Prairie View A&M University Introducing Project Helios Academic Administrators June 30, 2016 By Radhika Ayyar
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Prairie View A&M University
Introducing Project Helios
Academic Administrators
June 30, 2016
By
Radhika Ayyar
Prairie View A&M University
What is Project Helios?
2
What’s Happening? What’s Next?
Agenda
Prairie View A&M University
What is Project Helios?
3
Prairie View A&M University
Replace the A&M System’s legacy mainframe payroll and human
resource systems with Workday
4
Prairie View A&M University
Individual Members
5
Prairie View A&M University
And Project Partners
6
Prairie View A&M University
Working Together
7
Executive
Sponsors Project
Leadership
Team
Project
Coordinators
Change
Champions
Technical
Team
Change
Management
Team
Functional
Teamworkday.tamus.edu
it.tamus/projecthelios
Prairie View A&M University
What We Will Accomplish
8
• Replace our existing HR
and Payroll solution with a
modern, integrated HR
and Payroll system
• Simplify and standardize
processes
• Make it easy to get work
done and harder to
make mistakes
• Lower our operating
costs, reduce risk and
realize efficiencies with
a cloud-based solution
Prairie View A&M University
The Journey Began in 2014
9
Structured Process Inclusive Process Transparent Process
• Almost 10 months to
announce, post,
evaluate and select a
solution
• Evaluation team
reviewed responses
and materials at each
stage gate
• All members
represented
• Nearly 500 employees
from Payroll, Human
Resources, Finance,
and Information
Technology
participated
• Request for Proposal
was competitively bid
following all system
and State
procurement
guidelines
Prairie View A&M University
The Decision
10
Prairie View A&M University
A&M System and Workday
11
HCM
(Core HR)
Compensation
Benefits
Payroll
Reporting
Absence
Time Tracking
Recruiting
Talent Management
Performance
Management
Prairie View A&M University
Targeting December 2017
12
December 2017
HCM
(Core HR)Absence
Compensation Time Tracking
Benefits Reporting
Payroll
Phased In Beginning
December 2017
Recruiting
Talent
Management
Performance
Management
Prairie View A&M University
What is replaced by Workday?
13
Staying in Place
Business Objects
Buy A&M
eTravel / Concur
Glacier
Maestro
SSO
Time & Effort
TrainTraq
Replaced by
Workday
BPP
EPAs
Guardian I-9
HRConnect
iBenefits
LeaveTraq
PeopleAdmin
(TALENT)
TimeTraq
Prairie View A&M University
What’s Happening?
14
Project Activities
15
Project and Member
Communication
Process
Workbooks
April 26 – May 27
Prototype 1 Review
August - September
HR, Payroll,
Benefits Town Hall
May 24, 25
Data Clean Up
Building Our Workday
16
Prairie View A&M University
Separating BPP and FAMIS
17
• Some BPP functionality
needs to move to FAMIS• Financial accounting functions
– Banking
– State funding integrations
– Associated processes
• Project will run
concurrently with
Workday
implementation
– Requirements
identified
– Team members are
assembled
– Code will be ready for
Workday Test stage
Prairie View A&M University
atWhat’s Next? is Project
Helios?
18
Next Steps
19
• Monthly meetings between
project team and member
representative(s)
• Monthly member updates
• Regular web updates
– workday.tamus.edu
– News You Can Use
• Resolve remaining parking lot
items from business process
workshops
• Continue to clean up data
• Build and QA Prototype
– Configure Workday with our
business process steps
Ongoing Communication Project Work
June – August
May 2016 –
November 2017
Prairie View A&M University
Thank You!
20
workday.tamus.edu
it.tamus/projecthelios
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