Workday at CMSD Coming Soon May contain confidential
- Slides: 37
Workday at CMSD Coming Soon… May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools.
Great Teachers Great Leaders Great Schools Have You Ever… Gone to multiple people trying to figure out where to go to get information? Waited for a new colleague for months because of a slow process? Had materials you ordered show up months later than you expected? Needed better reports and visibility to data?
Great Teachers Great Leaders Great Schools Objectives Learn: What: Workday will bring to CMSD When: Workday will Go Live Who: Workday will Impact How: Workday Training will be provided See a Workday Demonstration Be able to access the Workday@CMSD website and contact the project team
Introducing Workday Enterprise Resource Planning (ERP) System Great Teachers Great Leaders Great Schools Workday is a best practice solution which integrates Human Resource, Finance, Procurement and Payroll functions into one system providing additional capabilities, improved efficiencies, and a single source of truth for related information.
Great Teachers Great Leaders Great Schools What we will do in Workday § § § § § Attendance Time Off/ Leaves Performance Reviews Hiring PO’s Budgets Expenses Time Tracking Financial Reporting Grant Management
Workday Benefits Great Teachers Great Leaders Great Schools Ability to Focus on Teaching and Learning • Current, Efficient & Effective Processes • Eliminates redundant processes and minimizes manual work • User Friendly Breaking Down Silos to Improve Customer Experience • Integrated Systems: HR, Payroll, Finance & Procurement • Promotes Collaboration • Improves Employee Self Service capabilities One Source of Data • Same data visible to all users • Improves collaboration • Flexible, user- friendly reports Aligns with The Cleveland Plan • Enables Central Office to focus on key support and governance roles • Data transparency throughout the district • Timely and accurate information aids in school budgeting Fully Supported • Shift from technology support to academic enablement • Cloud solution • Systems stay current
High Level Workday Timeline nce Performa ns Evaluatio Live Users Test Dec 17, 2016 Go-Live Human yroll es & Pa Resourc chasing & Pur Finance Users Test July 1, 2017 Go-Live
Great Teachers Great Leaders Great Schools End User Training- HR & Payroll • • Detailed training plan completed in May Curriculum development starts in June Classes will be held in October and November Hands-on Classroom training will be offered • • Job-aids, system resources, on-line training and information will also be available More information coming 8
Great Teachers Great Leaders Great Schools Next Steps- Become Change Champions 1. Visit Workday@CMSD for more information http: //www. clevelandmetroschools. org/workday 2. Send questions to Workday. Info@clevelandmetroschools. org 9 May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools.
Workday Demonstration May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools.
Updating Personal Information May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools.
Workday Landing Page § § Each person will have different “worklets” on their landing page based on their security access First, Let’s look at Personal Information
§ § You will be able to View and Change your personal information from this page Let’s add a cell phone number
Select Edit Work Contact Information
Select Add Work Primary Phone
Choose Moblie from drop down
Enter Mobile Number and select the Check Mark
§ Submit to save Select Submit to Save
Look up all Employees in a School May contain confidential and/or proprietary information. May not be copied or disseminated without express written consent of the Cleveland Metropolitan Schools.
