Shapingthe Future of HRtogether at McGill
Academic Leadership ForumJanuary 15, 2020
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o R2R Vision
o Workday – Cloud Solution and Scope
o Expected Benefits by Persona
o Timeline – Fall Key Activities
o Resources and Questions
R2R Update
Current Situation
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We rely on multiple systems and processes [ many manual – some automated ]
We need to replace our outdated and end-of-life systems
Current systems and processes create challenges meeting compliance requirements, achieving efficiency gains and providing access to analytics
Shaping the Future of HR Together at McGill
Enable Evolve Inform
Implement a 21st century HR system that will evolve with our needs
and leading practices
Simplify, streamline and improve HR and Academic personnel
processes
Provide real-time access to HR data to users across the community
R2R Program Guiding Principles That Keep us In Line with Our Vision
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Keep the solution simple
Think institutionally
Focus on the University Community
Embrace Leading Practices with confidence
Maximize effectiveness and efficiency
Ensure clarity and accountability
People
ToolsProcess
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R2R Vision
o Workday – Cloud Solution and Scope
o Expected Benefits by Persona
o Timeline – Fall Key Activities
o Resources and Questions
R2R Update
The Search for the Right Solution Brought us to Workday
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Workday is a cloud solution that is delivered and managed by the provider
McGill pays for the service, not for the license
To ensure long-term sustainability, the features are the same for all customers:
Updates are frequent and easier to manage
Organizational and regulatory changes can be implemented quickly
Can be accessed from multiple devices via internet
Workday Will Challenge us to Re-think the Way we Work
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There can be very limited configuration to accommodate McGill's unique needs.
The McGill functional team has limited flexibility in designing the system
Decisions are made according to best practices in the context of institutional needs
Any customization that may disrupt the system or prevent updates in the future are not possible
McGill will innovate and evolve with other Higher Education institutions.
A community of highly engaged Higher Education institutions
Workday clients have a strong voice and can influence the direction of the product
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Summer 2020 Out of Scope for summer 2020Building the Foundation Future Implementations
Human Capital Management (HCM) (Employee Info. - Org structure - Academic tenure - Promotion - Onboarding)
Recruiting
Benefits
Compensation
Absence Management
Time Tracking
Payroll
Performance Management
Advanced Compensation
Career and Succession Planning
Workforce Planning
R2R Workday Scope
Workday Replaces:Banner Human Resources Information System (HRIS)
Payroll One-Time Payment System (POPS) Some Local Apps
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R2R Vision
Workday – Cloud Solution and Scope
o Expected Benefits by Persona
o Timeline – Fall Key Activities
o Resources and Questions
R2R Update
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Persona Fact Sheets
1. All Staff
2. Local Academic Affairs & HR Professionals
3. Academic Administrators
4. Local Finance Professionals
W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …
View and manage their personal information: address, emergency contacts, preferred names, direct deposit information and source deductions
Manage their professional profile including curriculum vitae, job history, education, languages and certifications, and teaching and research disciplines
View available job postings and apply using their professional profile or invite others to apply
View their total compensation for all their positions: e.g., breakdown of base pay, allowances, benefits, overtime
Manage their benefits and pension: Enroll, view, make changes in coverage, update dependents and beneficiaries
Request time off and report leaves of absence
View and print payroll documents: New redesigned pay slips and tax documents
Enter time worked and request overtime
Access to their employee profile at their fingertips
A single point of entry to view and manage their personal, professional, pay, time, absence, benefits and pension information
Ability to track the status of their requests in real-time
Easy application process for internal job postings
Visibility of their time off balances, including banked overtime and Summer Fridays
Mobile access
All unionized and non-unionized employees who, depending on eligibility, will use Workday for self-service proposes and ensure the accuracy of their personal information
ALL STAFF
Support and initiate HR and academic personnel management processes: position creation/maintenance, academic appointments, compensation, benefits, time tracking, and absence
Manage key points during recruiting process: initiate and approve Job Requisitions (including postings), make offers, and play a role during onboarding
Manage McGill employee files, including casuals, in a consistent manner and all in one place
View interactive ORG charts (Supervisory Organizations) and staff directory
View employees’ total compensation: breakdown of base pay, allowances, benefits, overtime, etc.
Request one-time payments
Initiate and act on various absence requests
Traceability and visibility at every step of the HR and Academic business processes
Embedded rules & calculations for compensation, time tracking and absences processes
Greater reporting capability and actionable analytics
Visibility of time off balances, including banked overtime and Summer Fridays
Elimination of compensation paper forms
Integrated Recruitment module to track all candidate information as well as capability to generate pre-populated offer letters
Enhanced ability to manage the tenure timeline and identify who is eligible for tenure consideration
Ability to monitor visiting faculty and affiliates who are not formally employed by McGill
Ability to formally track Academic recruitment licenses
Visibility on joint appointments
Staff members who act as advisors on university policies and collective agreements and support local Faculties and units. They will be the heaviest users of Workday
W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …
LOCAL ACADEMIC AFFAIRS & HR PROFESSIONALS
View academic and administrative appointments, including joint appointments within their organization
View interactive ORG charts (Supervisory Organizations) and staff directory
View actual compensation data and embedded analytics all in one place for their team’s total compensation: breakdown of base pay, allowances, benefits, overtime, etc.
