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Colleges and universities are facing unprecedented pressures—declining budgets, plummeting student numbers, and the ballooning use of adjunct faculty. Savvy institutions are rethinking their antiquated systems in order to face these pressures head on. Institutions like Barry University are looking for applications that streamline processes, are mobile at the core, improve accountability, and put reporting in the hands of their user communities. Join The Chronicle of Higher Education and Workday for a discussion on Barry’s quest for a new solution and the untenable situation in which they found themselves with their adjunct population. Key discussion areas include: - Researching alternatives to their existing 30-year-old ERP solution - Involvement in Workday’s Design Partner program - Total cost of ownership analysis - How to reduce internal handoffs in their adjunct hiring process - Up-to the-minute research on the adjunct faculty issue that plagues higher education
Citation preview
Barry University Adopts the Cloud and Simplifies Adjunct Hiring
Thursday, January 23, 2014
WORKDAY CONFIDENTIAL
Introducing Our Speakers
Yvette Brown VP for Technology and CIO
Barry University
Eileen SmithDirector, Product Marketing
Workday
Lawrence FitchSenior Value Manager
Education and Government Workday
Barry University Adopts the Cloud and Simplifies Adjunct Hiring
Yvette A-M Brown, CIO
About Barry University Private Catholic institution sponsored by the Adrian Dominican
sisters of Adrian, Michigan
2,747 traditional undergraduate students; 3,748 graduate students; 2,030 adult and continuing education students
54 buildings on 80 acres; 122 acre campus
5 miles from the ocean in sunny Miami Shores, Florida
122 acres and 17 locations throughout Florida and the Caribbean, including seven Schools and two Colleges with numerous liberal arts and professional disciplines
Today’s Outline
Current Day ERP Reality
Key Decision Making Drivers
Hiring Pain Points
Adjunct Hiring at Barry
Our Workday Journey
The promise of a new [work]day at Barry…
Current Day ERP Reality
30 year old ERP incapable of supporting Barry’s Strategic Initiatives
Complex Customizations & Integrations prevent timely upgrades
Expensive Bolt-Ons Lacking in Functionality
Clunky Reporting Tools
“Native” system modules are not integrated
Outdated System Architecture
The Word on the Street
“We are struggling with a 30 year old system”
“We have the perfect storm for not doing right by adjuncts"
“There should be a collaboration up front when trying to determine
how to hire someone into a budget”
“There is not a common reporting tool across the campus"
“We have a hodge podge of things across the campus”
“It is a challenge just to get timesheets filled out”“There is not a single canned
report in the system”
“We are the paper factory”
“The adjunct hiring process makes me nuts”
“We have process issues that create consternation”
Key Decision Making Drivers…
Large Number of Disparate Systems
Extensive Manual Processes for HR and Payroll Organizations
Insufficient Reporting Tools for HR, Payroll and Finance
Limited Visibility into Organization prevents Strategic Talent Management
Multiple Timekeeping Methodologies
Hiring Pain Points
Employment Applications are paper based
Onboarding of new hires is paper based
Significant effort required to generate contracts
No ability to enforce internal controls
Payroll staff often blamed for mistakes
Too many people involved with the handling of sensitive employee data
A poor applicant experience gives new employees the wrong first impression…
Adjunct Hiring at Barry
Hiring delays prevent advance preparation
Hiring process involves multiple handoffs for delivery of documents between academic departments, Provost’s office, Payroll and HR
Last minute hires are problematic
No easy way to provide a birds eye view of adjunct files and insight into overall adjunct performance
Systems and processes don't allow for proper forecasting of demands/needs
No central pool of qualified adjunct applicants
The Move to Workday… Gartner Research and analyst calls prompted
on-site demos and deep dive sessions with key stakeholders
The addition of the student system promised a truly unified and integrated system with intelligent reporting capabilities
Workday’s pace of innovation and responsiveness to their client base was appealing
The Solution fit well with our long term cloud migration strategy
Less “administrivia” means more focus on Student Success
The value assessment engagement with Workday provided a very compelling business case to make the financial commitment
The promise of a new [work]day at Barry…
Strategic Talent Management
Online Applicant Tracking with electronic approvals
Position Budgeting for improved forecasting
Elimination of "paper" contracts
Easy access to actionable data
Visibility into the organization at multiple levels
Repurposing of existing staff for strategic initiatives
Unified HR, Payroll and Finance Architecture with reduced complexity
Elimination of redundant platforms and data entry
Adjunct Faculty Contracting in Higher Education
Lawrence FitchSenior Value Manager Workday
Per
cen
t of
Tot
al I
nstr
uctio
nal S
taff
Source: “Here's the News: The Annual Report on the Economic State of the Profession, 2012 – 2013”, http://www.aaup.org/report/heres-news-annual-report-economic-status-profession-2012-13.
