learn@lunchtime supervisory organizations >> …...2019/01/07 · curriculum management...

>> Human Resources >>

Gerald Vanderwoude, Senior Human Resources Manager, HR Work Stream, Integrated Renewal Program

Lani McGill, Core HR Lead, Integrated Renewal Program

January 7-17, 2019

Learn@Lunchtime – Supervisory Organizations

WHAT WILL BE COVERED

1Learn@Lunchtime – Supervisory Organizations

2 Core Concepts and Definitions

3 Building the Supervisory Organizations – with your help

1 Background

4 Next Steps

This presentation will be available on the IRP website https://integrated-renewal.ubc.ca/resources/hr

https://integrated-renewal.ubc.ca/resources/hr




1 Background

4 Next Steps

WHAT IS THE INTEGRATED RENEWAL PROGRAM?

3

A business process transformation and system implementation that will leverage Workday

and other enterprise technologies to enable Shaping UBC’s Next Century Strategic Plan*

Modern

Systems

More

Efficient

Processes

Program Vision

The way we support learning and

research, and how we work at UBC will

be transformed, creating a cohesive,

integrated, and enriched experience

for students, staff, and faculty.

Well-

supported

people

Reliable

Data

*Strategy 5. Systems renewal: Transform university-level systems and processes to facilitate collaboration, innovation and agility; Goal #9 Achieve agility in academic support and

administration through thoughtful systemic change and simplification*


WHY WAS SELECTED?

4

Workday Clients:


PROGRAM RELEASE SCHEDULE BY STREAM/SCOPE*


FINANCE

HUMAN

RESOURCES

STUDENT

CROSS

FUNCTIONAL

* Workday release schedule is subject to change. HR, FIN are foundational to enable Student releases.

Release # Date Stream Scope/Functionality

1 April 2020

Capital & Asset Accounting, Institutional Accounting, Procure to Pay, Research/Post-Award Grant

Admin, Revenue Accounting, Travel & Expense Management, Treasury & Cash Management

Benefits, Compensation, Core HCM, Onboarding/Offboarding, Payroll, Talent Acquisition,

Workforce Management – Time and Attendance

Curriculum Management (Academic units, Programs of Study and foundational elements)

Deployment of common enabling technologies:

Access and Identity Management, Generic Capabilities, Reporting

2 July 2020

Curriculum Management (Courses), Admissions, Transfer Credit, Learner Management (Data),

Learner Financial Management (Application Fees)

3 Feb 2021

Scheduling, Enrolment, Registration, Program Planning & Management, Progression, Learner

Management

4 May 2021Assessment Outcomes, Learner Financial Support, Learner Financial Management, Graduation

5 June 2021 Budget Development & Forecasting

TESTRelease 1 ARCHITECT (HRFIN)

Release 1 PLAN (HRFIN)

TESTDEPLOY

May – July 2018

Deliverable: Develop

Foundation Data Model &

preliminary UBC Workday

tenant build.

Release 1 CONFIGURE & PROTOTYPE

(HRFIN) January – June 2019

Deliverable: Build STU

tenant and implementation

plan.

Release 1- 4 PLAN (STUDENT)

Deliverable: Determine how

UBC wants Workday to function

across HRFIN streams.

August – December 2018

November – February 2019

WHERE ARE WE AT IN THE PROGRAM?

Deliverable: Develop an HRFIN

Workday tenant, based on

Architect phase decisions, that is

ready for the testing phase.





1 Background

4 Next Steps

WHAT IS A TENANT?


Each Workday client has their own secure tenant only they can access

Think of Workday as a large apartment building and each customer has

their own floor – ours is the UBC tenant.

In our tenant we can ‘configure’ our floor – move the walls, decide where the

windows will be, etc.

Building the tenant is an iterative process – at each stage of the program,

Workday uses UBC faculty/unit information and sample data to populate our

tenant and review functionality and potential configurations

THE UBC TENANT


When UBC makes changes to the system through configuration, these changes will only be

reflected in UBC’s tenant and will not be visible to other Workday customers.

As we build the system, UBC will develop new versions of the tenant, each version referred to

as an instance.

We anticipate several instances over the next 18 months, leading up to our Production

Tenant. The Production Tenant will be the instance we will use at UBC in April of 2020, and

continue to develop and expand functionalities/capabilities.

