r2r program update - mcgill.ca · • payroll management ... resources and learning workday’s...
TRANSCRIPT
R2R Program Update
HR Townhall Meeting
June 16, 2017
▪ R2R Vision and expected benefits
▪ Workday implementation methodology: a few notions
▪ Processes in scope
▪ R2R timeline and Prototype roadmap
▪ Design Approach
▪ Service Delivery Model timeline & context
▪ High-level impacts
▪ Workday at a glance
2
Agenda
3
▪ Vision
o Improve accessibility to employee information and reporting
o Rationalize, standardize, streamline and automate personnel processes
o Mitigate HR-related risks to the University
▪ Expected Benefits
o One single system of truth for all personnel information. Currently, multiple
databases coexist (e.g. central systems and applications developed locally by the Faculties
and Units)
o Better and more user friendly workflows
• Reducing manual, error prone activities – e.g. hiring, benefits and payroll coding, etc.)
• Eliminating effort duplication
• Making it possible to consolidate documents directly within the workflows
• Making the distribution of tasks in the workflows between units and central more
guided – current lack of guidance leads to errors
o Mobile and user-friendly access for all employees
R2R Vision and expected benefits
• Organizational Master Data &
Position Management
• HR Master Data & Life Events
(EE Records, leaves, hiring and off-boarding)
• Compensation Management
• On-Boarding
• Payroll Management
• Benefits Management
• Time & Attendance Management
• Self-service, Workflows & Notifications
• Recruitment and Staffing
• Academic Tenure, Review & Promotion
• Performance Management
• Reporting, Analytics & Compliance
• Career & Succession Planning
• Workforce Planning
R2R
BUILDING THE FOUNDATION
+
TALENT 101
Future
Implementation (to be planned)
FULL TALENT SUITE
4
Processes in scope
Notion of Software as a Service (SaaS)
5
▪ Software that is owned, delivered & managed by the solution
provider, i.e. Workday
▪ Modules offered are the same for all clients, and some
configurations are possible to meet the specific client needs
▪ Functionality offered is based on best practices
▪ Version updates are more common and less costly than on
premise systems
▪ Data is easily accessible from a smartphone, a tablet, a laptop,
or a desktop — wherever you have an Internet connection
▪ Meets all relevant security & compliance guidelines
▪ SaaS creates a community where customers share knowledge, resources and learning
▪ Workday’s centralized data centers reduce energy consumption by using computing
resources more efficiently
Notion of Tenant
▪ A tenant is an application with its own secure
environment. Each Workday client has their
own secure production tenant that only they
can access
▪ When R2R starts making changes to Workday
through configuration, these changes will only
be reflected in McGill’s tenant and will not be
visible to other Workday customers
6
Using Software as a Service can
be compared to living in a
condominium
Over the course of the
implementation, 5 different McGill
tenants will support the project
deliverables – cf. Prototype Roadmap
Other
Workday
Customer
Other
Workday
Customer
Other
Workday
Customer
Notion of Workbook
▪ Document used to collect data attributes for electronic entry into Workday
▪ Includes transactional data and configuration data
▪ Considered to be the main foundation component to Prototype 1, i.e. Foundation Tenant
Configuration
Data
Transactional
Data
7
Consolidate
& streamlineConfigure
8
▪ A focused Core Team will design the new HR solution in Workday, in line with the
best Higher-Ed practices
▪ R2R has appointed Process Owners and SMEs to cover the Staff/Admin/HR
aspects as well as the Academic/Faculty aspects of each process
o They come from central HR, the academic personnel central functions, as
well as from some Units and Faculties
o Some SMEs from Budget & Finance will help ensure critical handshakes are
covered
▪ Stakeholders from units not represented among the POs and SMEs will be kept
abreast of the decisions and impacts through a network of Change Enablers
Design approach
▪ Keep it simple
▪ Think institutionally, McGill, rather than only locally
▪ Focus on efficiency and effectiveness first
▪ Proactively manage change via communication and training
Guiding principles
9
R2R timeline
10
10/29 - Go-live
2017 2018
Feb March April May June July Aug. Sept. Oct. Nov. Dec. Jan. Feb. Mars April May June July Aug Sept. Oct. Nov.
Project Phase PLAN/ADVISORY SERVICES ARCHITECT CONFIGURE & PROTOTYPE TESTPAYROLL PARALLEL
TESTDEPLOY
POST
PROD.
