1. Workday@Yale Executive Update
November 12, 2018

2. Introduction Workday@Yale Overview & Timeline

3. Workday Overview Workday Offers: What is Workday?
Workday is the only HR, Payroll and Financials system that is uniquely designed for the needs of Higher Education
Founded in 2005 by former PeopleSoft CEO Dave Duffield and technology visionary Aneel Bhusri, Workday will help transform Yale’s administrative and operational capabilities and the level of service that can be provided to the Yale community
Workday Offers:
Access to information over a secure network from any computer, smart phone or tablet
Continuous innovation & improvements (2 updates per year)
Intuitive user experience: fast, accessible, flexible
What is Workday?
Workday is a cloud-based application that provides both Human Capital Management and Financial Management applications
Why did Yale select Workday?
less costly than upgrading Oracle
Configurable makes it easier to grow with the software than customizable
We chose the best platform out there, and one that has committed to the higher education space
Mobile friendly
Supports Yale’s goal to become an increasingly global campus by enabling 24/7 access to information over a secure network
Workday functionality offers employee self-service and manager access, enabling staff to update or access their information privately from any computer or mobile device with internet access
Designed to support the unique needs of higher education— Yale is one of seven higher education design partners with Workday
Upholds Yale’s commitment to sustainability: the Software-as- a-Service business model centralizes processes into Workday’s efficient and modern data centers, improving the global carbon balance.
Also reduces energy needs through its simplified architecture that allows services to reach customers with a minimal number of servers

4. Why Did Yale Select Workday?
supports all four focus areas of President Salovey’s vision for Yale:
“a more unified Yale, a more accessible Yale, a more innovative Yale, and a more excellent Yale”
Collaborative Design Approach: As a Strategic Design Partner for Workday, Yale has an active voice in guiding its design and functionality
Additional Strategic Design Partners include Brown, Georgetown, Cornell, USC and Carnegie-Mellon
Technology that Evolves with the University: Workday is designed to be flexible, allowing Yale to modify the look and feel of the application, update the organizational structure, and streamline how we work
Commitment to Higher Education: One of Workday’s primary goals is to provide universities with flexible and affordable cloud-based administrative systems

5. Collaboration Through Workday
Workday will provide numerous benefits to Yale, including:
Increased Visibility
A single view of employee information, bringing faculty, managers, clinicians, researchers, professionals and all other staff at Yale in one place.
Informed Decision-Making
Integrated HR/Payroll and Finance systems will allow Yale to produce more accurate, timely reporting. Managers and business offices will be able to view key job-related information about their organization to support improved decision-making.
Yale’s current systems are outdated, complex to support, and no longer meet the University’s needs and compliance requirements
The University needs a flexible, configurable system with the ability to support the increasingly global campus
Workday will result in both operating cost savings and non-financial benefits:
Workday is less costly to support and offers enhanced, innovative functionality
There is no local installation of hardware or software required
Workday is recognized for its continuous innovation, releasing updates twice a year to provide new functionality
Updates to the system are implemented automatically, so no coding or IT support is required
Self-Service
Yale faculty and staff will be able to initiate actions such as managing personal information and updating benefits. Managers will be able to access relevant information for their team via dashboards and reports.

6. Chart of Accounts change *Exact timing and content are TBD
Timeline
2015
2016
Mar
Apr
May
Jun
Jul
Aug
Sep
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
Jul
Release 1:
HR/Payroll/
Academic
Information
Expense Management, Procurement, Supplier & Accounts / Contracts, Business Assets, Sponsored Awards Management, Endowment Accounting, Customer Accounts, Banking & Settlement, Financial Accounting, BI/DW Reporting
Release 2*:
Time Tracking
Explain what each contains
Release 3:
Chart of Accounts change
and new costing model
Benefits, Talent, Compensation, Payroll, Faculty Appointments & Appointment History, Academic Reporting, BI/DW Reporting
Release 4:
Financials
*Exact timing and content are TBD