Feedback/

ImprovementsUBC 2

Feedback/

ImprovementsUBC 3

Feedback

ImprovementsUBC 1 P T

Production Tenant

Sept 2018April 2020

CORE CONCEPTS – SUPERVISORY ORGANIZATIONS


Supervisory Organizations are the foundation of Workday HCM

A Supervisory Organization is a logical grouping of employees who report to the same manager

Each manager is associated with a Supervisory Organization that contains the workers and the

positions they manage.

Workday Definition of Manager (ACADEMIC)


A Manager is the person responsible for hiring, managing and terminating employees in their Supervisory

Organization. Unionized Supervisors, are not considered to be Managers based on this definition.

In some instances, the Manager is also the person responsible for financial approval.

As we work towards our second tenant build, we have recommended that Faculty members who are

instructor of record be considered the manager of the union employee group Teaching Assistants.

For other student employees, a manager can be either a faculty member or administrative staff person.

FAC FAC FAC FAC FAC FAC FAC

Dept. Faculty Supervisory Org.

TA TA GAA

Dept. Student Worker Org.

Adm

Dept. Staff Supervisory Org.

Head

Head/Dir Supervisory Org.

HeadHead

STF STF

Dept. Senior Staff Org.

*Organization and positions provided for illustrative purposes only.

WkLn

WORKDAY DEFINITION OF MANAGER (SERVICE UNIT)


A Manager is the person responsible for hiring, managing and terminating employees in their Supervisory

Organization. Unionized Supervisors, are not considered to be Managers based on this definition.

In some instances, the Manager will also be responsible for Financial Approval.

M&PM&P M&P

M&P M&P M&P M&PSenior Leadership Org

Staff Supervisory Org.

DIR Director Supervisory Org.DIR DIR

STF STF

Service Unit Operational Org

STF STF STF STF STF STF STF

*Organization and positions provided for illustrative purposes only.




1 Background

4 Next Steps

BUILDING THE SUPERVISORY ORGANIZATIONS


Throughout September we engaged 20 faculties and VP portfolios

Each group provided and reviewed all of their HRMS ‘Reports To’ data

We received data for 500 departments

We created 3,700 Sup Orgs in our Tenant – representing 25,000 active UBC employees!!!

80% of the community represented in the Sup Orgs, with 20% educated guess

Validation with community in early 2019

MOVING TOWARDS OUR THIRD TENANT BUILD

15

To create the next iteration of the UBC Tenant by reviewing Supervisory Organizations.

Goal

1. Continue to provide an overview to the community of the tenant build process

2. Request assistance from the community to contribute towards the completion of the tenants

3. Provide the community with details on the tasks, timelines and supporting documents/tools as we work to

ensure accurate data in completing the tenants

Objectives: The HR IRP Team will..

Immediate Deliverables

1. UBC Supervisory Org. data validation with community – Led by HCM team to be completed by March 31,

2019. More details to come during January Call In Session

Moving Forward

1. Review Supervisory Organization Models to ensure consistency





1 Background

4 Next Steps

NEXT STEPS


UBC Supervisory Organization data validation with community – Led by HCM team with

more details to come during January Call In Session.

To be completed by March 31, 2019

TIMELINES


Phase Date

Learn@Lunchime 5 Sessions

Transition Network Leads/Captains Meeting January 24 (UBC-V)

January 25 (UBC-O)

IRP – HCM monthly call in session Week of Jan 28

UBC Supervisory Org. data validation with community February/March 2019

IRP HR Team Validates Supervisory Organization and

Finalizes Tenant

March – April 15, 2019

IRP SD&D team inputs data into UBC Tenant April 15 – 30, 2019

Note: Check in / Validation Points with IRP HR Team will happen at various stages during this project.

Additional training will be provided when required. Timelines might vary based on the specific unit.

QUESTIONS?


Please contact us at:

[email protected]

mailto:[email protected]

CONTACT

The Integrated Renewal Program would love to hear from you! If you

have any questions or comments please get in touch.

[email protected]

integrated-renewal.ubc.caWEBSITE

EMAIL

learn@lunchtime supervisory organizations >> …...2019/01/07 · curriculum management...

Documents