HCM Workday Implementation Project Team
HCM Core Team – A largely Cross Functional Team
HRIS (Cindy Partridge)
Analysts, Developers, Infrastructure, Automated Testing
Corporate HR (Jan Stewart)
Benefits, Compensation, Talent, Recruiting, Retirement,
Payroll/Controllers (Hollis White)
Lawyer & Auditor Types (keeping us honest)
- Jeff Dodson
Workday (Consultants and Engagement Manager)
SME Experts in HCM, Benefits, Compensation Payroll, Absence, Time, Talent, Data Conversion, Reporting, Integrators
Some Key Terms
Tenants: Workday Cloud Environments for their Customers
P1 – Initial Configuration and Load into Workday from PeopleSoft Databases at Geico.
P2 – Second iteration to Configure and Load Workday
P3 – Third iteration to Configure and Load Workday
P4 – Optional
GOLD – Production Environment
Workday at Geico: It's a flexible Configurable System to configure business processes.
One Tenant and Code Line for all Customers
January - March 2017
Deployment of P2 Tenant
Deployment of P3 Tenant
Deployment of Gold Tenant
Final Data conversion
Go-Live April 2017
Since day one, securing customers’ data has been a top priority for workday. A robust security model protects the privacy and integrity of your data across Workday's entire platform.
Technical and organizational controls ensure your data is safe.
Rigorous third-party compliance audits and certifications meet regulatory standards and guarantee your business is protected. Continuous innovation safeguards against future threats.
Industry-leading service-level agreements guarantee response time, uptime, backup, and disaster recovery.
Workday Human Resource Management helps you effectively organize, staff, and pay your global workforce. Easily manage the full hire-to-retire lifecycle in one, intuitive system.
Model and analyze your workforce using flexible organization management.
Configure, manage, and optimize business processes to ensure consistency without involvement from IT.
Provide employees, managers, and executives with an easy-to-use interface across all devices.
Manage your entire workforce, including contingent workers, to ensure global consistency and allow for local variation.
Workday Compensation gives you the tools you need to provide competitive compensation packages to attract and retain talent.
Define unique packages, plans, programs, and processes using data from Workday and the marketplace.
Make investments in your most valuable team members based on business objectives and results.
Use a single source of data for planning, analysis, and execution.
Extend configurations beyond company borders with flexible location profiles and currency options.
Workday Benefits makes it possible to define, manage, and adjust benefit plans to meet the unique requirements of your business—all within a single, unified system.
Offer a full and flexible spectrum of benefits coverage including health, retirement, insurance, wellness, and flex options.
Provide prebuilt, packaged integrations to hundreds of popular benefits providers.
Manage cross-plan dependencies, eliminating manual auditing and ensuring that employees are enrolled in the correct plans.
Trigger benefits transactions based on employee life, work, or passive events.
Use automatic updates to address tax and regulation changes.
Align and assess talent, pay for performance, and create a plan for tomorrow’s leaders while giving your employees what they need to grow their careers.
Enable and encourage a collaborative dialogue between employees and managers.
Manage and evaluate succession plans for any essential job in your organization with simple and visual tools.
Gain insight into retention risk trends across your organization so you can identify and retain high-risk top performers.
Use Workday Onboarding to increase first-day productivity and streamline administration for new hires.
Manage changes for benefits, terminations, and life events with a single source of worker data across HCM and payroll.
Support your organization’s unique payroll requirements with a system that’s flexible, configurable, and intuitive.
Run complex payroll calculations as often as you want with a powerful calculation engine.
Gain instant visibility into global labor costs to improve operational and financial planning.
Workday Time Tracking is a global, consumer-driven time and attendance management solution that allows you to control labor costs and reduce compliance risks through seamless integration with Workday Human Capital Management and Payroll.
Gain actionable insights at the point of decision-making with real-time reporting into actual labor costs.
Increase worker productivity, reduce labor costs, and minimize compliance risks.
Drive engagement and adoption with an enterprise-grade application that empowers a mobile workforce.
Provide flexibility, configurability, and control for your entire workforce.
Pay attention, this can be a life saver !!
What happens with the Current Version of PeopleSoft HCM when we go live with Workday in April, 2017?
Infrastructure team destroys the PeopleSoft HCM servers with sledge hammers! Just Kidding
GEICO keeps the database around for a year, but no one has access!
GEICO keeps the database around for at least a year for self-service views, and retrieval of Prior Period Paychecks and to continue running the Pension Process in Payroll!
What are Some Key Changes/Benefits
Easy Access for more employees from anywhere and from multiple devices
Configurations! Not that other word: Customizations.: Business Processes
Workday installs Weekly Updates and 2 New Releases per year
Exempt employees will now only enter Time off requests
How will Workday meet our reporting needs?
Workday offer 2000+ standard reports covering each venue , payroll, benefits, security, time absence etc.
How will we integrate Workday with other Systems aka PeopleSoft data feeds?
Pre Built Integrations (Benefit providers, Beeline, ADP, etc..) as well flexibility to create Integrations
Over 80 individual Integrations
Internal & External
Workday is building over 50 Integrations
GEICO is building over 30 Integrations
Go-live: GEICO will maintain all Integrations and create any new ones after go-live
Workday Web Services
Reporting as a Service (RAAS)
Workday Public Web Services
SOAP and REST
Integration Tools used to Build Integrations:
Workday CCB – Core Connectors Build
What types of data are we loading in Workday?
Configuration Data: Supervisory Org, Locations, Location Hierarchy, etc.
All Worker related Data: Benefits Data; Compensation Data; Benefits History Data; Payroll Balances
Top stack or most current row for most associates
Those with multiple positions we’ll load multiple rows
We will load all active employees, retirees and active and eligible pensioners.
We will load terminated employees terminated from 01/01/16 – present.
What is the Impact of not loading all former employees
Hire or New Hire Applicants: Integrations – Taleo
What are the Steps to loading the Data
Translate Tables created in SANDDB for Configuration data mapping
SQL Extracts from a copy of static Copy of Production (SANDDB)
Workbooks and EIB loads
Approximately 80 different spreadsheets/csv files created by GEICO
Files SFTP’ed to Workday
Workday Loads the Files
Testing (you betcha): Teams of Testers
HCM Core Team People
Automated Testing Team
Reporting: (lots of it)
Workday delivers over 2,000 Standard Reports
GEICO is providing a decent sized list of Customized Reports
Workday will initially create the more complex reports
GEICO will create reports as well
Training (hey, why do we need this, it’s the Cloud, it should be simple and intuitive)
Workday provides On-site Training for Core Fundamentals, Virtual Training and subscription based Training (Quick refresher Videos)
GEICO will provide Internal Training and create training guides
Change Management (we’ll be doing things differently; but I’ve been doing it this way for…. I said “Change is good, and, that’s a good thing”!)
Being a SaaS product, the limitations on monitoring and control over infrastructure is a change in paradigm.
Workday is configurable but not customizable.
Cannot Control Downtime !!