R2R Program OverviewFaculty of Science

October 18, 2017

Agenda

R2R in Sum

Benchmarking Insights

Technology

Academic/Administrative Processes in scope

Project Governance

Workday Concepts/Expected Benefits

R2R timeline

High-level impacts: Example HR Master Data

R2R Timeline/Prototype Roadmap

R2R Change Management/Change Enablers

R2R Website/Demo

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R2R In Sum

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Currently, McGill HR relies on multiple processes

(some manual, some automated) owned by different

departments.

These processes are supported by several tools and

IT systems (some central, some local).

By launching the R2R Program, McGill’s goal is to

create and strengthen standard common practices

across Faculties and Units in order to promote a

common and consistent way to work, i.e.: One way

to support our academic and administrative staff.

R2R will consolidate and streamline HR processes, and reshape the way

information is inputted and accessed across the University.

This means that the support needs are going to be different from what they are now.

Science Needs

Faculty of Science’s main needs:

More support for the Departments within this decentralized Faculty

Clear and consistent instructions and standardized processes

Centralized, secured and unified online database (one reliable source of data)

Better access to employee information, especially supervisors for their team

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2012 Business Opportunity Survey

Surveyed all departments, units and Faculties for their insights into what was working/not

working with our current Banner/Minerva systems

Asked for their recommendations on changing current processes, procedures and

operations

Benchmarking Insights

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Who did we consult with?

• 7 North American Universities who had similar projects (cloud

solution involving HR and Academic processes).

Which Universities?

• Washington, Toronto, Kentucky, Cornell, New York, Yale, New

School, Brown, Georgetown.

What kinds of questions did we ask and what did we learn?

• Scope and deployment strategy, functionality, lessons learned,

change management and deployment, system integrations, data

migration and conversion.

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Technology: Software-as-a-Service (SaaS) application

Benefits of a SAAS Solution

Hosted by Workday: Software that is owned,

delivered & managed by the provider.

Modules offered are the same for

all clients, and some configurations

are possible to meet the specific

client needs.

Accessed via the web

Common, non-customizable software

Uses best practices.

Version updates are more common

and less costly than on premise

systems.

Works on a 3x per year release strategy.

New releases available in production in

March, July, and November each year

Data is easily accessible from a

smartphone, a tablet, a laptop, or a

desktop — wherever you have an

Internet connection.

Workday application is cloud based.

Broad integration requirements.

Meets all relevant security &

compliance guidelines.

Academic/Administrative Processes in Scope

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• 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 (mandatory

for unionized academic staff; optional for

others)

• Self-service, Workflows & Notifications

• Recruitment and Staffing

• Academic Reappointment, Tenure, Review &

Promotion

• Performance Management (optional for

academics except Medicine)

• Reporting, Analytics & Compliance

• Career & Succession Planning

• Workforce Planning

R2R

BUILDING THE FOUNDATION

+

TALENT 101

Future

Implementation (to be planned)

FULL TALENT SUITE

Project Governance

www.mcgill.ca/r2r/

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Workday Concepts: Academic Hierarchy

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Supervisory

organizations

VS

Academic

Hierarchy

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Workday: Expected Benefits Workday Capabilities

Budgetary Controlo Budgetary control framework and position

budgeting capabilities give you visibility into your

Faculty’s or Department’s financial health

Supervisory

Organization/Job Catalogue

o View entire team and drill down to specific

employee’s job profile, etc. Allows for key

decisions, such as how many people to hire, open

or unfilled positions, etc.

o Workday allows for building a solid job academic

and staff structure, i.e. inventory of all jobs and

attaching proper description, compensation

grades, other work conditions, and government

reporting codes (NOC, SYSPER)

Academic Hierarchy

o Academic Hierarchy tracks academic

appointments, tenure; gain greater insight into

academic hires to optimize resources; Visibility on

primary, secondary and joint appointments.

Dashboard, Analytics and

Reporting

o Make fast and accurate reporting for

strategic/executive planning (dashboards),

regulatory compliance reporting, and operational

reporting (e.g. ad-hoc lists of employees). Search

functionality on every object and data in real time.

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Workday: Expected Benefits Workday Capabilities

Electronic Workflow and

Approvals

o Workday allows you to submit requests

electronically, and automatically routes them to

your manager or other appropriate party for

approval

Auditing

o Audit trail in the system; you can go back and view

the status of a request at any time

Central Repository

o Central repository of all academic appointment

information, both past and present.

One Source of HR Data

o Provide one single system (one source) to manage

all personnel information. Currently, multiple

databases coexist (e.g. central systems and

applications developed locally by the Faculties and

Units).

All employee transactions including employee time sheets will be electronic (e.g.

hire, job change, termination, etc.) will be performed in Workday.

Notifications can be setup on a need-to-know basis e.g. keeping track of immigration

statuses, leaves, etc.

Pre-hire process will allow new recruits to begin their onboarding process prior to the

actual hire date, and providing a check list of what remains to be done, facilitating a

seamless transition from pre(hire) to employee status.

New-hires and employees will have the ability to attach supporting documentation

within Workday as part of initial benefit selection and enrollment processes

Workday provides the ability to set up, organize and track committees keeping

agenda, documentation and minutes in one place.

Tracking and approval functionality for every business process, including audit

functionality on every object in Workday.

High Level Impacts: “HR Master Data”

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R2R Timeline

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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)

Detailed Impact Analysis

(Role, processes and

tools)

Informative Sessions

Training Needs Definition

Training

Development

Training

Delivery

Prototype 1:Foundation Tenant – Core Team Only

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: Core Team + select audiences

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: Core Team + Change Enablers

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: University-wide

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

An iterative process

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It is about the people!

Change management facilitate, for each category of McGill staff (academic or administrative staff, unionized employees, administrators) :

Readiness,

Onboarding,

Ultimate use and adoption

... Of Workday’s implementation with the related processes and organization it entails

As-Is To-BeChange / Transition

R2R Change Management Goal

Change Enablers Organization

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Local Sponsor

Champions:

M. Babiak & T. Kafantaris

Super Users

Change Management (CM) Team

R2R Sponsors

Executive Sponsor Committee:

Prof. C. Manfredi, Prof. Y. Beauchamps

Executive Steering Committee:

Prof. G. McClure, D. Dutton, G. Roquet, C. Tinmouth

Manage 5 streams: - Program alignment,

- Sponsorship,

- Organizational engagement,

- Communication and

- Training

Lead: JM. Faes

Team: S. Barqueiro, N. Beaulieu, I. Blanchard

CENTRAL TEAM FACULTIES / UNITS

Lead, influence, advocate for R2R

Informed by the champion preferably

Contribute to reinforce messages and provide

feedback when required

Facilitate and enable change actions locally

Act as the liaison with the CM team:

- Receive and process information,

- Gather feedback and recommendation,

- Deploy local change management activities.

Gain exposure to Workday and new processes

(impact feedbacks, tests, training)

Serve as a resident Workday expert to assist peers

R2R Website (www.mcgill.ca/r2r)

The R2R website continues to evolve over time and will provide

just-in-time information following each phase of the program. It

aims to raise awareness about the program and will gradually move

towards a more functional role as we approach Go-live. Post Go-live,

it will continue to evolve to support McGill’s day-to-day operations

with Workday.

A one stop shop, where you will find:

Basic information about R2R and Workday

Team and contact information

News and updates

Blog articles giving you access to behind the scenes

And more (coming up)…

Changs overview, training resources, support information, go-live

checklists, Workday login, etc.

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Questions?

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