R2R Program Update - mcgill.ca · • Payroll Management ... resources and learning Workday’s centralized data centers reduce energy consumption by using computing resources more

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