1. EDW Business Intelligence SIG Quarterly Information Session HR/Payroll, EDW, ODS July 23, 2015

2. AGENDA Overview of HR/Payroll Modernization – Joni Kirk, Communications Manager – HR/P Modernization – Jacob Morris, Technology Manager – HR/P Modernization HR/P Conceptual Changes – Rob McDade, Information Architect - Enterprise Data & Analytics Knowledge Navigator Metadata Tool – Keith Van Eaton, Metadata Manager- Enterprise Data & Analytics – Pieter Visser, Solutions Architect - Enterprise Data & Analytics Q&A 2

3. Overview of HR/Payroll Modernization 3 Technology Business Processes Systems

4. Our Current State No central HR system Many shadow systems with limited integration and little – if any – assurance of data integrity, consistency, or security Employee data is inconsistent and is provided in various formats Excessive time is required to collect and analyze employee data, as well as to make workforce decisions based on the data UW is unable to answer important questions for strategic and organizational planning – How many open positions does the University have at any given time? – Which employees work at a given UW location? – What percentage of new hires were still here one year and two years from hire date? – What is the average turnover rate? – How many terminations occurred, were they voluntary or involuntary, and what were the reasons for termination? 4

5. Workday: One System for HR & Payroll Needs 5 Employees will be able to:  Edit personal contact information  Maintain direct deposit selection(s)  Edit emergency contacts  Request Leave of Absence  Print W-2s and much more… Employees will be able to:  Edit personal contact information  Maintain direct deposit selection(s)  Edit emergency contacts  Request Leave of Absence  Print W-2s and much more… E MPLOYEE S ELF -S ERVICE Managers will be able to:  Initiate a job requisition  Initiate hiring a new employee  Request a one-time payment  View HR and payroll reports  View department compensation reports and much more… Managers will be able to:  Initiate a job requisition  Initiate hiring a new employee  Request a one-time payment  View HR and payroll reports  View department compensation reports and much more… M ANAGER S ELF -S ERVICE 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 and much more… 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 and much more… A CADEMIC P ROCESSES

6. HR/P Implementation Timeline 6 Stabilization & Optimization Test Configuration & Prototype Design Plan Deploy Data Conversion and Migration Integrations Quality Management Operational Readiness Organizational Change Management, Communications, Knowledge Transfer, and End-User Training Go-Live Nov- Dec 2016 Jul-Oct 2016Mar-Jun 2016 Nov 2015 – Feb 2016 Jul-Oct 2015Mar-Jun 2015 Nov 2014 – Feb 2015 Jul-Oct 2014Mar-Jun 2014 We are here

7. Opportunities for UW Engagement 7 Resources Download helpful resources: MyWorkday.uw.edu/resources Email Contact the project team by email: hrpmod@uw.eduhrpmod@uw.edu Project Newsletter Access UW@Work: MyWorkday.uw.edu/uw-at-work MyWorkday.uw.edu/uw-at-work Feedback Submit feedback: MyWorkday.uw.edu/feedback MyWorkday.uw.edu/feedback Readiness Teams Learn about your unit's readiness activity by contacting your unit representative: MyWorkday.uw.edu/outreach MyWorkday.uw.edu/outreach Website Browse the HR/Payroll Modernization website: MyWorkday.uw.edu MyWorkday.uw.edu Engagement Mechanisms

8. New Terminology 8

9. Worker – A person who is employed by the UW and paid through payroll receiving a W-2. Contingent Worker – A person contracted by UW, or an individual who has a non-academic affiliation, and is not paid through UW payroll. – Contingent workers may or may not receive a 1099. 9

10. New Terminology Position – UW workers are hired to perform a specific job. – The job has a list of responsibilities or actions that need to be performed. – In Workday, these responsibilities are attributes of a "position" that help determine what job profile (job class code) should be assigned to the position. – Includes information such as worker type, location, and whether the position is full- time or part-time. 10

11. New Terminology Job Classification – The high-level descriptors that define an individual job, including: o Employment program (e.g., faculty, professional, classified, temporary) o Financial account codes (e.g., hourly, overtime- eligible, premiums) o Absence eligibility code (e.g., grades) o U.S. standard occupational classifications (e.g., accountants, auditors, media workers) – A single employee may have multiple job classifications – Each of the descriptors can be used to categorize job profiles 11 Employment Program: Pro Staff ProStaff OT Exempt - Grade 10 & below Financial Acct Code: Pro Staff and Librarians SOC: Media and Communication Workers

12. New Terminology Position Management – A clearly defined organizational structure – Employees are hired and moved within the structure. – Requires an open and approved position before the hire, promotion, or transfer of a worker can be initiated. – Information captured through the initial setup and subsequent modifications of a position will carry through the life of the position regardless of the employee currently sitting in the position. – Information about a position is visible after the employee has vacated the role. 12

13. Workday Demo 13

14. MyWorkday.uw.edu hrpmod@uw.edu

15. From HEPPS to Workday 15

16. From HEPPS to Workday: Concept Changes 16 Current HEPPS conceptsWorkday concepts with similar content PersonWorker, Contingent Worker, Academic Affiliate AppointmentWorker Position, Position, Academic Appointment “Job Class”Job Profile, Job Family, Job Family Group Projected DistributionWorker Position, Position, Cost Center, Cost Allocation Set, Compensation Component Actual DistributionPayroll Result

17. From HEPPS to Workday: New Concepts 17 New concepts Supervisory Org Cost Center (= Budget Number) Academic Appointment Academic Track, Academic Track Type, Academic Rank, Academic Track Type Category Academic Unit / Academic Unit Hierarchy Job Classification (NOT “Job Class” equivalent)

18. From HEPPS to Workday: Sticky Wickets 18 Job Code HEPPS = Smart codes galore! Workday: Existing codes will be created in WD with a numbering scheme of 1XXXX; new codes will use 2XXXX. Job Code ranges will no longer imply any meaning… Home Department HEPPS: Home Department and Academic Home Department are widely used to proxy other data elements Workday: Other data elements are used to proxy Home Department. Academic Home Department is no more.

19. How all these concepts relate… 19

20. There’s a lot of information to communicate… 20

21. Cloning’s next-best option… 21

22. KNOWLEDGE NAVIGATOR DEMO 22

23. RESOURCES HR/Payroll Modernization Project – http://myworkday.uw.edu http://myworkday.uw.edu Knowledge Navigator Mailman List – https://mailman1.u.washington.edu/mailman/listinfo/knowledge-navigator https://mailman1.u.washington.edu/mailman/listinfo/knowledge-navigator July 30 th Brownbag, UW Tower Auditorium, 12:30 – 1:30 – Register at http://tinyurl.com/nevctb9http://tinyurl.com/nevctb9 Recording of today’s session – http://tinyurl.com/qgu8tum http://tinyurl.com/qgu8tum Survey coming soon – please complete Sign in in the back of the room 23

24. Q & A 24