1. Workday@Yale Community Update
September 19, 2018

2. Introduction What is Workday?

3. Workday Overview Workday Offers: What is Workday?
Workday is the only Human Capital Management (HCM), 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:
24/7 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?
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 and manager self- service, 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

4. Why Did Yale Select Workday?
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

5. 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 accurate information for their team via dashboards and reports.

6. Yale Budgeting Tool (YBT) *Exact timing and content are TBD
Timeline
2015
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
2016
Jan
Feb
Mar
Apr
May
Jun
Jul
Release 1:
HCM/Payroll/
Faculty
Release 2*:
Time Tracking, Absence
and Merit
Release 3:
Yale Budgeting Tool (YBT)
Release 4:
Finance
*Exact timing and content are TBD

7. What’s Changing

8. What’s Changing In April 2015 (Release 1)
Release 1—HCM/Payroll/Faculty
Employee Self-Service:
Change Address/ Personal Data
Benefits Enrollment
Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
BI/DW Reporting
TBD
Release 2—Time Tracking & Absence
January 2016
Release 3—Yale Budgeting Tool
July 2016
Release 4—Financials
Expense Management
Procurement
Supplier & Accounts / Contracts
Business Assets
Sponsored Awards Management
Endowment Accounting
Customer Accounts
Banking & Settlement
Financial Accounting

9. Future Releases Will Include:
April 2015
Release 1—HCM/Payroll/Faculty
Employee Self-Service:
Change Address/ Personal Data
Benefits Enrollment
Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
BI/DW Reporting
TBD
Release 2—Time Tracking & Absence
January 2016
Release 3—Yale Budgeting Tool
July 2016
Release 4—Financials
Expense Management
Procurement
Supplier & Accounts / Contracts
Business Assets
Sponsored Awards Management
Endowment Accounting
Customer Accounts
Banking & Settlement
Financial Accounting

10. 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

11. 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.)

12. 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 HCM 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.

13. Navigation in Workday

14. 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

15. 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
For example, only employees with a Manager Role will see the My Team option
My Team: This page is for managers and can be configured to replace the ‘My Workday’ page.
Favorites: This is a configurable list of favorite tasks, reports, and landing pages.
W: Drive: This is a virtual drive where you can store reports you’ve run.

16. 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

17. Navigation: 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
View benefit information and enroll or make changes

18. Navigation: Inbox Actions: Items requiring completion
Notifications: Do not require system action
Archive: Process status and historical actions
Your Inbox includes:
The Inbox icon will display the number of new Actions you’ve received
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

19. Community Engagement

20. Change Management Helps Mitigate Change Impact

21. 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

22. 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)

23. 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

24. Questions ?