Adjunct Faculty Numbers Are On the Rise
State funding for higher education drops by
18.4%
3 out of every 4 instructional staff positions (76%) are filled on an adjunct basis.
The direct and indirect costs of adjunct turnover can be quite large in any given institution.
$2,000 - $5,000adjunct cost per course
$20,000 - $50,000 In direct and indirect costs
X 10Recruitment
Interview Process
Hiring
Separation Costs
WORKDAY CONFIDENTIAL
Adjunct faculty hiring processes are lengthy and extremely manual.
There is a disconnect between the colleges and schools and central HR and payroll in regard to adjunct hiring.
There is no formal job guarantee beyond the current academic year for the majority of adjunct faculty.
Pe
rce
nta
ge
of
Ad
jun
cts
The result is a lot of work by a lot of people across the institution to complete the
adjunct faculty hiring process.
Adjuncts are typically recruited, vetted, and hired at the college or school with little to no input from HR.
Human Resources must deal with vexing regulatory and faculty credentialing issues.
Pe
rce
nta
ge
of
An
nu
al
Tim
e
Payroll has limited insight into pay structures, as well as multi state and multi national taxation issues.
Percentage of Payroll Errors Related to Adjunct Contract
WORKDAY CONFIDENTIAL
Large numbers of faculty contracts equates to a large number of manual journal entries.
Pe
rce
nta
ge
of
Ma
nu
al
Jo
urn
al
En
trie
s
WORKDAY CONFIDENTIAL
The divide between the colleges and central HR means that adjunct often have limited time to prepare for class.
WORKDAY CONFIDENTIAL
Late and limited access to basic instructional resources in a high tech learning environment undermines quality.
47% 45%
38% 34% 32%
21% 21%
0% 5%
10% 15% 20% 25% 30% 35% 40% 45% 50%
Received copying services
Gained library privileges
Access to office space
Did not receive a syllabus
Received curriculum guidelines
Never received curriculum guidelines
Never obtained office space
The structure of “just in time” hiring compromises educational excellence for the students.
It is time to bring adjunct faculty administration into the 21st century.
Faster processing of adjunct contracts ensures quicker access to resources necessary to ensure adjuncts are prepared to teach.
Quicker access to institutional resources
Elimination of isolated processes ensures visibility into adjunct hiring across the academic enterprise.
Online data capture and automated workflows combine to speed the adjunct hiring process.
Complete visibility into the adjunct hiring process
Immediate payroll visibility ensures that adjuncts are set up to be paid correctly from day one.
Value-added adjunct payroll processing
Accelerated access to adjunct performance metrics to support future staffing requirements.
Greater insight into current adjunct faculty to improve
decision making
Elimination of manual forms and the associated manual
processes
Key Benefits of Workday for Adjunct Faculty
Complete Visibility Elimination of Processes
Improved Payroll Greater InsightQuicker Access
+++ +
=
Greater Student Outcome
Workday Higher Education Customers Have Realized the Value Of Managing Adjunct Faculty More Effectively
Achieved an integrated talent management system to develop and manage current adjunct faculty talent
Ability to make better-informed decisions about hiring, staffing, reallocations, succession planning, and career development
HR staff now spend more time on research and analysis of job roles and descriptions
Questions?