hr system implementation -...
TRANSCRIPT
HR SYSTEM IMPLEMENTATION WORKDAY HUMAN CAPITAL MANAGEMENT, PAYROLL, AND BENEFITS SYSTEM (HCM)
Tuesday, April 15th, 2014
Douglas County School District
Why a Human Resources, Payroll and Benefits Software Change?
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WE KNOW:
• Current System Replacement Required – Obsolete – Maintenance support soon to be discontinued – Multiple data sources – System streamlining needed – Manual, time-intensive processes
• Strategic Plan Alignment – Autonomy and accountability – Operational efficiencies – Helping to maximize dollars to the classroom
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• Confirmed highly manual, paper-based processes
• Identified key integration & capability gaps
• Confirmed lack of “real-time” visibility/access to operational & financial data
• Recommended system upgrade, numerous additional modules and self service to drive improvement and realize ongoing overhead savings
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FROM ORACLE INSIGHT, JULY 2011
Request for Proposal (RFP)
Process
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STARTED WITH ORACLE INSIGHT PROCESS
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From Oracle Insight Report
Improved Time Keeper Produc:vity
($2.8M -‐ $3.8M) Increased Strategic Sourcing
($2.7M -‐ $6.3M)
Reduced P-‐Card Spend ($0.6M -‐ $1.4M)
Increased HR Produc:vity
($0.6M -‐ $1.3M)
Improved Payroll ProducEvity
($0.05M -‐ $1.1M)
Improved Procurement ProducEvity
($0.13M -‐ $0.26M)
Improved Planning & Budge:ng Produc:vity
($0.2M -‐ $0.4M)
Improved AP Produc:vity ($0.1M -‐ $0.2M)
Improved Core Acc Produc:vity
($0.05M -‐ $0.1M)
Insight analysis es:mates District could realize a 5 year benefit of $7.4M to $13.9M in labor produc:vity improvement1
& expense reduc:ons
PROJECTED COSTS, ORACLE REPORT
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5 YR INVESTMENT BREAKDOWNBASED ON AN INITIAL ‘BUDGETARY’ LICENSE AND IMPLEMENTATION ESTIMATE
Total Initial Investment, $6.8 M
Oracle Insight -‐Review of Current District Processes February, 2011 Launch
Oracle Insight Recommenda:ons Delivered, July, 2011
SoNware Demos February-‐April: Demos of Top Four Finalists
NegoEaEons Workday and CedarCrestone Contract Nego:a:ons December -‐ April 2014
AdopEon of Internal System Changes AESOP Subfinder Budget Repor:ng Tool Spring, 2012
Financial & Human Resources SoNware (ERP) RFP Posted, November 2012
SoNware Demos July -‐ November: Oracle & Workday Deep Dive Demos
FY 2014 FY 2013 FY 2012 FY 2011
Financial & Human Resources SoNware
Taleo Recruitment and Onboarding Implementa:on, December 2012 thru September 2013
PROCUREMENT TIMELINE
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Negotiations
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NEGOTIATION RESULTS
• Final annual cost reduced
• Implementation cost reduced
• Contract length extended
• Service level agreement extended
• Consumer price index removed
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ANNUALIZED COST COMPARISON
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Workday Oracle
638,715.00$ 218,545.40$ 93,000.00$ 350,000.00$ 4,500.00$ 14,000.00$ 20,783.00$ 40,000.00$ 94,256.00$ 27,000.00$
Annualized Cost Comparison 638,715.00$ 862,084.40$
Annualized Cost ComparisonOn-‐Going Cost -‐ Based on Year 3
HR/Payroll Core SoftwareEvaluationsAdministrative EfficienciesOnboardingATSOrganizational Development / Succession PlanningCompensation ModuleReporting and DashboardingAdvanced Benefits Admin / Self-‐Service HR
Yearly Savings of $223,369.40
IMPLEMENTATION COST COMPARISON
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Workday Oracle
759,209.07$ Included 1,799,505.00$ Included 928,038.00$
2,200,000.00$ 600,000.00$ 600,000.00$
2,800,000.00$ 4,086,752.07$ Future Upgrade Costs $ 0 759,209.07$
Total Implementation Costs 2,800,000.00$ 4,845,961.15$
New Module Implementation (OAB, SSHR, Grants, Perf Mgt)OBIEE (Business Intelligence) ImplementationWorkday Implementation (Prof Srvcs, Training, Delivery Assur)
Implementation Cost
DCSD Internal Implementation Costs
Total Initial Implementation Cost
R12 Upgrade (in place upgrade)
One-‐Time Implementa:on Savings of $2,045,961
Simplifying System Integration
& Architecture
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UPDATING SYSTEM ARCHITECTURE
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Badges
All Internal ApplicaEons
RecruiEng
Content Management
& Onboarding
eBenefits IdenEty Management
Edulog
T.O.M.
REDUCING NUMBER OF SYSTEMS
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FUTURE ARCHITECTURE
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Benefits For DCSD
& Our Employees
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WORKDAY BENEFITS
OrganizaEons § Real-‐:me Reorganiza:ons § Ac:onable Organiza:on Charts § Employee Data Trending
Benefits § Open Enrollment § PTO and LOA Requests
Performance § Development Plans § Talent Matrix (9 Block) § Succession Planning
CompensaEon § Pay for Performance § Bi-‐Weekly Pay
Self-‐Service § Employee Self-‐Service § Manager Self-‐Service
§ Employee Details § Automated Processes
Ease of Use § Intui:ve § Streamlined, documented processes
§ Mobile Access § Innova:ve § Automated, Documented, Centrally Managed Processed
Reduced Cost of Ownership § No Upgrade Fees § Reduced Maintenance and Support Cost
§ No Infrastructure Overhead § Replacement for a Number of Exis:ng Systems
§ Reduced Development Need
§ Configurable
ReporEng Capability § Data available directly to principals, directors, and managers
§ Analy:cs § Ac:onable Insight § Dashboards § Real Time Data
Secure § SOC Compliant § ISO 27001 Cer:fied § Safe Harbor Framework § Fully Redundant System § Physically Secure Data Center
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123123 Smith, Joe
123123-‐2
123123-‐2
123123-‐2
123123-‐2
ABC School
ABC School
ABC School
ABC School
987 Wilcox Street
MOVING FROM…
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TO A MORE INTUITIVE SYSTEM
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• Stakeholder input – Only those requiring approval
• One source of data – Departments pull data as needed
• Best practices (shortest cycle time) – Bust bureaucracy
• Autonomy – Ensure ability to control changes in your domain
• Accountability – Ensure the ability to track, audit and report
PHILOSOPHY – PROCESS IMPROVEMENT
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THANK YOU!