HR Transformation and Human Capital

Management (HCM) Priorities

1

Our Future

2

• The HR Transformation is our opportunity to be a part of something ground-breaking at Penn State– taking Human Resources to a new level

• The HR Transformation workstreams and the Human Capital Management (HCM) project are the keys to our future

• We need to staff the HR Transformation workstreams and HCM project with full-time, part-time, and general support subject matter experts from across the University to be successful

• We must have the “right” subject matter experts on these efforts or $50 million will be invested to create an expensive system that doesn’t meet the University’s needs

• Together, we can make this successful, but it will take our combined capabilities, willingness, and creativity

Future State

3

“It always seems impossible until its done.”

Nelson Mandela

The Realities

4

• We need to continue to provide quality HR support to the Colleges, Campuses, and Administrative Units

• Each HR department is dealing with staffing challenges based on “real life” – filling vacated positions (thereby requiring training), covering for absences (maternity, illness, vacation, etc.)

• Many HR departments have already been asked to support interim and/or developmental assignments

• We continue to be asked to coordinate more compliance requirements without additional resources to handle them

• Although supportive of the HR Transformation and HCM project, the “home unit” leadership also has work priorities within the unit

Living in Our Current State

5

“Our dilemma is that we hate change and love it at the same time; what we really want is for things to remain the same, but get better.”

Sydney J. Harris

How Do We Move Forward?

6

• Must find ways to creatively approach the challenges of having employees work on the HR Transformation workstreams and HCM project

• Implementation partner will be selected and will provide expertise and direction on how to proceed and refine roles

• Funds will be provided to units with full- or part-time project employees (50% or greater) that can be used to backfill, provide temporary increases, or staff peak periods of activity

• Can backfill jobs once individuals are identified to allow for cross-training

• Should review work being performed to eliminate or delay projects/activities that are not absolutely essential

How Do We Move Forward?

7

• Should look for opportunities to align interests:

• Can we provide developmental upgrades to employees and backfill at the lowest level of complexity?

• Can IBIS be completed for combined groups?

• Can we use best practices or systems in one unit to achieve completion of goals in another?

• Should we create some “common goal” groups to brainstorm ways to get the work done more efficiently?

• As the leadership team, we must realize that if everyone says “my group can’t participate”, we will not be able to move forward

8

“Set a goal to achieve something that is so big, so exhilarating, that it excites you and scares you at the same time.”

Bob Proctor

Getting to the Future State

So What’s Next?

9

• Individuals are still needed to commit to involvement in the policy and process HR Transformation workstreams

• Staffing of the HCM project must also move forward:

• Further details on the roles and areas of expertise will be provided (subject to updating)

• Roles can NOT be filled from only the Office of Human Resources and Payroll; perspectives and expertise (both within and outside of HR) from the colleges, campuses, and administrative units are essential

• Identifying individuals with the needed skill sets will allow units to plan for the moves and backfill positions, as appropriate

• Individuals may volunteer or be nominated; final staffing decisions will, however, be based on needs of project

HCM Matrices

10

• Draft matrices defining roles and answers to FAQs for HCM project have been developed

• Lead and supporting roles defined by subject matter expertise

• Full-time and part-time (50% or greater) project employees will receive additional temporary compensation

• Full-time and part-time (50% or greater) project employees may be eligible for bonuses based on successful milestone completion

• Guidance on topics such as performance management, vacation, work hours, etc. will be provided once employees are selected

• Guidance on temporary increases for home unit employees will be provided to HR Reps

• Documentation of offers and responsibilities will be provided

11

“Remember, you can’t reach what’s in front of you until you let go of what’s behind you.”

Chinna Sharma

HCM Project Roles – Functional Team Leads

12

Role Responsibilities (Common to all leads)

Functional Team Lead

Provide expertise in the respective functional area ( HCM/ Benefits/ Payroll/ Time Tracking/ Recruitment (Talent Acquisition)/ Talent Management) for faculty, staff and students.

Successfully configure the Workday module. Lead business process and configuration set up for the assigned functional area/s.

Participate in planning and design sessions. Coordinate with colleges, campuses and administrative units to efficiently and accurately identify functional

requirements for configuration in Workday. Identify key opportunities to standardize business processes and streamline with Workday solution. Identify unique business requirements for legal and regulatory compliance.

Work with the HR Transformation Team to identify pain points that will be addressed through the Workday solution and identify impact to current policy, if any.

Actively partner with other teams of the Workday project, such as - Other Functional Teams to create integrated processes- Technical Team for data conversion, integrations and reporting requirements- Change Management Team for communication, knowledge transfer and training of users- Testing Team to lead the Workday module testing through all project phases- Project Management Team to support project deliverables and for Workday tenant coordination

Partner with the vendor functional lead to create a detailed functional project plan. Work with the functional team to complete deliverables and achieve milestones within planned timelines. Report progress on functional project plan to the Project Manager.

