Technical Information Session

Technical Information Session

February 20, 2014

Agenda• Project Overview

– Objectives of HR/P Modernization– Current Status

• Scope of HR/P Modernization• Implementation Overview / Roles & Responsibilities

of System Owners• Next Steps• Questions

Feb 20, 2014 Technical Information Session 2

Vision & Objectives of HR/PVisionHR/Payroll Modernization will deliver a modern system and set of standardized processes to significantly improve support for critical HR and payroll functions across the University.

Objectives• Replace UW’s existing payroll system with a modern,

integrated HR and payroll system

• Implement a technology platform that allows UW to outsource the infrastructure

• Implement standardized HR and payroll processes and practices across the entire University

• Reduce UW’s risks, realize efficiencies, enable modern practices, and provide better competitive positioning


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Recommended Vendor: Workday

Feb 20, 2014 Technical Information Session

• Software-as-a-Service

• Core functionality delivered in 22 months

• Iterative approach to implementation

• Will partner with IBM for implementation

• Other higher-ed institutions using Workday include:

o Academy of Art Universityo Barry Universityo Broward Collegeo Browno Carnegie Mellono Champlain Collegeo Cornello Georgetown

o Madison Collegeo NYUo Stevens Institute of Technologyo University of Miamio USCo UT Austino Yale

= System is live= Implementation is underway

Current Status• Completed Business Process Redesign work

– Identified where process changes could provide efficiencies and reduce risk

– Determined how technology can help

• Completed Procurement process

• Received approval to proceed from the Board of Regents on Feb. 13

– Awaiting approval from State CIO’s Office

• Preparing to begin implementation on March 3– Project Planning

– Staffing Teams

• Planning for go-live in late December 2015 (first pay period in 2016)

5Feb 20, 2014 Technical Information Session

SCOPE OF HR/P MODERNIZATION

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Functional Scope for Phase 1Functional Area Scope

HR Organization structures, business sites, job profiles, headcount management, worker profile, staffing, manager self-service, employee self-service

Compensation Compensation packages, plans and rules

Absence Management

Accrual rules, balances, requesting time off, requesting leave of absence

Talent Management Maintain competencies, rating configuration, skills and experience, performance management

Benefits Admin Benefit groups, insurance plans, benefit plans, evidence of insurability requirements, eligibility, benefit rates, transferring benefit costs to payroll

Payroll Admin Earning and deduction codes, pay calc rules, payment election rules, configuration of pay slips, working with state and local tax authorities, payroll accounting, payroll audits, settlement runs

Time Tracking Calculations, validations, time entry templates


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Scope for Phase 2 (~Jan 2017)

• Applicant tracking system• Learning management system• Case management tool• Performance management beyond the

Medical Centers• Succession planning


9Technical Information Session

Scope of HR/P – Current Systems

Feb 20, 2014

IMPLEMENTATION OVERVIEW / ROLES & RESPONSIBILITIES OF SYSTEM OWNERS


HR/P Implementation Timeline

PlanDesign

(Architect)Configure & Prototype Test

Data Conversion & Migration

Integrations

Quality Management

Operational Readiness

Organizational Change Management, Communications, Knowledge Transfer, and End User Testing

• Project Planning

• Review SOW

• Create Project Plan & Charter

• Initial Prototype (P0)

• Current Business Practice Discovery• Design Core Concepts• Design Detailed Workflows• Design Integrations• Assess UW Systems• Design Reports• Update Project Charter & Project Plan

• Configuration Prototype (P1)• Testing & Training Prep• Integrations Development• Development of Current Systems

Changes• Report Development• Configuration Prototype (P2)

• End-to-End Testing• Training Prep• Pilot Training• Train the Trainer• Final Configuration Prototype (P3)• Payroll Parallel Testing

• End User Training

• Gold Tenant

• Go-Live Checklist

• Cut Over to Go-Live

• Post Go-Live Stabilization

• Post Go-Live Optimization

Go-Live

Mar-Apr 2014

May-Jun 2014

Jul-Aug 2014

Sep-Oct 2014

Nov-Dec 2014

Jan-Feb 2015

Mar-Apr 2015

May-Jun 2015

Jul-Aug 2015

Sep-Oct 2015

Nov-Dec 2015

Jan-Feb 2016

Post-Production Support

Deploy

Feb 20, 2014

Unit Support for Data Conversion


As part of the effort to convert our existing data for each of the prototype loads, you may be asked to:

– Provide data from an existing system to be loaded into the new system, as requested by functional data owners

– Validate data for your unit pulled together from various systems

Roles & Responsibilities of Business & Technical Systems Owners

Business and Technical Systems Owners will largely be responsible for assessing the impact on your current systems, and making changes to these systems as needed.

There are three types of impacts to current systems:


1. System requires an integration with HR/P– Project Team will manage the design, development and testing of

replacement integrations to HR/P

2. System will be replaced by HR/P and will be retired– Functional and Technical Systems Owners will be responsible for

assessing the impacts, and retiring these systems

3. System requires changes due to the HR/P implementation– Functional and Technical Systems Owners will be responsible for

assessing the impacts on these systems, and designing, developing and testing the changes with Project Team support


Timeline for Downstream Systems

PlanDesign

(Architect)Configure & Prototype Test

Go-Live

Mar-Apr 201

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May-Jun 201

4

Jul-Aug 2014

Sep-Oct 201

4

Nov-Dec 2014

Jan-Feb 201

5

Mar-Apr 201

5

May-Jun 201

5

Jul-Aug 2015

Sep-Oct 201

5

Nov-Dec 2015

Jan-Feb 201

6

Post-Production Support

Deploy

Feb 20, 2014

Integrations

Integration Design

Assess System Impact

Configure & Unit Test

Design, Build & Test System Changes

End-to-End Testing, UAT Go-live Support

Assess System Impact

Design, Build & Test System ChangesGo-live Support

Change/Retire

Functional Design

Project Led Project Supported Unit Responsible

Conversion

Prototype 1 Prototype 2 Prototype 3 Gold Tenant

NEXT STEPS


Fill Out Feedback Card

Feb 20, 2014

Info on your unit’s system

General project feedback

Return card to table at the auditorium entry way.


Next Steps

• Ensure the project’s inventory of your unit’s HR/P systems and contacts are current. Send updates to [email protected]

• Begin thinking about impacts to your unit’s budgets and existing projects and planning accordingly

• Look for correspondence over the next few months about specific ways and times we need your involvement

Feb 20, 2014

mailto:[email protected]

HR/P Project Contacts


Name Role Phone Email

Alin Hunter Technology Manager (206) 616-0769 [email protected]

Gwen Trentham Integration/Reports Lead (206) 543-7469 [email protected]

Sandy Prescott Conversion Lead (206) 616-9619 [email protected]

Lisa Yeager Project Director (206) 685-2835 [email protected]

Cheryl Scott Organizational Change Manager (206) 616-4933 [email protected]

Ryan Markowski Implementation Manager (206) 221-5065 [email protected]

Questions?

Technical Information Session

Documents

Transcript of Technical Information Session