HR/Payroll Modernization Update
Monthly Research Administrators
Meeting
November 13, 2014
Agenda
• Project Status
• Configuration Phase Overview
• Design Decisions & Technical Impacts
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Going Live in Late-December 2015
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HR/P Implementation Timeline
March – April
2014
Plan
April –
October
2014
Nov 2014
– May
2015
Design
Configure
(Architect)
&
Prototype
May –
October
2015
Test
Nov –
Dec 2015
Deploy
Go-Live
Jan-Feb
2016
PostProduction
support
Data Conversion and Migration
Integrations
Quality Management
Organizational Change Management, Communications,
Knowledge Transfer and End-User Training
Operational Readiness
We are Here
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Design Phase Accomplishments
Overall / Change Management
 Completed Design phase on time and under budget
 Engaged all business units through communications and design
sessions
 Identified major change impacts
 Launched UW@Work, the project newsletter
Replace UW’s existing payroll system with a modern,
integrated HR and payroll system
 Made key design decisions
 Completed design sessions with 300 SMEs (12,563 hours)
 Completed 22 Design Guides and Workbooks
 80% of data ready for loading into P1 (~40 iLoad files)
 Initial designs for 75% of required integrations are complete
Implement standardized HR and payroll processes and
practices across the entire University
 Documented 65 to-be Workday business processes
 Drafted 44 end-to-end business processes
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Configuration Phase Overview
• Focused on building the system that we
designed during the design phase
–
–
–
–
Load P1 data (more comprehensive)
Ensure functional processes work
Build and test integrations
Develop test plans and scripts
• Unit engagement will increase
– Conduct unit-specific impact assessment
– Develop readiness teams
– Increase communications
– Prepare training materials
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Key Design Decisions
Biweekly Pay Cycle
– Move to 26 pay periods per year (instead of 24 times
per year).
– No monthly salary or deductions.
– Two or three payroll postings per fiscal month.
Actual Time Reporting
– Pays overtime-eligible employees on an hourly basis
(for actual hours worked).
– No monthly salary rate.
Leave Accruals
– Aligns leave accruals with the biweekly pay cycle
instead of monthly.
– Calculated in Workday, including for the Medical
Centers.
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Key Design Decisions
Elimination of Unused Job Classifications
– Removes obsolete and unused classifications.
– Changes the number of job codes.
– Uses attributes instead of ranges (e.g., unions will be an
attribute instead of being the 7000-8999 numerical range).
HCA Data Point of Origin
– Creates/maintains the eligibility records electronically in
Workday.
– Allows online enrollment through Workday.
– Sends electronic updates to PAY1.
Position Management
– Data relationships allow for much more nuanced use of
data.
– Instead of the employee being at the top of a hierarchy,
the position is at the center of data relationships.
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Key Design Decisions
FLSA Workweek
– Creates a single workweek running Sunday through
Saturday.
Length of Service
– Calculated by pay period instead of monthly.
– Requires employees to work 54% or more of scheduled
hours to earn a service credit.
Increment Date
– Defined in pay periods instead of months.
– Adjusts by one pay period if length of service credit is not
earned in a given pay period.
FMLA Calculation Year
– Calculated on a rolling 12-month period measured
backward from the date an employee uses any FMLA
leave.
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HIGH-LEVEL IMPACTS TO SYSTEMS
Changes to Current Systems
Some systems will be going away, including:
•
•
•
•
•
•
•
•
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HEPPS
Online Payroll Updating System (OPUS)
UW Online Work/Leave System (OWLS)
Employee Self Service (ESS)
UW Timesheet
Leave & Time Reporting (LTR)
Lawson
Prime
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Key Integrations to Workday
1. Financial Accounting System (FAS)
2. UW-IT Enterprise Integration Platform (EIP)
– EDW/ODS, HR/P Web Service, MITS, etc.
3. UW-IT Identity and Access Management (IAM)
– Person Registry, Single Sign-on (UW NetID), EID
4.
5.
6.
7.
8.
9.
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UWHIRES
HRIS Data Warehouse
KRONOS
SumTotal
Department of Retirement Services (DRS)
Health Care Authority (HCA)
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Questions?
http://f2.washington.edu/teams/hrp