Coordinate with the Project Manager to identify and escalate risks and issues in a timely manner and identify effective resolutions.

Sign-off upon completion of designated functional milestones and provide assessment regarding go-live readiness for the module.

Serve as a change champion.

HCM Project Roles -- Functional SME Team Member

13

Role Responsibilities (common to all)

Functional SME Team Member

Provide expertise in the respective functional area. Participate in planning and design sessions. Support the Module Lead to successfully complete project deliverables and achieve milestones within planned

timelines. Support the Module Lead to successfully coordinate with colleges, campuses and administrative units, work

with the Business Transformation Team, actively partner with other teams on the Workday project and the vendor functional lead.

Manage the configuration of Workday for business processes and Workday data related to the functional area. Identify risks and issues, develop mitigation options and escalate issues to minimize impact to project

deliverables. Serve as a change champion.

HCM Project Role – Functional Team Leads and SMEs

14

Role Responsibilities

HCM Team Lead and Functional SMEs(Compensation, Absence, Student, Academic, Financial officer)

Provide functional expertise in the areas of core HR, Student Employment, Faculty Information, Absence & Leaves, and Compensation for faculty, staff and students.

Responsible to lead business process and configuration set up for core HR, such as: - Organizational Structures: create hierarchy of organizations, based primarily on supervisory relationships, to facilitate reporting structures, security, and business processes - Worker Profile: populating detailed worker information to track across the organization, including regulatory information, addresses and contact information - Locations: identify physical locations where workers perform job functions - Staffing Management: staffing management practices such as individual positions, grouping of positions - Job Profiles: identifying and creating job information that will be associated with a worker, including job code, job description and pay rate type - HR Staffing- hire, termination, transfer, promotion of employees - Manager Self-Service: including data about a manager’s team - Employee Self- Service: including address and personal information Responsible to lead business process and configuration set up for Compensation Management, such as: - Compensation Packages: identify and create packages and associate them with salary grades and profiles - Compensation Plans: identify compensation elements that can be included in a compensation package, such as salary plans and merit plans. - Compensation Rules: identify and create rules that establish eligibility and auto-assign packages, plans and grades a worker is eligible for.

HCM Project Role – Functional Team Leads and SMEs

15

Role Responsibilities

HCM Team Lead and Functional SMEs(Compensation, Absence, Student, Academic, Financial Officer) (Rachele Brida)

Responsible to lead business process and configuration set up for Absence Management, such as: - Accrual Rules: creation of rules that calculate accruals for Vacation, Sick, Paid Time Off & other time off - Balances: creating calculations of accruals and time processed to reflect the Net Balances of time off - Requesting Time Off: ability for workers to request time off through self service - Requesting Leave of Absence: ability for workers to request leave of absence (personal or regulatory)

Responsible for business process and configuration set up for Graduate and Wage Student Employment, including Recruitment, Job Profiles, Student Data, Federal Work Study, Hire, Termination, Self Service, Compensation, Position Management, and Leaves.

Responsible for business process and configuration set up related to Academic Information, including faculty tenure, sabbatical.

HCM Project Role – Functional Team Leads

16

Role Responsibilities

Benefits Team Lead(Robin Haas)

Provide functional expertise for faculty and staff benefits. Create benefits groups based on eligibility criteria Set up and manage insurance and health care plans, defined contribution plans, and employee spending

accounts Identify definition and management of evidence of insurability; Identify definition of validations for benefit options available during open enrollment and life events; Identify definition and management of rules to determine eligibility of benefits for new hire, position

change, life event, and other enrollment events; Define and apply benefit rates to different populations Transfer of benefit costs to payroll to enable processing of benefit deduction.

Recruitment (Talent Acquisition) Team Lead

Provide functional expertise in Recruitment (i.e. Talent Acquisition) for faculty, staff and students. This includes Requisition Management, Job Posting Distribution, Interview Management, Offer Management, Compliance and Pre-employment activities.

Talent Management Team Lead (Sue Cromwell)

Provide functional expertise in Goal Management, Performance Management, Succession Planning, and Career and Development Planning.

HCM Project Role – Functional Team Leads

17

Role Responsibilities

Payroll Team Lead(Ray Burke/Larry Friedken)

Provide functional expertise for US Payroll for faculty, staff and students. Set up Earning and Deduction Codes Configuration of Payroll Calculation Rules Configuration of Payment Election Rules Setting up Bank Depository Accounts Configuration of Pay slips; State and Local Taxes Payroll Accounting Audit Components Labor Distribution and Settlement Core Payroll and Finance Business Process configuration example Assign Costing Allocation, Assign Pay

Group Self Service Federal, State and Local Tax Reporting Roles and Security Reporting in Workday Year-end payroll

Time Tracking Team Lead

Provide functional expertise in collecting, processing, and distributing time data including basic time scheduling, time entry (hourly, time in/time out), approvals, configuration of time calculation rules, and reporting

HCM Project Roles – Testing Lead

18

Role Responsibilities

Testing Lead

Create and implement the Workday test strategy for each testing phase of the project. Work with Functional, Technical and Security Teams of the project to identify the testing scope for end-to-end

business processes, data, integrations and reports. Identify testing scripts and data, coordinate readiness of Workday testing tenant, and integrations. Identify tools for each testing phase. Identify, train and manage resources for testing – with project teams, colleges, campuses and administrative

units. Plan and manage defect tracking and regression testing. Coordinate with the Project Manager to identify and escalate risks and issues in a timely manner and coordinate

on effective resolutions. Confirm that Workday is tested and validated per established testing standards, guidelines, and methodology. Serve as a change champion.

