1. HR/Payroll Modernization Update
Payroll Coordinator Meeting
December 2014

2. Payroll Coordinator Meeting
Agenda
Project Update
Timeline
Design Phase Accomplishments
What's Ahead for the Configuration & Prototype Phase
Helpful Resources for Biweekly Pay
Work Schedule Request
Questions
December 2014
Payroll Coordinator Meeting

3. Payroll Coordinator Meeting
Going Live December 20, 2015
We share this slide to remind people that we are going live in late-December of 2015!!! We have a survey on our website about our go-live date, and about 40% of people who have taken the survey have not known the correct go-live date. Help us get the correct date out so people know!
December 2014
Payroll Coordinator Meeting

4. HR/P Implementation Timeline
March – April 2014
April – October 2014
November 2014 – May 2015
May –
November 2015
Nov – Dec 2015
January –
June 2016
Plan
Architect
Configuration & Prototype
Test
Deploy
Stabilization & Optimization
Go-Live
Data Conversion and Migration
Integrations
Quality Management
Organizational Change Management, Communications, Knowledge Transfer and End-User Training
Operational Readiness
We are here!
December 2014
Payroll Coordinator Meeting

5. 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 the project newsletter
We have completed a significant amount of work on this project. Whether you've been involved since we conducted business process redesign workshops two years ago, or if you recently attended your first meeting – THANK YOU!
December 2014
Payroll Coordinator Meeting

6. Design Phase Accomplishments
Replace 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
We have completed a significant amount of work on this project. Whether you've been involved since we conducted business process redesign workshops two years ago, or if you recently attended your first meeting – THANK YOU!
December 2014
Payroll Coordinator Meeting

7. Design Phase Accomplishments
Implement 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
We have completed a significant amount of work on this project. Whether you've been involved since we conducted business process redesign workshops two years ago, or if you recently attended your first meeting – THANK YOU!
December 2014
Payroll Coordinator Meeting

8. Configuration Phase Overview
Focused on building the system that was designed during the Design Phase
Load P1 data (more comprehensive)
Ensure functional processes work
Build and test integrations
Develop test plans and scripts
Unit engagement will increase
Conduct unit-specific impact assessment
Develop readiness teams
Increase communications
Prepare training materials
Configuration Phase
The configuration phase runs through the middle of May 2015.
Activity in this phase will be focused on building out Workday to the specifications that were determined through the design phase. We're looking forward to loading more data into Workday as part of the P1 data load, which will provide more robust information including benefits selection, compensation, academic appointments, time off elements, payroll withholdings and cost allocations. It will be helpful to see our data in the system as new processes are built out. During this phase, our functional and technical teams will be conducting extensive testing to ensure that the system design works as planned. They'll also make adjustments as needed.
Our integrations team will continue building out integrations from campus systems to Workday, and then will conduct testing to ensure the data from a source makes it to the appropriate target.
We also will build out the testing plan and scripts in preparation for next summer's testing phase, in which your units will participate.
Unit Engagement
Also, the project's communications efforts to date have been focused on stakeholders who are most impacted – such as HR and payroll partners, technical audiences, and UW leadership. As the HR/P project design phase concludes and decisions and impacts are more fully known, communications will continue to broaden. We've also distributed two project newsletters – – to the entire UW workforce; the third issue is slated to come out in mid-November. Our training team will finalize the training plan and begin developing materials.
December 2014
Payroll Coordinator Meeting

9. Payroll Coordinator Meeting
Functional Work
Complete the outstanding functional design
Merit Process
Mobile
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
Payroll Coordinator Meeting

10. Helpful Resources for Navigating Biweekly Pay

11. Payroll Coordinator Meeting
Newsletter
Distributed Tuesday, Nov. 18, to 42,645 employees
Announced the upcoming move to biweekly pay
Generated a number of questions
December 2014
Payroll Coordinator Meeting

12. Biweekly Pay Transition Website
Gross pay calculator for biweekly projections
Helpful resources
December 2014
Payroll Coordinator Meeting

13. Work schedule ASK

14. Payroll Coordinator Meeting
Background
Part of the configuration in Workday involves the automatic computation of:
Overtime
Shift differential
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
December 2014
Payroll Coordinator Meeting

15. Payroll Coordinator Meeting
Objectives
Obtain work schedules for UW employees in scheduled leave-bearing positions
We will use this data to:
Summarize work schedule data into categories
Load and configure work schedules in Workday
Determine plan for obtaining more accurate work schedules later as part of future loads of data
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 populations
Students (including graduate and work study)
Medical Center employees
OT Exempt employees who are not OT eligible
December 2014
Payroll Coordinator Meeting

16. Completed spreadsheets due January 16, 2015
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
December 2014
Payroll Coordinator Meeting

17. Payroll Coordinator Meeting
Questions & Contacts
Are there any other needs?
Questions?
Call:
Christa Woodhull, Time Tracking Analyst,
Tram Le, Time Tracking Analyst,
December 2014
Payroll Coordinator Meeting

18. Questions?