Great Teachers Great Leaders Great Schools Workday Landing Page § § Each person will have different “worklets” on their landing page based on their security access Now, Let’s find all the people who Work in a Certain School
Find People Who Work In a School § § We’ll use “Glenville High School” Workday organizes data by Supervisory Organization which is the foundation of how it works. Enter Glenville in Search. Select Option with “Supervisory Organization”
Select Members
§ All the members will be listed for the school *This data is accurate as of December 2015 when CMSD initial data was put into Workday. It will be current at go-live
Great Teachers Great Leaders Great Schools Viewing Organizational Charts
Great Teachers Great Leaders Great Schools Workday Landing Page § § Each person will have different “worklets” on their landing page based on their security access Now, Let’s look at CMSD Organizational Charts
Select Org Charts
Enter Name = Jacqueline Bell Select OK
§ § § Jackie’s organizational chart is displayed with Name, Title and Supervisory organization for each person The orange circles in the lower left of their picture is the number of direct reports each person has You can drill up to see Jackie’s supervisor
Double Click on Photo to get Contact info
Great Teachers Great Leaders Great Schools § Benefits By Role 30
Great Teachers Great Leaders Great Schools School Secretary Benefits Current Challenges Workday Benefits • Schools are generally staffed with one secretary- resource stretched • There is no formal on-boarding process • Past system training was not hands-on • Constantly changing priorities • Information is not well disseminated and they are blind sided by changes • Time & Attendance procedures vary by school, are manual, and time consuming • No or not enough visibility to procurement or payroll data • Reports are not sufficient • Entire resolution process is very frustrating • Data will be visible to all users • Automated PO/resolution process • Procurement status will be seen real time • Improved reporting capabilities • Ability to see payroll data • Interfaced with e. School. Plus • Easier time and attendance process • Streamlined payroll coding • Easier to manage budgets • Will be able to tell when a charge hits a cost center and what it was for • Improved purchasing efficiencies 31
Great Teachers Great Leaders Great Schools Principal/ Network Leader Benefits Current Challenges Benefits • Many newly hired principals • Large learning curve for folks new to the district • Constantly changing priorities • Close to change saturation • Get requests from every direction • Information is not well disseminated and blind sided by changes • Lack of good, flexible data and reports • Student Based Budgeting is frustrating due to the lack of tools for the central office • Have to access so many disparate systems • Pulling data is error prone • Each building is so vastly different. Better data will help drill down to differences and support data driven decisions • Flexible, user-friendly and accurate reporting • Improved Time & Attendance • Improved requisition workflow • New budgeting tool • Will enable strategic budget conversations • Employee self service • Improved performance data 32
Great Teachers Great Leaders Great Schools Teacher Benefits Current Challenges • Information is not well disseminated and people are blind sided by changes • Have to make multiple phone calls to multiple places within Central Office to get something done • Payroll is sometimes delayed and the stubs are not clear • Professional development pay tends to be delayed • Materials ordered don’t typically arrive on time Benefits • Transparency of information • Visible, real-time data • Status of approvals • Employee Self Service • Change of address, direct deposit, W 4, W 2 & benefits enrollment • Payroll will be timely, first checks will be accurate • Pay stubs will be on-line and have more detail • Environmentally friendly • Expenses will be reimbursed more timely • Procurement process will be more efficient 33
Great Teachers Great Leaders Great Schools Talent Benefits Current Challenges • The technical systems to support the life cycle of an employee are fractured, nonexistent or unreliable • Required data is unreliable, nonexistent, incomplete and not real time • Incredibly high volume of new employees processed every year • Re-staffed 20 -25% of district last year • Principal turnover is 33% • Staff size is too small to support the district’s needs • Don’t have the data or time to serve the schools • Don’t have the systems to allow schools and employees to be selfsufficient Benefits • Provides the basic tools necessary to do the job. • Functions found in CIMS EMS & FMS, Esweb, TDES System from True North Logic, and Applitrack (and others) will be integrated into one system • Eliminates ERF paper process • Ability to measure operational effectiveness including application tracking and onboarding status • Ability to have multiple users in the system at any given time • Provides data visibility • Improves, standard reporting capabilities • Improves collaboration • Will free time to work with Principals 34
Great Teachers Great Leaders Great Schools Finance Benefits • Data will be visible to all users • Improves collaboration • Flexible, user-friendly and accurate financial reporting • Improves Time & Attendance • Accurate tax payments • Automates bank statement reconciliation • Adjusting journal entries will be easier • Change of address, direct deposit, W 4, W 2 & voucher issues will be managed by employees • Enables deduction per classification • Ability to process payments via ACH, credit card or check • Payroll & AP will process in the background- no need for downtime • Improves requisition workflow • Better audit trails • Improves reporting capabilities • Automated, efficient and consolidated procurement processes 35
ERF Process Improvement
Procurement Requisition Process Improvement
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