HRIS Project Update

What is an HRIS?• An HRIS (human resources information system) is a

software solution that allows institutions like Willamette to process payroll and benefits, comply with tax and other laws, as well as recruit, onboard, and train employees. Employee data, including demographics, pay, benefit selections, absences, and more, all resides in an HRIS.

• Currently, the HRIS for Willamette University is a module of the Enterprise Resource Planning (ERP) system, Ellucian Colleague HR, which has been customized and supplemented with several systems, including JASON, BenefitFocus, PeopleAdmin, Cornerstone, and Prospera.

Why is a new HRIS necessary?• Heavily customized and obsolete current system

must be replaced to allow necessary updates to the ERP system.

• Unacceptable rate of errors in employees’ pay and benefits due to manual, paper-intensive processes, multiple data entry points and significant reliance on customization and workarounds.

• Substantial challenges complying with changing laws and regulations with current system (recent examples include Oregon Sick Leave, new pay advice requirements)

How was a new HRIS chosen?• A cross functional team including representatives

from Human Resources, Accounting, Financial Operations and WITS, in consultation with the University Fiscal Officers for each unit, reviewed Willamette’s current operations, reviewed and analyzed multiple alternatives, and recommended a replacement system that integrates many functions and eliminates the need for a number of ancillary systems. As part of the process, the team consulted with peer colleges and universities.

About The cross-functional team selected Workday HCM as the new HRIS for Willamette University. Some of the key considerations included:• High data security & access that provides improved

continuity of service;• Software that is always current;• Flexibility to respond to changes in laws & regulations; • Best-practice oriented online/paperless workflows; and• Proven track record of success at other higher

education institutions similar to Willamette.

Project Timeline

First pay day in Workday: July 7, 2017

Will there be changes that impact me?• Updated pay schedule – all employees are moving to

biweekly pay in July 2017.• Employee and manager self-service & online

workflows and approvals;• Changes in time entry, particularly for students and

employees using physical time clocks;• Time off requests and tracking through the HRIS; and• Integrated benefits management (open enrollment, life

changes).

Why change the pay schedule?• Current schedule represents significant burden to hourly

employees – especially students, low wage earners.• All employees receive pay more quickly & more often.• Resolve a longstanding compliance challenge under

Oregon labor regulations - employees must receive pay within 35 days of beginning employment.

• Simplify Fair Labor Standards Act (FLSA) and Oregon overtime compliance – overtime is based on work weeks.

• Make effective use of system, avoiding customization and workarounds.

2017 Pay Calendar

Will there be transition assistance?The challenge: moving from a monthly cycle to a biweekly cycle; from 12 pay dates to 26 pay dates.• Relatively smooth transition for hourly employees.• Timing issue for salaried employees – partial period

paid July 7th, first full biweekly pay July 21st, second full biweekly pay August 4th.

• Advances will be offered to salaried employees - issued in July, repaid in September (1st month with 3 pay dates.)

• Financial counseling resources are available to help employees adapt to the new schedule.

Pay Period Q&A• Q: Why not implement a semi-monthly schedule?• A: One of the benefits of a biweekly schedule (26

paychecks) is the correspondence to work weeks, which facilitates FLSA and Oregon overtime compliance.

Pay Period Q&A• Q: Why not leave exempt employees on a monthly

schedule or put them on a semi-monthly schedule?• A: Efficiencies provided by the new system (greater

self-service, less data entry, built-in error-checking) provide sufficient administrative capacity to support the transition from 12 pay cycles to 26 pay cycles. However, there is not sufficient capacity to support 38 or 50 pay cycles. This was a question of resource prioritization.

For more information:• Watch Bearcat Bulletin for updates• Watch your email for announcements• Visit the project webpages:

http://willamette.edu/committees/esac/projects/hris/index.html