PHOENIX PROJECT –“WORKDAY” SYSTEM

Administrative Staff Meeting

November 13, 2018

https://nacc.sharepoint.com/sites/WRT

Workday Project – Key Points & Timelines

■ CARS is not going away!!!!! (yet…)

– Still running Student system

– Will get a new Workday Employee ID but keep your CARS ID in Workday

– Certain CARS & MyNCC screens, Workforce will be “turned off” on Jan 1

– Phasing out People Admin for Recruitment by March 2019

– Clocks will be switched out on December 30/31

■ Phase 1 – Human Capital Management (HCM) – aka HR and Finance will go live on January 1, 2019 with many new self-service, paperless workflows

– Grants, Talent Management, Benefits Open Enrollment in 2019

■ Phase 2 – Student System – begin Spring 2019 with Admissions/Recruiting

– Other areas phased in through 2020

Finance

■ Payroll (replaces CARS)

■ Procurement (including WB Mason “Punchout” & “P-Cards”

■ Expenses (including “T-Cards”)

■ General Ledger, Budgets & Financial Reporting

■ Endowments (Foundation)

■ Customers (CMED & NON-Student)

■ Cash & Banking (Cashiering for NON-Student charges)

■ Fixed Assets, Projects & Grants (phasing in)

Human Capital Management (HCM – HR)

■ HCM – Positions, Compensation, Organizations

■ Benefits

■ Time Entry (including Time Clocks, replaces “Workforce”)

■ Absence & Leave (replaces “Workforce”)

■ Recruiting, Hiring & Onboarding (replaces “PeopleAdmin”)

■ Talent Management (phasing in)

Technical Stuff

■ Single Signon

■ Mobile App

■ Security & Roles

■ Business Process “BP” Administration

■ Reporting & Cross-walks (CARS to Workday)

■ Training – Job Aids, Videos, Sharepoint, WD Community

■ Integrations (CARS, Benefits Providers, Banks, Tax Filing, Raisers Edge – IA System, etc.)

New Terminology

■ “HCM”

■ “Spend Category”, “Rev Cat”, “Spend Authorization”

■ “BP”

■ “Worklet”

■ “Evergreen”

■ “Punchout”

■ “Worktag”

■ “Employee Profile”

■ “Related Actions”

■ “Tenant”

Logging in to Workday & Welcome to your Personal Landing Page

Working in Workday – on any device

Workday Quiz – Let’s Assess!

■ What is the term for the items on the Workday

landing/home page?

– Applet

– Worklet

■ Our Northampton Workday system is stored in

the cloud as a?

– Renter

– Tenant

■ Human Resources is called what in Workday?

– Human Capital Management (HCM)

– Human Resource Management (HRM)

■ The name for the expense (eg. Supplies,

Salaries) to charge in Workday is?

– Spend Category

– RP

■ You click on what to get to your worker profile?

– Cloud

– Rainbow

■ The twinkie (…) brings up more information

about an item and is known as?

– Hostess Action

– Related Action

■ The “Punchout” goes to which website?

– WB Mason

– Youtube for the Rocky 2 movie

And our last question…

■ Will the Eagles will repeat as Super Bowl

Champions?

– Yes

– No

Important Upcoming Dates

■ November 5 - “Gold” Pull of Data - Track all Employee changes between 11/5 and 12/31. New position ads in PeopleAdmin till 1/1; in Workday after that date

■ December 17 – “Soft” go-live & “catch up” & enter all changes between 11/5 and 12/31; review personal data

■ December 28/29 – Update “CARS” for 2018 W2s, 1099s, 1098Ts

■ December 30 – Last day for time entry in Workforce Time/Absence system

■ January 2 – Official “go-live” and turn off HR/FIN items in CARS, MyNCC & Other systems

■ January 10 – First pay check from Workday system

■ February 1 – First month-end close & begin Student system work; 2018 W2 available in ATS

Data Catch-up Period (Nov 5 – Dec 31) –HR, Payroll & Financial Aid

HR (HCM) – Key Items

■ Time Entry – staff who enter hours will enter stop & start times, and in/out times for meals – employees should enter daily & submit weekly

– Part time staff should submit time off requests (even though unpaid) – this information will help managers with staff scheduling

– Student workers will use Workday “time clock” to punch in/out

– You cannot enter “future” hours

■ Time Off Requests – any requests already entered in Workforce for time off with date(s) after January 1, 2019 will need to be re-entered in Workday after January 1.

■ Recruiting – will conduct training as needed for areas that are hiring positions –will phase out PeopleAdmin (finish existing position searches in PeopleAdmin). Setting up “Evergreen” positions for pool positions such as Adjuncts

■ Will work on Talent Management after go-live, for performance reviews, succession planning, etc.

Finance & Payroll – Key Items■ Payroll – First paycheck is Jan 10th.

– W2 for 2018 will be in ATS for 2019 by Feb 1!!!!

– State and local tax withholdings adjustment; ADP tax processor

– Some workers may need updated forms; Payroll to contact in December

■ Expenses – Any expense reports not submitted by December 17 will be processed in the Workday system in January. Submit travel requests (“spend authorizations” for 2019 travel in January through Workday)

■ Purchases – should plan to purchase and receive items by December 17

■ WB Mason link will be turned off in December 19th at 3 pm – will order WB Mason through Workday beginning in January

■ Pcards - Will submit last spreadsheet in December for Pcard transactions – begin using Workday “Procurement Card Verification” in January

Self-Service in Workday■ Personal Information – Will be handled by “self-service” features in Workday. Recommend

everyone go in system in January and review/update personal information in Workday

including, but not limited to:

– Emergency Contacts

– Preferred name, Marital Status, Race/Ethnicity

– Address, Phone number, etc.

– W-4 federal tax elections

– NCC Foundation deductions

– Benefit information – changes for qualified events

– Set up direct deposit for Lehigh Valley Educators Federal Credit Union – this

deduction will not continue after Dec 27 pay

– Banking for Direct Deposit – “maintain payment elections”

■ Regular – for payroll

■ Expense – for Accounts Payable

Technical Workday – Key Items

■ Security – check your password strength & use Windows-L to lock your keyboard when away from your desk; Beware of Phishing Emails!!!

■ Mobile App – download and get ready to use in January – if set up during training, will need to change tenant & web address in January

■ Accounts - Noncredit instructors will receive accounts to login to Workday for payslips. Still continue to use ATS logins with CARS ID for the 2018 W2s

■ Timeclocks will be replaced in December with the Workday timeclocks. We are looking at a timesheet/log for Dec 31/Jan 1 as we transition the clocks

■ Practice in the training system – it’s a new system so you will be a little slow at first; be patient and remember everyone is learning this together, so reach out to a peer for help

■ Familiarize yourself with Workday terms & terminology

Project Resources

■ Project Communications – “Phoenix” project website –

www.northampton.edu/Workday

■ Project Training & Orientation – Sharepoint site

(portal.office.com)

■ Project Email address - NCCWorkday@northampton.edu

■ Workday Training System

■ Workday Community & Webinars – www.workday.com/webinar

Important Items to Remember…

■ Will not be perfect

■ Will be a little clumsy at first

■ Review training resources &

practice

■ Be patient – we will work together

to address any data or process

issues

■ Be supportive as we all learn a

new system

And get ready for the next steps of our ERP journey … Building our new Student System

■ https://www.youtube.com/watch?v=orLTzAdCtR8