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/P
Vision
HR/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
Feb 20, 2014
Technical Information Session
3
Recommended Vendor: Workday
• 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
o
o
o
o
o
o
o
Feb 20, 2014
Academy of Art University
Barry University
Broward College
Brown
Carnegie Mellon
Champlain College
Cornell
Georgetown
o
o
o
o
o
o
o
Madison College
NYU
Stevens Institute of Technology
University of Miami
USC
UT Austin
Yale
= System is live
= Implementation is underway
Technical Information Session
4
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)
Feb 20, 2014
Technical Information Session
5
SCOPE OF HR/P MODERNIZATION
Functional Scope for Phase 1
Functional 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
Feb 20, 2014
Technical Information Session
7
Scope for Phase 2 (~Jan 2017)
•
•
•
•
Applicant tracking system
Learning management system
Case management tool
Performance management beyond the
Medical Centers
• Succession planning
Feb 20, 2014
Technical Information Session
8
Scope of HR/P – Current Systems
Feb 20, 2014
Technical Information Session
9
IMPLEMENTATION OVERVIEW / ROLES
& RESPONSIBILITIES OF SYSTEM
OWNERS
HR/P Implementation Timeline
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
Go-Live
Design
(Architect)
Plan
• 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
Configure & Prototype
Test
• End-to-End Testing
• Configuration Prototype (P1)
• Testing & Training Prep
•
•
•
•
•
• Integrations Development
• Development of Current Systems
Changes
• Report Development
• Configuration Prototype (P2)
Training Prep
Pilot Training
Train the Trainer
Final Configuration Prototype (P3)
Payroll Parallel Testing
PostDeploy Production
Support
• End User
Training
• Gold
Tenant
• Go-Live
Checklist
• Cut Over
to GoLive
• Post Go-Live
Stabilization
• Post Go-Live
Optimization
Data Conversion & Migration
Integrations
Quality Management
Operational Readiness
Organizational Change Management, Communications, Knowledge Transfer, and End User Testing
Feb 20, 2014
Technical Information Session
11
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
Feb 20, 2014
Technical Information Session
12
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
Feb 20, 2014
Technical Information Session
13
Timeline for Downstream Systems
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
Go-Live
Design
(Architect)
Plan
Configure & Prototype
PostDeploy Production
Support
Test
Integrations
Integration Design
Configure & Unit Test
End-to-End Testing, UAT
Assess System Impact
Design, Build & Test System
Changes
Go-live
Support
Change/Retire
Functional Design
Assess System
Impact
Go-live
Support
Design, Build & Test System Changes
Conversion
Prototype 1
Project Led
Feb 20, 2014
Project Supported
Prototype 2
Prototype 3
Gold Tenant
Unit Responsible
Technical Information Session
14
NEXT STEPS
Fill Out Feedback Card
Info on your
unit’s system
General project
feedback
Return card to table at the auditorium entry way.
Feb 20, 2014
Technical Information Session
16
Next Steps
• Ensure the project’s inventory of your unit’s
HR/P systems and contacts are current. Send
updates to hrp-tech@uw.edu
• 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
Technical Information Session
17
HR/P Project Contacts
Name
Role
Phone
Email
Alin Hunter
Technology Manager
(206) 616-0769
huntera@uw.edu
Gwen Trentham
Integration/Reports Lead
(206) 543-7469
gat3@uw.edu
Sandy Prescott
Conversion Lead
(206) 616-9619
sprescot@uw.edu
Lisa Yeager
Project Director
(206) 685-2835
lyeager2@uw.edu
Cheryl Scott
Organizational Change Manager
(206) 616-4933
cas510@uw.edu
Ryan Markowski
Implementation Manager
(206) 221-5065
pmarkows@uw.edu
Feb 20, 2014
Technical Information Session
18
Questions?