Academic Appointments
Context:
Track academic appointments for paid and unpaid academic members. Information detailed in an academic appointment includes relevant dates, academic unit affiliation, rank, title and tenure status.
Reporting
Workday reporting allows users to view information in different ways through such features as sorting data, filtering data, and creating charts.
Employee Self-Service
This functionality allows employees to initiate actions, such as managing personal information, updating benefits, and setting-up direct deposit.
Additional Workday functionality

16. Navigation in Workday

17. Icons Overview
Icons
Workday’s use of icons allows navigation in the system to be even more intuitive.
Related Actions
Actions that are available to you (based on security) will become visible upon hovering and can be selected to open the available actions.
Prompt
Any time you see this symbol, you can click to expand a box that will contain a list of available options.
Profile Picture
This icon houses links to your Inbox, Notifications, Favorites, and link to Yale Training Guides
Workday Home Page
At any time, you can click the Workday logo at the top center of the screen to return to the Home Page.
Inbox
All tasks and notifications from the Workday system are sent to your Inbox for review or action.
Home Page
At any time, you can click the Home logo at the top left of the screen to return to the Home Page.

18. Navigation: The Workday Home Page
National Grid Training
9/17/2018
Navigation: The Workday Home Page
The Workday Home page displays Worklets (icons) that provide access to tasks (things you can do) and reports (things you can see).
Worklets appear as icons on the Home page and provide easy access to tasks and information you use on a regular basis
**NOTE: Your home page may display different worklets depending on your position or responsibilities.
Course ID and Name

19. Navigation: Searching in Workday
National Grid Training
9/17/2018
Navigation: Searching in Workday
Use the search box to find people, supervisory organizations, reports, tasks, academic units and other Workday items.
Search functionality returns predictive results
Search for people, tasks and reports
Course ID and Name

20. National Grid Training
9/17/2018
Navigation: Inbox
Actions: Items requiring completion
This icon will display the number of Actions awaiting your disposition
Your Inbox includes:
Archive: Process status and historical actions
Arthur Miller
When you select an item from your Inbox, it displays in a preview pane to the right, where you can make edits directly
Course ID and Name

21. Navigation: Personal Information & Benefits

22. Navigation: Pay

23. Community Engagement & Training Approach

24. 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.

25. Blended Learning Approach Accelerates User Adoption
training utilizes Workday role assignments to create a learning experience that is tailored to faculty and staff’s future use of Workday. This personalized training approach will be supported by the following elements of learning:
Communications & Stakeholder Engagement
Utilize a variety of communication methods to build awareness and establish a baseline level of Workday knowledge
Just in Time Training
Train the right people with the right resources at the right time
Elements of Learning
Formal Support Network
Leverage the Employee Service Center and additional support networks to provide a direct support link across the Yale Community
Accessible Training Materials
Utilize diverse methods, tools, and platforms to ensure training material is easily accessible to all faculty and staff

26. Workday@Yale Training Deployment Timeline
The training deployment timeline is prioritized based on the order in which Yale audiences should be educated for “Day 1” of go-live in July. Core users such as HRGs, support desks, Ops Managers, and Lead Administrators will be prepared to support the training for the larger Manager and Employee groups.
Go Live
June/July 2015:
Training to Support Self Service
(Workday Overview and Navigation)
Employees (All ESS users)
Managers (Rollout of MSS will be localized; identification of training population will be done with LAs)
April/May/June 2015:
Begin Workday Training (Workday Navigation, Workday Business Processes, Workday Support Model)
Lead Administrators & Operations Managers (~170 users)
HR Generalists & Other Staff & Academic Support Roles (~450 users)
Employee Service Center & Other Support Teams (~75 users)
March 2015:
User Acceptance Testing (UAT)
Functional Team (~50 users)

27. Employee Self Service (ESS) Training Materials
Overview of ESS Curriculum
Sample Job Aids
Web Based Training
Overview
ESS for Faculty & Staff
Job Aids
Getting Started: Using Your Navigation Tools
Getting Started: Using Your Inbox
Modifying Your Personal Information
Managing Your Benefits
Managing Your Payroll Options
Requesting a Leave of Absence
Accessing Workday via Mobile Devices
Employee Onboarding Checklist

28. Service Groups
Each Service Group consists of 10 Representatives of the University Community from all levels of the organization
Purpose
Workforce Management
Accuracy of Unit Financial Statements
Information Delivery
Faculty Recruitment, Appointments and Promotions
Position & Compensation Management
Student & Temporary Hiring & Life Cycle Management
Getting Started at Yale (Onboarding)
Purchasing Goods & Services (External & Internal/ISPs)
Gift & Endowment Stewardship
Sponsored Awards Management
Hiring Staff
Unit Financial Management
Arranging Travel, Business & Special Events (Expense Management)
Improve overall satisfaction with services that support our work every day
Champion new processes and define value and service level expectations – from the user point of view
Identify the end to end service including policy, procedure and the integration and overlap of processes and systems
Serve as key champions of change for business processes and service changes around and within Workday
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

29. Extensive Opportunities for Yale Community Engagement…
Service Groups
Volunteer or nominate a colleague to be a member of a Service Group:
Engagement Mechanisms
Monthly Newsletter
Subscribe to the newsletter at
Feedback
Submit feedback to the Program Team at
Website
Browse the website at
Communications Toolkit
Browse the resources available in the Communications Toolkit:
Contact the Program Team at

30. Questions ?

31. appendix

32. What Systems will NOT be Affected with Release 1?
Activity
System Used Today
System Used After Release 1
Accounting Structure / Chart of Accounts / Charging Instructions / PTAEO
Data Warehouse
No Change
Budgeting
YBT
Casual Payroll Time Entry
Oracle
Check Requisition
Effort Reporting
ERS
Expense Reporting
EMS
Financial Administration
Journal Staging Area (JSA) / Labor Distribution (LD) / Movable Equipment Inventory (MEI)
Financial Reporting
Grants & Contracts Administration
IRES
Gift Administration
DARCY
Healthcare Management
Epic
ID Card Access to Secure Facilities
Security (Picture Perfect)
(Symetry)
ID Card Provisioning
ID Works
ITS Services Provisioning
START
Library: Acquisitions, Cataloging, Circulation
Voyager
NetID Provisioning
IDM (Oracle)
(Sailpoint IIQ)
Oracle Financial Planning Access Provisioning
Oracle General Accounting Access Provisioning
Version 8: 2/18/2015
*Please note, this is a living document and is updated on a continuous basis.

33. What Systems will NOT be Affected with Release 1?
Activity
System Used Today
System Used After Release 1
Oracle Procurement Access Provisioning
START
No Change
Parking - Yale
IPARC
Payslip (prior) view
My Pay & Info (Oracle)
Purchase Requisition
SciQuest
Qualified Domestic Support Orders
Hewitt
Request Payroll
SciQuest Access Provisioning
Shipping Packages
eShip
Staff Time Worked / Time Off Reporting
My Time (Kronos)
Student Information Systems
Banner / Classes*v2
Student/Temp Payroll Time Entry
eTimesheets
Telephone Services Provisioning
Training
TMS, X-Train (Training to use Oracle Financial Tools, i.e. Data Warehouse Reporting, BrioQuery, Labor Distribution, Directory Update, Student-Casual Time Entry, etc.)
Training: Manager and PI Self-Service Compliance Monitoring
EHS Integrator
Travel Reservations
Orbitz
Vendor Set Up Invoice Processing
AP Worklist
W-2 Federal Pre-2015 view / print
Version 8: 2/18/2015
*Please note, this is a living document and is updated on a continuous basis.

34. 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.