HCM Project Roles – Technical Team Lead

19

Role Responsibilities

Technical Team Lead

Provide expertise related to the University’s requirements for integrations, data conversion and validation, reporting, and mobile solutions for Workday implementation.

Participate in planning and design sessions. Coordinate with colleges, campuses and administrative units to efficiently and accurately identify integration,

data conversion and reporting requirements for Workday. Identify unique reporting requirements for legal and regulatory compliance.

Work with the HR Transformation Team to identify pain points that can be addressed through the Workday solution.

Actively partner with other teams of the Workday project, such as - Functional Teams to identify reporting requirements.

- Testing Team to lead the end-to-end integration testing through all project phases - Change Management Team for communication, knowledge transfer and training of users - Project Management Team to support project deliverables and for Workday tenant coordination Partner with the vendor technical lead to create a detailed technical project plan. Work with the technical

team to complete deliverables and achieve milestones within planned timelines. Report progress on technical project plan to the Project Manager.

Coordinate with the Project Manager to identify and escalate risks and issues in a timely manner and identify effective resolutions.

Successfully complete integrations, data conversion and validation, reporting and mobile solution for Workday implementation.

Sign-off upon completion of designated technical milestones and provide assessment regarding go-live readiness for Workday.

Serve as a change champion.

HCM Project Roles – Change Management, Training and Talent

Management Lead

20

Role Responsibilities

Change Management, Training and Talent Management Lead(Sue Cromwell)

Serve as the change champion for the project. - Create and lead the implementation of the project change management strategy for Penn State. - Lead end-user adoption of Workday at Penn State in alignment with the HR Transformation objective to operate efficiently and effectively, and create consistency across the University. Lead the project partnership with the HR Transformation Team. - Monitor and manage feedback with project stakeholder groups, including Senior Leadership (Deans and Department Heads), HR Community and Leaders, Training Liaisons, Administrative staff, Managers and Employees for self service roles, Integrating Application Owners, Student Employment Offices and Subject Matter Experts. Create and lead the implementation of the project training strategy. - Partner with colleges, campuses and administrative units to identify training needs. - Lead creation of training materials and ensure timely training of the Workday user groups. Lead the Talent Management implementation of Workday. This includes: - Goal Management, Performance Management, Succession Planning, Career and Development Planning. - Responsibilities identified as common to all functional leads Actively partner with other teams of the Workday project, such as

- Communication Team to provide input on project communications - Functional Teams to identify participation by Subject Mater Experts. - Testing Team for end-user participation in testing through all project phases. - Technical Team for reports training - Project Management Team to support project deliverables. Lead the partnership with the vendor Change Management consultant, Training consultant and Talent

Management Lead. Create a detailed project plan. Work with the team to complete deliverables and achieve milestones within planned timelines. Report progress on project plan to the Project Manager.

Coordinate with the Project Manager to identify and escalate risks and issues in a timely manner and identify effective resolutions.

HCM Project Roles –Communications SME

21

Role Responsibilities

Communication SME

Create and implement the project communications strategy for colleges, campuses and administrative units to support successful end-user adoption of Workday at Penn State

Create transparent communications that present both the pros and cons of moving to Workday. Create a platform to facilitate two-way communications with each audience group, including HR Community

and Leaders, Training Liaisons, Administrative support staff, Managers and Employees for self service roles, Senior Leadership, Integrating Application Owners, Student Employment Offices and Subject Matter Experts.

Monitor and manage feedback from project stakeholder groups. Use multiple channels of communication, including electronic (example Project and HR websites, email,

newsletters, presentations, tutorials and training), print (example posters, university newsletters) and face-to-face (example open forums, workshops, manager meetings).

Integrate HR Transformation and policy changes in to messaging as appropriate. Actively partner with other teams of the Workday project, such as

- Change Management and Training Team to get inputs on communication needs. - Functional Teams to identify policy impacts. - Testing Team for soliciting end-user participation in testing through all project phases. - Technical Team for communication with IT community stakeholders. - Project Management Team to support project deliverables. Partner with the vendor communication consultant to create a detailed project plan. Work with the project

team to complete deliverables and achieve milestones within planned timelines. Report progress on project plan to the Project Manager.

Coordinate with the Project Manager to identify and escalate risks and issues in a timely manner and identify effective resolutions.

Serve as a change champion.