Review and sign offer letters
Onboard new employees with the help of checklists and formalized workflows
Easy access to centralized information on their team members
Actionable analytics and reporting functionality, including real-time staff reports (STAR)
Embedded rules & calculations for compensation
Greater visibility of the leave process, including real-time executable reporting on sabbatical leaves
Standardized, guided workflows for all academic processes, including reappointment, tenure and promotion
Ability for managers at all levels to track academic dossiers
Enhanced ability to manage the academic lifecycle and identify who is eligible for tenure consideration
More streamlined and efficient academic recruiting processes, all in one place:o Recruitment selection committee capability for document review and candidate selectiono Ability to formally track Academic recruitment licenses (visibility for both the departments
and APO)
W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …
Academics who hold senior administrative appointments
ACADEMIC ADMINISTRATORS
Assign Costing Allocations (FOAPALs and their Labour Distributions) and approve use of funds for:
o Position creation
o Hiring
o Time entry (if required)
o One-time payments
o Compensation changes
o Adding additional jobs for an employee
o Changing employee jobs
More formalized, robust and integrated approval process.
Staff members who are responsible for local Faculty and Unit financial administration and oversight. This includes Financial Services Teams (FSTs) and Faculty Financial Officers (FFOs).
W i l l u s e W o r k d a y t o … W i l l b e n e f i t f r o m …
LOCAL FINANCE PROFESSIONALS
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Find people, positions, reports and more with single search bar
Shortcuts to notifications, inbox and worker profile with notification of unread items
Top of stack inbox items
Dashboards help keep associated tasks and information together, access depends on security role
Demonstration
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R2R Vision
Workday – Cloud Solution and Scope
Expected Benefits by Persona
o Timeline – Fall Key Activities
o Resources and Questions
R2R Update
TimelineFall2019
Winter2020
Spring2020
Summer2020
Go-Live
Spring / Summer2019
Prototype 2 Build Review
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
AwarenessMgrs Meeting
Integrations Build ( ie- Banner, Payroll, FOAPAL etc) Priorities 1-5
Integrations Build
*Configuration Frozen
Validate Prototype1 Data Structure
Gold Data Conversion & Catch UpP2 Data Conversion
Prototype 3 Build Gold Build
P3 Data Conversion
Training Material Development
Round 2 Round 4Round 3 Round 7Round 5
Workday Functional (McGill & Deloitte)
Project Stream
Data Management
Cutover
Integration With External providers
Integration Tests Test for Payroll Parallel Cutover
Central IT
Local Applications Validate Prototype 2 Data Structure Cutover Support
Testing Functional Testing Readiness Testing End to End Testing ( 3 Cycles) Payroll Parallel Testing
Training
Communication
Change ManagementRound 1
Community DemosManagers DemosSelf-Service
P2 P3
End User Training Post Go-Live SupportTrain the Trainer
Change Network Meetings with Champions and Change Agents
Modify & Test Local Apps
Mgrs Detailed Impacts Education Sessions
McGill Reporter
McGill Reporter
McGill Reporter
McGill Reporter
McGill Reporter
McGill Reporter
Change Network Demos Impacts Identification Local Transition Plan Development / Execution
Round 6
Drop-in-Labs : Practices scenarios Registration
R2RWebsite
R2RWebsite
R2RWebsite
R2RWebsite
R2RWebsite
ChangeNetworkCorner
How will we be supported? - Communication and Learning
Fall2019
Winter2020
Spring2020
Summer2020
• Launch Change Network
• General communication across the University
• Presentations to impacted groups (IT, R2R, HR, Advisors, Departmental Administrators, etc)
• Support of Workday Design
• Presentations / Meetings with stakeholders groups Changes Impacts
• McGill Reporter- Sponsors interviews
• Demos (December)
• Update on the R2R website
• Presentations / Communication on detailed changes and impacts
• McGill Reporter- Present Workday Modules (Monthly series)
• Training Preparation
• Community Demos
• Post-training support
Week 1 Checklist Memory boosts Drop-in Labs Practice Assignments
• Post-Go-Live tracking of issues
• Training sessions (business processes, system, terminology)
Classroom Sessions eLearning Capsules Job Aids Video demonstrations
• Deployment and Local Transition Plans
Go-Live
Spring / Summer2019
Setting the foundation Promoting awareness Understandingspecific impacts
Developing skillsand knowledge
Support adoption of new practices
Your Role, Your Involvement
Fall2019
Spring / Summer2019
Winter2020
Spring2020
Summer2020
• Develop my R2R understanding
• Reinforce benefits and key messages
• Reinforce adoption of new processes and behaviors
• Ensure resources are available to participate in training
• Participate to training
Go-Live
Setting the foundation Promoting awareness Understanding specific impacts
Developing skills and knowledge
Support adoption of new practices
Change Network Local Team
Address concerns and support engagement of staff
Who will be Supporting us? Change Network Local Team
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Championsand
Change agents
Understand Changes
Ensure understanding of the changes and impacts on their
Faculty and Unit
Raise Concerns
Identify barriers and issues and escalate them to the
appropriate decision makers
Support Leaders
Keep the leaders of their Faculty or Unit informed of progress &
support them in playing a Change Sponsor role
Promote the Program &
Celebrate Successes
Support OCM Activities
Collaborate with the OCM team to deliver change management,
communication and training activities
To locate the list of Champions per Faculty & Unit please visit www.mcgill.ca/r2r (team)
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R2R Vision
Workday – Cloud Solution and Scope
Expected Benefits by Persona
Timeline – Fall Key Activities
o Resources and Questions
R2R Update
Deans VPs and AVPs
Senior HR Advisors
Academics Supervisors & Managers
HRA – DSR
Ongoing Conversations With Affected Stakeholders
Unions & Associations
AAO
Resources
www.mcgill.ca/r2r
Our Team
Local Change Team (Champions & Change Agents)
OCM Specialist
Functional Team
Contact us:
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Persona Fact Sheets
Questions Concerns Comments
“Engage the dialogue”
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