R2R Program Update

HR Shared Services Meeting

June 8th 2017

▪ R2R in sum

▪ Vision and expected benefits

▪ Processes in scope

▪ R2R timeline

▪ Prototype roadmap

▪ Guiding principles

▪ Service Delivery Model timeline & context

▪ High-level impacts

▪ New Service Delivery Model

▪ Projected support needs

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Agenda

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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.

R2R in sum

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▪ 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

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

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Processes in scope

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)

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

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▪ 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

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Service Delivery Model timeline & context

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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

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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

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New Service Delivery Model – early stages

Service Delivery Model refers to the structures, roles, directives and controls that

will support the operation of the new HR Processes across the University

What we know now:

▪ Employees will still need help with policies, processes and systems

▪ The structures, roles, directives and controls currently in place with the HR Shared Services,

APO and the IT Service Desk will change

▪ The transition to the future Service Delivery Model will be managed as part of the R2R project

o Specialized training and assistance will be provided

How will we design the future SDM:

1. Document detailed as-is Service Delivery Model including HR Shared Services, APO, IT

Service Desk and relevant groups within the Units and Faculties

2. Establish the support needs based on new process design and corresponding impacts

3. Define the new model to address those needs

4. Implement the to-be Service Delivery Model, i.e. assign roles, define structure and controls,

and train staff

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Projected support needs – early stages, not exhaustive, not final

First user contact / triaging (employees + administrators)

User access management

Core HR processes

Core Academic processes

Workday Training (onboarding)

Payroll-related support

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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.

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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

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Workday basics – Manage recruitment

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Workday basics – View Benefits

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Workday basics – View Benefits

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