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HR/Payroll ModernizationDesign Review
School of Medicine
October 30, 2014
2Design Review - School of Medicine
Agenda
Topic Presenter Time
Welcome & Meeting Format Jean Boraca 8:30 – 8:40
#3 - Practice Plan and Other Contracts 8:40 – 9:00
#1 – Compensation Sources 9:00 – 9:20
#2 – Contingent Worker Status 9:20 – 9:40
#4 – Position Management for Residents & Fellows 9:40 – 10:00
#5 – PDR Faculty 10:00 – 10:20
#6 – Impacted Systems / Transitions & Interfaces 10:20 – 10:35
#7 – EDW and IAM 10:35 – 10:50
#8 -- Reporting 10:50 – 11:05
#9 – Research Considerations 11:05 – 11:15
#10 – Roles & Responsibilities 11:15 – 11:30
Questions & Answers Jerry Heinz 11:30 – 12:00
3Design Review - School of Medicine
Meeting Format• Panel format as varying project team members will
respond• Time blocked for each Issue (1 – 10)• For each issue
– Show the issue– Review key points to provide clarity– Show the issue again
• Use your cards to capture additional questions and impacts
• 30 minutes at end for additional questions
4Design Review - School of Medicine
3 - Practice Plan and Other Contracts
Terminology Changes
5
Current
Employee
Job Class
Appointment
Distribution
Budget
Workday
Worker
Job Profile
Position
Cost Allocation
Cost Center
Full glossary is online: https://f2.washington.edu/teams/hrp/design/functional
Design Review - School of Medicine
6Design Review - School of Medicine
Academic Appointments• Academic appointments will track the appointee’s time at UW
• Design underway to capture mandatory review dates, service period, tenure value
• Academic affiliates, courtesy clinical and affiliate faculty
• Paid and unpaid, paid position and academic appointment only, joint/adjunct
• Academic track type, categories, group
• Identifiers: Primary, joint, dual, administrative
• Employment and courtesy relationships
• Hire date, appointment date
7Design Review - School of Medicine
Key UW Design • One common pay master with UWP. The project is
working on the integration to continue the transfer of payroll data to UWP/ADP
• Practice plan amounts are not being loaded into Workday• UW is moving to biweekly – not aware of any impact on
UWP and CUMG. Policy decision does not control external relationships
• Workday compensation components are limited to current state. The process will change but the elements will not
• Contract tracking for academic personnel will not be included in Workday
• UW Benefits are based on UW FTE
8Design Review - School of Medicine
3 - Practice Plan and Other Contracts
9Design Review - School of Medicine
1 - Compensation Sources
10
Compensation Components for FacultySoM Current in HEPPS Future (Workday)
X Yes-Regular Earnings (REG)
Salary Plan: • Academic Year Salary Plan, or• General Salary Plan
Y No No
Z No No
WOS (Without Salary)
Yes-No dollar amount entered
No, will be academic appointmentsEx., adjunct, unpaid joint appointments
ADS (Administrative Supplement)
Yes-Dollar amount entered Allowance Plan:Administrative Supplement
TPS (Temporary Supplement)
Yes-Dollar amount entered Period Activity Pays:Examples:• Emergency Instructional Coverage• Clinical Coverage Overload• UW Educational Outreach
SAAC, MAAC, etc.
No No
PDR (Paid Direct) Yes-No dollar amount entered
To be determined
Design Review - School of Medicine
11Design Review - School of Medicine
1 - Compensation Sources
12Design Review - School of Medicine
2 - Contingent Worker Status
13Design Review - School of Medicine
Non-Employee Relationships
• Academic AffiliatesSomeone who works at an educational institution, but isn't in an employment relationship with the institution. At UW these will include visiting scholars, courtesy clinical and affiliate faculty.
• Contingent Worker A contingent worker is not paid through Workday Payroll, could receive 1099 wages or may not be paid by UW at all, and is not eligible for university benefits. Examples are independent contractors, consultants, AGO attorneys or visiting agency
nurses.
