Workday is up and on the go (just like you)
President Peter Salovey recently reminded the Yale community that our “strong sense of shared goals” helps lead us to great achievements, writing: “All of our employees, collectively and individually, contribute on a daily basis to building a Yale that is unified, innovative, accessible, and deeply committed to excellence.” Through the power of technology, Yale’s new enterprise system, Workday, aims to achieve these same objectives.
Launched on July 1, Workday became Yale’s new system of record for the Human Resources (HR), Benefits, and Payroll offices, and for academic appointments. It standardized the business process that support Yale’s research and education mission. For the first time, university-wide information can be easily accessed in one place, and individuals can update their own personal information and benefits, as well as check their payslips. In addition, directory information (employee and organizational) can be referenced quickly within Workday.
Related: Workday team honored with Linda K. Lorimer Award for excellence.
The Workday team designed and configured Yale’s business processes to work within the new system, and trained over 2,500 staff and faculty members. During the first 90 days after Workday’s launch, Workday was used to:
- Execute over 100,000 payroll transactions for faculty and staff
- Hire 830 faculty and staff, and over 1,000 student workers
- Complete over 2,900 academic appointment business processes – including 1,397 re-appointments
“We have been very pleased with how successful the transition has gone. Overall, Yale’s move to Workday has been received positively, and it is up and running extremely well,” said Nancy Creel-Gross, associate vice president for HR operations & Workday@Yale at a recent Human Resources and Administration Town Hall presentation.
Mike Peel, vice president for HR & administration, added: “For an ERP [enterprise resource planning] conversion encompassing all of the university’s payrolls, as well as all of our benefit programs and faculty/staff information, it has been the smoothest major systems implementation I have ever seen. This end result could not have been possible without the leadership and commitment of so many of our colleagues in Human Resources, IT, and Business Operations who worked so collaboratively on this important systems capability upgrade.”
Users have noted that one of the most useful features of Workday is its mobile capabilities. Workday is accessible on cell phones and tablets To download the mobile app, users can visit the Workday@Yale training website and reference the mobile training guide.
As part of Workday’s commitment to continuous improvement, major feature and enhancement releases will be delivered to all customers every six months. These bi-annual releases group the most significant changes into one update, allowing Yale to plan for and test new capabilities. Similarly, these periodic releases give Yale an opportunity to refine business processes and the way work is accomplished. These upgrades and their functionality are carefully evaluated, and potential impacts are assessed prior to adoption.
Every upgrade is designed to be intuitive, notes the Workday@Yale team. This fall, for example, interface improvements include:
- Color updates and simplified layouts to add clarity
- Business processes initiated by business offices and HR staff (such as to change a job, or request compensation change, etc.) to more clearly identify proposed changes
- Filtering tool enhancements for easier manipulation of report results.
Future improvements include Workday’s “responsive design,” which will incorporate improved layouts for desktops, laptops, and mobile devices, and more consistent styling across all devices.
The support for staff from the faculty affairs teams during Yale’s Workday roll-out has been “tremendous,” said McKenzie Granata, administrative assistant in the English department, at a recent testing session. “We have felt very included in the process through testing and training sessions, requests for feedback, and update meetings. The modifications to optimize the business process for hiring that we are here to test today are a direct result of suggestions made by our peers across the entire university system. The goal is to enable us to function more efficiently, so we can work smarter, not harder, and these changes will help to make that happen.”
Workday functionality aims to move Yale forward as a more unified community, dedicated to providing an unsurpassed learning and work environment to all.
Yale’s introduction of Workday financial functionality is now underway.