7. First “Go Live” April 2015

8. What’s Changing In April 2015 (Release 1)
Release 1—HR/Payroll/Academic Information
April 2015
Employee Self-Service:
Change Address/Personal Data
My Benefits Changes/New Hire Enrollment
Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
Unified reporting from many Yale systems
(Data Warehouse)
Release 2—Time Tracking
TBD
Release 3—Chart of Accounts Change &
New Costing Model
October 2015
Release 4—Financials
R1 – What an employee can see and do, and what a manager can see; biggest impact on human resources and business offices
Faculty – employment relationship and academic relationship (promotion and tenure system)
R1 – what’s not changing? Kronos, STARS
July 2016
Expense Management
Procurement
Supplier & Accounts/Contracts
Business Assets
Sponsored Awards Management
Endowment Accounting
Customer Accounts
Banking & Settlement
Financial Accounting

9. What’s Changing In Future Releases
Release 1—HR/Payroll/Academic Information
April 2015
Employee Self-Service:
Change Address/Personal Data
My Benefits Changes/New Hire Enrollment
Set Up Direct Deposit
Compensation & Payroll
Faculty Appointments & Appointment History
Academic Reporting
Unified reporting from many Yale systems
(Data Warehouse)
Release 2—Time Tracking
TBD
Release 3—Chart of Accounts Change &
New Costing Model
October 2015
Release 4—Financials
Further phases will require more engagement because it will change how you do your work
July 2016
Expense Management
Procurement
Supplier & Accounts/Contracts
Business Assets
Sponsored Awards Management
Endowment Accounting
Customer Accounts
Banking & Settlement
Financial Accounting

10. What Can Yale Expect?
Secure and easy access to your own data, including pay statements, direct deposit information, and your benefit choices
Less data entry and paper
Mobile access to view and manage your personal information—anytime, anywhere with an internet connection
Seamless integration with the technology and systems you need to do your work
Throughout this presentation, you’ll see different looks or arrangements of icons on the Workday homepage. Employees will see certain icons, and managers, will see all that an employee sees, and also the items that a manager will se, such as My Team, Birthdays, Anniversaries, and more.
Each of us will have the ability to customize how our Workday homepage looks.

11. What Can Managers Expect?
Managers can expect:
Quick and easy access to organizational information
Managers will be able to view key information about their staff members, such as:
Position information
Compensation information
The system will ultimately equip managers to:
Make budgetary decisions
Assist with talent development
Through Manager Self Service, Managers will be able to:
Access real-time data
Generate and export reports
Initiate HR transactional data, such as promotions and transfers
Request compensation changes and make changes to an employee’s job information (i.e. pay rate type, work location, etc.)

12. Community Engagement

13. Change Management Helps Mitigate Change Impact
We will train you – heaviest training for those that will use Workday the most (HR, business offices) and for those who will support the community (ESC, Help Desk, YSS, Change Partners)
Training: videos, quick guides, in-person, help text, notifications, maybe webinars, etc.

14. Opportunities for Yale Community Engagement
Service Groups
Volunteer or nominate a colleague to be a member of a Service Group:
Engagement Mechanisms
Monthly Newsletter
Subscribe to the newsletter at
Feedback
Submit feedback to the Program Team at
Website
Browse the website at
Communications Toolkit
Browse the resources available in the Communications Toolkit:
Contact the Program Team at

15. Engagement Through the Workday@Yale Website
The website is one way for Yale Faculty, Staff and Students to stay aware of Program updates and to provide input to the Program Team
Submit Feedback to the Program Team
Subscribe to the Program Newsletter
Access the Communications Toolkit

16. Questions ?

17. appendix

18. Engagement Through the Service Groups
Each Service Group consists of 10 Representatives of the University Community from all levels of the organization
The primary goal of Service Groups is to improve overall satisfaction with services that support the work every day at Yale
Service Groups are the community engagement vehicle to champion new processes and define value—from the user point of view—and service levels
Purpose
Identify the end to end service including the integration and overlap of processes and systems
Serve as key champions of change for business processes and service changes around and within Workday
Activities
Subject matter expertise for the specific service
Team player with an institutional view and ability to represent their peers
Commitment to act as a champion of change
Member Characteristics

19. Engagement Through the Workday@Yale Change Network
The Change Network is evolving into a system of Leaders and Partners across the Yale Community, including Main Campus, West Campus and Medical School Campus
Unit/ Dept.
Central Unit
Change Leaders & Partners
School/ Institute
Change Network
BOLT
Provost
HR Leadership