WD environment P1 P2 P3 P4 GOLD
Data Management:
ConversionP1 Data Prep P2 Data Prep P3 Data Prep P4 Data Prep GOLD Data Prep
HRMS Design/Build/Review configuration
Central IT systems
External systems
integration
Data Management: ODS
McGill
Architecture
Dis-
coveryDesign
Integrations Build &
Unit Tests
Integrations
Testing
HRMS: TestingTest strategy
Test plansTest scenario preparation End-to-End Testing Payroll Parallel Testing
Change ManagementChange
Strategy
Mobilization
(Core Team &
Change Enablers)
Impact Analysis (Role,
processes and tools)
Informative Sessions
Training Needs Definition
Training
Development
Training
Delivery
Prototype 1:Foundation Tenant
Focus on Sampling of Current McGill Data:
- Core HCMWorkbook Data (basic processes configured)
-Active Employees only
- Top-of-Stack/Current State only
- Sampling of Academic-specific Data
Prototype 2:Configuration Tenant
Focus on broader Data Set:
- Full HCM Workbook
- Process-specific Data
- Academic-specific Data
- Data mapped to target processes
- Historical Data
Prototype 3:End to End Testing Tenant
Focus on Reloading P2 Data with any required refinements:
- Full & Complete HCM Workbook
- Full Academic-specific Data
- All process-specific Data
Prototype 4:Payroll Parallel Tenant
Focus on Reloading P3 Data with any required refinements:
- Full & Complete HCM Workbook
- Full Academic-specific Data
- All process-specific Data
GOLD Tenant:Pre-Production Tenant
Final Load into Tenant that will become the Production Environment:
All necessary data should be cleansed and converted:
- Full & Complete HCM Workbook
- Full Academic-specific Data
- All process-specific Data
Prototype roadmap
The Prototype Roadmap is an iterative process
11
Service Delivery Model timeline & context
12
10/29 - Go-live
2017 2018
Feb Mar April May June July Aug Sept Oct Nov Dec Jan Feb Mar April May June July Aug Sept Oct Nov
Project PhasePLAN/ADVISORY
SERVICESARCHITECT
CONFIGURE &
PROTOTYPETEST
PAYROLL
PARALLEL TESTDEPLOY
POST
PROD.
WD environment Prototype 1 (P1) P2 P3 P4 GOLD
HRMS: TestingTest strategy
Test plans
Test scenario
preparation
End-to-End
Testing
Payroll Parallel
Testing
Impacts: Informative
Sessions
Service Delivery ModelStructures, roles, directives and controls
Document as-is SDM Formalize to-be SDMImplement to-be
SDM
▪ As the design of the new solution (system + associated processes) becomes more
mature, the impacts on current operations become clearer
▪ Information sessions are planned with the stakeholders most impacted by the change
– this will include all Faculties and Units, SSU, APO, unions and associations. They
are based on the following four level of impacts:
o Preliminary – high-level
o Intermediate – some stakeholder-specific impacts become known
o Detailed – all stakeholder-specific impacts are known
o Confirmatory – once all tests are completed
13
High-level impacts (not exhaustive)
Expected Impacts What it means
Decommissioning Banner
HRIS and POPs
▪ Roles focusing on supporting these two application will
change
More online functionalities
▪ As many functionalities will include automated validation
checks, some processes will be automated and no longer
require manual validation
Expanded use of self-service
functionalities
▪ Employees and managers will have greater access to
information (e.g. employment records, workflows,
dashboards)
Hiring managers may be
asked to perform tasks online (requisitions, move candidates in the
selection process)
▪ HR will need to coach the hiring managers on the new
tools/processes – this support role does not exist today
End user’s learning curve
▪ Support will be needed to facilitate the end-user’s transition
to the new software. This will involve HR Shared Services,
APO and IT
Electronic time tracking▪ The employees who currently fill paper timesheets will now
do it electronically. This will require support
14
What can Workday do?
When you access
the Workday, you
will see several
worklets that
represent different
categories.
Based on your role,
you will have easy
access to a set of
Reports and
Dashboards.
15
Workday basics – Your inbox
Your Inbox
1. Contains items that need your action
2. Includes notifications related to events that impact you
3. You can view tasks that you have initiated
4. Check the current status of your requests or tasks
16
Workday basics – Manage recruitment
17
Workday basics – View Benefits
18
Workday basics – View Benefits
19