Technical Information Session

1. Technical Information Session February 20, 2014

2. Agenda • Project Overview • Objectives of HR/P Modernization • Current Status • Scope of HR/P Modernization • Implementation Overview / Roles & Responsibilities of System Owners • Next Steps • Questions Technical Information Session

3. Vision & Objectives of HR/P Vision HR/Payroll Modernization will deliver a modern system and set of standardized processes to significantly improve support for critical HR and payroll functions across the University. Objectives • Replace UW’s existing payroll system with a modern, integrated HR and payroll system • Implement a technology platform that allows UW to outsource the infrastructure • Implement standardized HR and payroll processes and practices across the entire University • Reduce UW’s risks, realize efficiencies, enable modern practices, and provide better competitive positioning Technical Information Session

4. Recommended Vendor: Workday • Software-as-a-Service • Core functionality delivered in 22 months • Iterative approach to implementation • Will partner with IBM for implementation • Other higher-ed institutions using Workday include: • Academy of Art University • Barry University • Broward College • Brown • Carnegie Mellon • Champlain College • Cornell • Georgetown • Madison College • NYU • Stevens Institute of Technology • University of Miami • USC • UT Austin • Yale = System is live = Implementation is underway Technical Information Session

5. Current Status • Completed Business Process Redesign work • Identified where process changes could provide efficiencies and reduce risk • Determined how technology can help • Completed Procurement process • Received approval to proceed from the Board of Regents on Feb. 13 • Awaiting approval from State CIO’s Office • Preparing to begin implementation on March 3 • Project Planning • Staffing Teams • Planning for go-live in late December 2015 (first pay period in 2016) Technical Information Session

6. Scope of HR/P MODERNIZATION

7. Functional Scope for Phase 1 Technical Information Session

8. Scope for Phase 2 (~Jan 2017) • Applicant tracking system • Learning management system • Case management tool • Performance management beyond the Medical Centers • Succession planning Technical Information Session

9. Scope of HR/P – Current Systems Technical Information Session

10. IMPLEMENTATION OVERVIEW / Roles & responsibilities of system owners

11. HR/P Implementation Timeline Go-Live Plan Design (Architect) Configure & Prototype Test Post-Production Support Deploy • Current Business Practice Discovery • Design Core Concepts • Design Detailed Workflows • Design Integrations • Assess UW Systems • Design Reports • Update Project Charter & Project Plan • Project Planning • Review SOW • Create Project Plan & Charter • Initial Prototype (P0) • Configuration Prototype (P1) • Testing & Training Prep • Integrations Development • Development of Current Systems Changes • Report Development • Configuration Prototype (P2) • End-to-End Testing • Training Prep • Pilot Training • Train the Trainer • Final Configuration Prototype (P3) • Payroll Parallel Testing • End User Training • Gold Tenant • Go-Live Checklist • Cut Over to Go-Live • Post Go-Live Stabilization • Post Go-Live Optimization Data Conversion & Migration Integrations Quality Management Operational Readiness Organizational Change Management, Communications, Knowledge Transfer, and End User Testing Technical Information Session

12. Unit Support for Data Conversion As part of the effort to convert our existing data for each of the prototype loads, you may be asked to: • Provide data from an existing system to be loaded into the new system, as requested by functional data owners • Validate data for your unit pulled together from various systems Technical Information Session

13. Roles & Responsibilities of Business & Technical Systems Owners Business and Technical Systems Owners will largely be responsible for assessing the impact on your current systems, and making changes to these systems as needed. There are three types of impacts to current systems: • System requires an integration with HR/P • Project Team will manage the design, development and testing of replacement integrations to HR/P • System will be replaced by HR/P and will be retired • Functional and Technical Systems Owners will be responsible for assessing the impacts, and retiring these systems • System requires changes due to the HR/P implementation • Functional and Technical Systems Owners will be responsible for assessing the impacts on these systems, and designing, developing and testing the changes with Project Team support Technical Information Session

14. Timeline for Downstream Systems Go-Live Plan Design (Architect) Configure & Prototype Test Post-Production Support Deploy Integrations Integration Design Configure & Unit Test End-to-End Testing, UAT Go-live Support Design, Build & Test System Changes Assess System Impact Change/Retire Functional Design Design, Build & Test System Changes Go-live Support Assess System Impact Conversion Gold Tenant Prototype 1 Prototype 2 Prototype 3 Project Led Project Supported Unit Responsible Technical Information Session

15. NEXT STEPS

16. Fill Out Feedback Card Info on your unit’s system General project feedback Return card to table at the auditorium entry way. Technical Information Session

17. Next Steps • Ensure the project’s inventory of your unit’s HR/P systems and contacts are current. Send updates to hrp-tech@uw.edu • Begin thinking about impacts to your unit’s budgets and existing projects and planning accordingly • Look for correspondence over the next few months about specific ways and times we need your involvement Technical Information Session

18. HR/P Project Contacts Technical Information Session

19. Questions?