Workday Project Update 

Issue 7

Dear William & Mary, 

Welcome to this month's Workday newsletter! Like our colleagues on main campus, The Batten School & VIMS are also preparing for the big transition to Workday, and we are excited for all the enhancements it will bring. We are especially proud of the dedicated efforts of our finance and HR team members, who have played a critical role in the Workday Project Team and Change Network. Their expertise and commitment have been invaluable in navigating the complex transition and ensuring that every aspect of the system meets our needs. 

In this edition, we'll update you on the project team’s end-to-end testing progress, ensuring the system performs optimally before the full roll-out this summer. This phase is crucial for identifying and addressing any potential issues. We'll also explore the new recruiting capabilities in Workday, designed to enhance our hiring processes and help us attract top talent with an intuitive interface and robust features. 

We appreciate your continued support! 

Sincerely, 

Linda Rudy 
Chief Financial Officer 
The Batten School & VIMS 

 

The project team is achieving remarkable strides in end-to-end testing after an intensive two-week "sprint" held in Jones Hall. This collaborative effort was dedicated to rigorously testing various scenarios, engaging in dynamic cross-functional discussions, and making pivotal configuration decisions. The team's progress underscores a strong commitment to ensuring that the system functions seamlessly across diverse scenarios.   

Alongside end-to-end testing, the change management team is actively creating and planning out this spring's training activities. These initiatives are designed to equip all stakeholders with the necessary skills and knowledge to navigate the new system effectively. By preparing comprehensive training sessions and resources, the team aims to facilitate a smooth transition and ensure that all users are confident and competent in utilizing Workday to its fullest potential. 

As we continue on this journey to implement Workday and look ahead to going live this summer, it is important for us to continue to hear from you. Please take five minutes to respond to this End-User Readiness Survey and provide your honest feedback. Responses are requested by April 2nd. Your responses are completely anonymous and will be used to help us develop future communications and engagement plans for the project. 

Recruiting in Workday is a comprehensive module designed to streamline the entire hiring process. It offers a seamless experience from job requisition to candidate selection, integrating with other Workday modules to provide a unified HR solution. With tools for managing job postings, tracking applicants, and facilitating communication among hiring teams, Workday Recruiting ensures an efficient and effective recruitment process. 

As the budget functional area lead and a member of the steering committee for the Workday project, Spencer says he is most excited about integrating the adaptive financial planning tool in Workday this fall, which will enhance the budget office’s capabilities. Another benefit Spencer notes about Workday is the ability to view payroll encumbrances, which will allow units throughout the university to more effectively and accurately manage their personnel-related costs.  
 
Spencer wants the W&M community to know that the Workday implementation is an ongoing improvement process with new functionalities and tools rolling out over time, making the system continuously better following the initial go-live date this summer. 

Say goodbye to paper timesheets! With Workday, you can edit timesheets from prior pay periods and automatically adjust benefits withholdings. One of our most manual processes will be immediately improved! 

As the university transitions to Workday, understanding its core components will help you navigate the system with confidence. Workday is designed to streamline traditional human resources and financial management processes with a modern, intuitive, and data-driven approach. This month, we’re focusing on the two essential components of Workday: Human Capital Management (HCM) and the Foundation Data Model (FDM). These are the backbone of Workday’s functionality, impacting everything from HR processes to financial transactions. 

HCM (Human Capital Management): 

HCM in Workday is the system that manages HR-related tasks, including payroll, benefits, recruiting, time tracking, and talent management. It provides employees and managers with self-service options, making HR processes more efficient and transparent. 

FDM (Foundation Data Model): 

FDM is Workday’s financial data framework that structures financial transactions using worktags instead of a traditional chart of accounts. Worktags categorize data dynamically, enabling more accurate financial tracking and reporting. This approach ensures financial operations align with organizational goals while maintaining flexibility and clarity.