As core stakeholders most impacted by the Workday HCM/Payroll implementation, we wanted to provide you with an update on several aspects of ASMP and the Workday implementations.
On August 29, President Greg Fenves announced in a communication to campus that Workday HCM/Payroll will go live in fall 2018, that the Administrative Systems Modernization Program would transition to focus solely on Workday, and that the Workday Financials project would be delayed pending a business process re-engineering effort.
Now that we know the Workday program will focus initially on the success of the HCM/Payroll launch, efforts to communicate and plan for that launch will ramp up significantly. In an effort to get you up to speed, we have provided brief updates in this email on several aspects of the program, accomplishments of the past three months, and near-term milestones to track. Going forward, you can expect more timely communications from the program including a regular newsletter to this list.
ASMP Transitioning Permanently to the Workday Implementation Program
ASMP is transitioning permanently to the Workday Implementation Program and will focus initially on the HCM/Payroll implementation. All products and services launched by ASMP that are already in production are being transitioned to owning units, including the MyUT student portal, the UTLearn employee training management system, and DocuSign e-signature. Other services and products not yet in production and not critical to the HCM/Payroll go live are either being reviewed by the Central IT Executive Commission (CITEC) or work has ceased. For more information on ASMP successes and on-going projects, visit the ASMP transition website. This website also includes historical information on the modernization program.
Workday Implementation Program to Focus on Fall 2018 HCM/Payroll Launch
As a result of the ASMP transition to Workday and the delay in the Financials project, campus will now focus solely on the successful launch of Workday HCM/Payroll scheduled for fall 2018. The program has spent the past several weeks meeting with various, representative stakeholder groups gathering feedback on three proposed go live dates in fall 2018: 9/1/2018, 10/1/2018, or 11/1/2018. In September, the program will make a recommendation for a date to the Workday Steering Committee. The Steering Committee will vote to either validate the recommendation or alter the recommendation before sending the recommendation to the Senior Vice President/CFO, Provost and President for their final decision. Once that decision is made, a timeline with milestones will be published to campus with regular status updates and communications to follow. Visit workday.utexas.edu for more information.
Workday HCM/Payroll Design Confirmation Sessions
Design Confirmation Sessions have been a key component in moving forward with the HCM/Payroll implementation. During July and August, the program held targeted sessions where Business Process Owners presented on business requirements and members of the HCM/Payroll team performed Workday demos showing how the system has been configured to meet those requirements. The primary goal of these sessions was to provide participants with an understanding of how Workday HCM/Payroll has been configured and to confirm that the university can continue doing business at go live. Feedback, use cases, and action items were collected from each session. Each session was livestreamed and archival video is available on the Workday website. A synopsis of each session has been published with a list of the action items collected. A final report explaining next steps will be published in October. Visit the Design Confirmation section of the Workday website for videos, presentations, materials and handouts, and session synopses.
Next Steps for HCM/Payroll: Configuration Freeze and Testing
Now that Design Confirmation Sessions have concluded and new requirements and use cases have been gathered, the HCM/Payroll team will be working with the Business Process Owners from Human Resources, Payroll, Financial Aid, and Academic Personnel Services to secure sign off on the configuration. The configuration freeze took place on September 22 and unit testing will begin shortly.
Update on Workday HCM/Payroll to DEFINE Financials Integration (also known as “Bridging”)
With the HCM/Payroll portion of Workday going live well before Workday Financials, determining how Workday will work to send financial transactions to DEFINE has been a priority for the program. Workday HCM/Payroll Program Directors Juan Ortiz and Laura Marshall presented on the decoupled Financial Data Model, Costing Allocations in Workday, funds checking, account audits, and DEFINE codes as part of the HCM/Payroll Design Confirmation Sessions. Determining how our financial system will work with Workday HCM/Payroll has been a collaborative effort between Payroll, Financial and Accounting Services, the Office of Sponsored Projects and the Workday Program. More information on these topics can be found on the Workday website.
Workday Usability Survey and Testing Performed by UT’s iSchool
Over the course of the past year, the Workday program has contracted with the university’s School of Information to perform a usability study of the Workday system. The study is providing insight to College, School, and Unit (CSU) leadership on how the user interface of the Workday system may impact productivity. The iSchool has shared their findings with CSU leadership. The general results of the surveys and testing were neutral with projected time-on-tasks in Workday predicted to be slightly improved over HRMS. Additionally, the iSchool made several recommendations for improvements to the system, some of which the Workday program has already implemented.
[Questions? Comments? Kudos? Email the Workday Implementation Team firstname.lastname@example.org.
For Workday resources, updates, and information on the Workday Implementation Program, visit the Workday@UT website.
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