HR/Payroll Modernization Update

Payroll Coordinator Meeting

December 2014

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Agenda

• Project Updateo Timelineo Design Phase Accomplishmentso What's Ahead for the Configuration & Prototype

Phase

• Helpful Resources for Biweekly Pay• Work Schedule Request• Questions

December 2014

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Going Live December 20, 2015

December 2014

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Operational Readiness

Organizational Change Management, Communications, Knowledge Transfer and End-User Training

Go-Live

Quality Management

Integrations

Data Conversion and Migration

March – April 2014

Nov – Dec 2015

April – October 2014

November 2014 – May 2015

May – November 2015

January – June 2016

HR/P Implementation Timeline

Plan Deploy Stabilization & Optimization

TestConfiguration & Prototype

We are here!

Architect

December 2014

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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

December 2014

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Design Phase AccomplishmentsReplace 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

Documented 1,384 items in the Requirements Traceability Matrix

80% of data is ready for loading into P1

Initial designs for 75% of required integrations are complete

December 2014

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Design Phase AccomplishmentsImplement standardized HR and payroll

processes and practices across the entire UW

Documented 65 to-be Workday business processes

Drafted 44 end-to-end business processes

December 2014

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Configuration Phase Overview

• Focused on building the system that was designed during the Design Phaseo Load P1 data (more comprehensive)o Ensure functional processes worko Build and test integrationso Develop test plans and scripts

• Unit engagement will increaseo Conduct unit-specific impact assessmento Develop readiness teamso Increase communicationso Prepare training materials

December 2014

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Functional Work• Complete the outstanding functional design

o Merit Processo Mobileo Security

• Complete documentation of end-to-end business processes

• Validate Prototype 1 (P1) data

• Conduct functional testing of the system with the P1 data to ensure the system works as designed

December 2014

HELPFUL RESOURCES FOR NAVIGATING BIWEEKLY PAY

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UW@Work Newsletter

https://f2.washington.edu/teams/hrp/uw-at-work

December 2014

• Distributed Tuesday, Nov. 18, to 42,645 employees

• Announced the upcoming move to biweekly pay

• Generated a number of questions

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Biweekly Pay Transition Website

Gross pay calculator

for biweekly projections

https://f2.washington.edu/teams/hrp/payroll

Helpful resources

December 2014

WORK SCHEDULE ASK

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Background• Part of the configuration in Workday involves the

automatic computation of:o Overtimeo Shift differentialo Time off calculations for holiday credit

• All of the above require an accurate employee work schedule

• Work schedules with in/out times are not currently available in any centralized system; schedules are often managed at the departmental level

Payroll Coordinator MeetingDecember 2014

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Objectives• Obtain work schedules for UW employees in scheduled

leave-bearing positions

• We will use this data to:o Summarize work schedule data into categories o Load and configure work schedules in Workday o Determine plan for obtaining more accurate work schedules later

as part of future loads of datao Identify work schedules that will need to change due to switch to a

single FLSA workweek

• We will not be requesting work schedules for the following populationso Students (including graduate and work study)o Medical Center employeeso OT Exempt employees who are not OT eligible

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Ask & Deadline• Request distributed to HR/P Admin Network and parsed

out by PUC (sent on November 24)

• Complete and return completed spreadsheets

• Already received spreadsheets from 2 orgs (4 PUCs)

DEADLINE:

Completed spreadsheets due January 16, 2015

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Questions & ContactsAre there any other needs?

Questions? • Email: hrpask@uw.edu• Call:

o Christa Woodhull, Time Tracking Analyst, 543-1731o Tram Le, Time Tracking Analyst, 221-8109

Payroll Coordinator MeetingDecember 2014

Questions?

http://f2.washington.edu/teams/hrp