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2Payroll Coordinator Meeting
Agenda
• Project Updateo Timelineo Design Phase Accomplishmentso What's Ahead for the Configuration & Prototype
Phase
• Helpful Resources for Biweekly Pay• Work Schedule Request• Questions
December 2014
4Payroll Coordinator Meeting
Operational Readiness
Organizational Change Management, Communications, Knowledge Transfer and End-User Training
Go-Live
Quality Management
Integrations
Data Conversion and Migration
March – April 2014
Nov – Dec 2015
April – October 2014
November 2014 – May 2015
May – November 2015
January – June 2016
HR/P Implementation Timeline
Plan Deploy Stabilization & Optimization
TestConfiguration & Prototype
We are here!
Architect
December 2014
5Payroll Coordinator Meeting
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 UW@Work, the project newsletter
December 2014
6Payroll Coordinator Meeting
Design Phase AccomplishmentsReplace 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
December 2014
7Payroll Coordinator Meeting
Design Phase AccomplishmentsImplement 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
December 2014
8Payroll Coordinator Meeting
Configuration Phase Overview
• Focused on building the system that was designed during the Design Phaseo Load P1 data (more comprehensive)o Ensure functional processes worko Build and test integrationso Develop test plans and scripts
• Unit engagement will increaseo Conduct unit-specific impact assessmento Develop readiness teamso Increase communicationso Prepare training materials
December 2014
9Payroll Coordinator Meeting
Functional Work• Complete the outstanding functional design
o Merit Processo Mobileo 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
11Payroll Coordinator Meeting
UW@Work Newsletter
https://f2.washington.edu/teams/hrp/uw-at-work
December 2014
• Distributed Tuesday, Nov. 18, to 42,645 employees
• Announced the upcoming move to biweekly pay
• Generated a number of questions
12Payroll Coordinator Meeting
Biweekly Pay Transition Website
Gross pay calculator
for biweekly projections
https://f2.washington.edu/teams/hrp/payroll
Helpful resources
December 2014
14
Background• Part of the configuration in Workday involves the
automatic computation of:o Overtimeo Shift differentialo 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
Payroll Coordinator MeetingDecember 2014
15
Objectives• Obtain work schedules for UW employees in scheduled
leave-bearing positions
• We will use this data to:o Summarize work schedule data into categories o Load and configure work schedules in Workday o Determine plan for obtaining more accurate work schedules later
as part of future loads of datao 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 populationso Students (including graduate and work study)o Medical Center employeeso OT Exempt employees who are not OT eligible
Payroll Coordinator MeetingDecember 2014
16
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
Payroll Coordinator MeetingDecember 2014
17
Questions & ContactsAre there any other needs?
Questions? • Email: [email protected]• Call:
o Christa Woodhull, Time Tracking Analyst, 543-1731o Tram Le, Time Tracking Analyst, 221-8109
Payroll Coordinator MeetingDecember 2014