3/14/17
SENATE COMMITTEE ON FACULTY BENEFITS
WorkLion: Development and Implementation Plan
(Forensic)
Susan Basso, Vice President and Chief Human Resources Officer, and representatives from the WorkLION Task Force will present a report on WorkLION, demonstrating some of its features and asking the following questions:
- Can you provide insights on how best to manage training in order to transition faculty to the new Workday system?
- Are there any specific thoughts on communication or tools for faculty that we should adopt for effective change management?
- What concerns or issues might you have?
SENATE COMMITTEE ON FACULTY BENEFITS
- Susan Basso
- Renee Borromeo, Chair
- Ken Brentner
- Victor Brunsden
- Amy Dietz
- Mark Horn
- Peter Jurs
- Cassandra Kitko
- James Miles
- Jamie Myers
- Willie Ofosu
- Erica Smithwick, Vice-Chair
- Greg Stoner
Slide 1: Introductory Slide: Faculty Senate WorkLion Workday Update, March 14, 2017 (All Text Slide)
Slide 2: HR Business Process Transformation: Technology (All Text Slide)
HR Business Process Transformation: Technology
- Workday – Human Capital Management/Payroll
- Cloud-based technology
- User-friendly reporting to enable data-driven decisions
- Management data visibility
- Supervisory structure and roles-based security
- Neocase – HR Portal, Inquiry Management, Knowledge base
- Self-service HR portal for employees
- Documentation of inquiries and answers to streamline and improve process for employees
- Consistent database of information for HR customer service employees
Slide 3: Key Impacts to Faculty & Academic Leadership (All Text Slide)
Key Impacts to Faculty & Academic Leadership
- Faculty will use Workday to
- View, enroll and change benefit elections
- Change payment elections, such as direct deposit
- Faculty “managers” will have additional responsibilities, such as approving time worked submissions or time off requests
- Faculty can request exception from this responsibility through delegation, but Performance Management cannot be delegated.
- “One-stop shop” on-boarding for faculty hires
- “Employee Profile” will have details about the faculty’s Academic Appointment
- Academic leadership will be able to view this data for their area
- Academic units can roll up to create an academic hierarchy view for leadership
Slide 4: Additional Positive Changes (All Text Slide)
Additional Positive Changes
- Workday will allow employees to elect two direct deposits in addition to the Penn State Federal Credit Union deduction as a 3rd
- Employees will be able to designate beneficiary information directly into Workday.
- New and existing employees will have the ability to upload dependent verification forms into Workday.
- Workday access is secure & role-based, creating consistency across Penn State.
Slide 5: Key Timeframes
- January- May: Testing is key for successful implementation
- End to End System Testing
- Payroll Reconciliation Testing
- User Testing
- January: Launched WorkLion Ambassadors for key message distribution
- April-June: End user training. Tailored for faculty and student employees prior to summer break
- June 2017*: Workday and HR Portal implementation
- Mid-to-late June 2017: Phase 1 Move in to Shared Services Center
- Mid-to-late October 2017: Phase 2 Move in to Shared Services Center
*After further testing results in March, the sponsors will evaluate the readiness for a June 2017 WorkLion go-live.
Slide 6: APPENDIX (All Text Slide)
Slide 7: Faculty Communication and Training Strategy (All Text Slide)
Faculty Communication and Training Strategy
- Academics will require special attention and timing, as a large portion of the faculty population will not be present during deployment
- WorkLion’s Communications Plan addresses this through customized pre- and post-deployment activities that engage faculty when they are available
- WorkLion has also created an Academic Toolkit, which will be accessible to WorkLion Ambassadors and Unit Communicators to share with Academics in their area
Slide 8: Academic Toolkit
Academic toolkit, accessible to WorkLion Ambassadors & Unit Communicators, will be updated monthly. They will in turn share the materials with Academic leaders & faculty in their units.
Content customized for academics will include:
- Videos and demos
- Template emails
- Newsletter articles
- Pre-made presentations and talking points
Human Resources Goals
Human Resources launched HR Business Process Transformation in 2013 with the following goals:
Improve customer service
- Clarify and consolidate policies
- Streamline HR processes
- Replace Outdated Technology
- Redefine roles in the HR organization
- Provide More strategic and effective HR Support
HR will be able to reduce the University’s risk and eventually reduce costs by utilizing technology
Slide 9: Academic Touchpoints (All Text Slide)
Academic Touchpoints
- WorkLion Faculty Advisory Committee (Monthly)
- Provost’s Faculty Advisory Committee (Monthly)
- Academic Leadership Council (As Needed)
- Planned Broadcast Emails:
- 90 Days until Go-Live (March)
- 60 Days until Go-Live (April)
- 30 Days until Go-Live (May – timed with semester’s end)
- Go-Live Announcement (June)
- Back to School Checklist (August)
- Planned Faculty Senate presentations
- Benefits Committee (March 14)
- Faculty Senate (March 14)
- Commonwealth Caucus (April 24)
- Faculty Senate (September)
- Roadshows (April and May)
- Attend existing meetings, host new virtual and in-person meetings to demo Workday
Slide 10: Governance
Governance
Representative, decision-making structure
Advisory groups including Faculty & Campus
Regular inputs from Blannie Bowen
(For accessible organization chart, please contact the Faculty Senate Office at senate@psu.edu.)