14Design Review - School of Medicine
Affiliates: Current State vs. Future State
Academic PersonnelNo Employment Relationship
AffiliateAttorney GeneralBoard of Regents
HHMIAgency
HEPPS Workday
• On Supervisory Org• On Academic Hierarchy• Has Position• Is Paid via Workday
• On Supervisory Org• Has Position• Is not paid via Workday• Is not Academic
Contingent Worker
Academic Affiliates• On Academic Hierarchy• Not on Supervisory Org• Doesn’t Have Position• Not paid via Workday• No Employment
Relationship
• Consultant/ Contractor/ Vendor/
• AG• Board of
Regents• Non-Academic
Affiliates
• Courtesy Faculty
• Courtesy Clinical & Affiliate
• Visiting Scholar
Academic Personnel
All Non-Academic Personnel
Employee
Academic Employee
15Design Review - School of Medicine
Academic Personnel in Workday
Academic Hierarchy
Supervisory Organization
Academic AppointmentPosition
PaidWill sit on both Supervisory Org
and Academic Hierarchy
UnpaidWill Have an Academic Appointment and Sit on
Academic Hierarchy Only
If Paid:Will sit on both Supervisory Organization and Academic
Hierarchy
16Design Review - School of Medicine
2 - Contingent Worker Status
17Design Review - School of Medicine
4 – Position Management for Residents and Fellows
18Design Review - School of Medicine
PM for Residents and Fellows• All positions paid by UW, regardless of duration or
appointment term will be made using position management. Positions can be created in advance or at time of hire/need
• Multiple positions can be created to accommodate fluid relationships between various appointment types
19Design Review - School of Medicine
4 – Position Management for Residents and Fellows
20Design Review - School of Medicine
5 – PDR Faculty
21Design Review - School of Medicine
PDR• PDR faculty will be viewed and treated as academic
appointments
• Using FTE and costing allocations the same way as other faculty
• Design in progress – proposed solution that captures the attributes of a faculty member
22Design Review - School of Medicine
5 – PDR Faculty
23Design Review - School of Medicine
6 – Impacted Systems / Transitions and Interfaces
24
Guiding Principles• Direct system-to-system integration with Workday will facilitate core
HR/Payroll business processes• Other downstream systems will obtain data via centrally-managed Data Services
(e.g., Enterprise Data Warehouse/Operational Data Store/Web Services)
• Workday data in centrally-managed Data Services• The EDW/ODS/Web Services data model will reflect the new Workday data model,
not the current data model• The Workday data provided to centrally-managed Data Services will reflect the
type of data and timing currently provided in order to support necessary analytic and operational capabilities
• Current security and access methods for centrally-managed Data Services will be retained; data custodians will manage roles and access
• Workday is the system of record of HR/Payroll data• Workday data should not be altered (i.e., cleansed/edited/fixed) by
downstream/shadow systems
• Workday will not include historical HR/Payroll data• Historical data required for analytic and operational needs will be retained in
centrally-managed Data Services
• There needs to be a concerted effort to eliminate downstream/shadow systems
Design Review - School of Medicine
Design Review - School of Medicine
Data Relationships
25
WorkdayHEPPSEmployee
Appointment
Distribution
Distribution
Distribution
Appointment
WOS
Appointment
Distribution
Distribution
Position
Earnings
Job
Worker
Cost Allocatio
n
Design Review - School of Medicine
EDW/ODS Impact
26
Person
Appointment
Job Classification
Actual Distribution
Bargaining Unit
Earn Type
Contact
Design Review - School of Medicine
Future Data Model
27
SupervisoryOrg
Position
Worker
Cost Allocation
Job Profile
Payroll Result
28Design Review - School of Medicine
6 – Impacted Systems / Transitions and Interfaces
29Design Review - School of Medicine
7 – EDW and IAM Needs
30Design Review - School of Medicine
8 - Reporting
31Design Review - School of Medicine
9 – Research Considerations
32Design Review - School of Medicine
Research Engagement
• All central offices engaged in research activities including eFECS, SAGE, ORIS, etc., have been participating in design conversations
33Design Review - School of Medicine
9 – Research Considerations
34Design Review - School of Medicine
10 – Roles and Responsibilities
35
Members
Managers
Manager
Finance Reporting
Accounting
Supervisory Organizations & Roles
Design Review - School of Medicine
Katrina Lindgren, Director Susan Steinberg, VP
Susan Steinberg, VP
Scott Wilson, Director
Dylan Johnson Laurie Jenkins Daljit Singh
Supervisory Organizations “report” to one another to form the Supervisory Organization Hierarchy
When linked with Supervisory Organizations, the following is true of Role-Based Security:
Is assigned to a Position that a Worker fills within a Organization
Determines what a user can see and do within the application
Provides access to appropriate data within the assigned Organizational structure
Determines functional responsibilities and routing of actions within a Business Process
HR Support
Jennifer SmithHR Support
Bob JonesHR Support
Lisa ScottHR Support
36Design Review - School of Medicine
10 – Roles and Responsibilities
QUESTIONS & ANSWERS
38Design Review - School of Medicine
THANK YOU!
Questions?
http://f2.washington.edu/teams/hrp