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
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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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