The Workday@Yale Program brings Yale University’s administrative services in line with its excellence in teaching, research, and practice. Workday Financials, which launched in July 2017 (see timeline below), delivers real-time reporting, standardizes business processes, and minimizes administrative work for the Yale community.
The administrative software (Oracle eBusiness) that Yale has used for many years to manage its human resources, payroll, and finance operations reached the end of its useful life. As a result, a replacement solution was researched and it was determined that Workday would meet the University’s current and future operating requirements.
Yale's legacy systems have been customized to respond to the unique needs of each school or administrative unit. This adds a layer of complexity that must be addressed whenever system updates and/or changes are required. Workday offers configurable frameworks that can be modified and extended but also prevent changes to the system that will disrupt Workday's ability to offer updates in the future. Unlike customization toolkits typically offered by traditional ERP solutions, Workday requires no coding, eliminating the need to involve programmers. This allows Yale to make changes and upgrades more quickly and easily in the future.
The initial rollout of Workday functionality on July 1, 2015, included the delivery of human resource, academic, and payroll modules. The implementation of Workday gave individuals greater control over their personal information through 24/7 access to information over a secure network. All employees are now able to access their personal data from any computer or mobile device with internet access. This self-service functionality allows employees to update their personal contact information, view pay slips and pay deductions, view and update benefits when appropriate, access directory information, and provide access to additional HR information.
Goals, Objectives and Outcomes
As the team continues to optimize the human resource and payroll modules, and transition from our current finance systems to Workday, Yale aims to achieve the following strategic objectives:
- Simplify and standardize processes
- Make it easy to get work done and harder to make mistakes
- Minimize administrative overhead for faculty and end users
- Lower operating costs and improve effectiveness
- Establish an accurate, trusted, and timely reporting environment
- Engage the right people in the right way throughout the program
- Participate in Workday’s Strategic Advisory Program in order to advance its direction based on Yale’s best interests
- Include members of the Yale community in the Workday@Yale program by:
– Communicating early and often to ensure that Yale faculty and staff are aware of the objectives and implementation status of the Workday@Yale team, as well as to understand how they can become involved
– Leveraging community opinions and feedback to shape Workday@Yale and improve the overall quality of the implementation
Workday@Yale Program Sponsors & Team
The Workday@Yale Program is sponsored by Yale's Finance & Business Operations (F&BO) and Human Resources leadership. The program is advised by a Steering Committee composed of Yale administrative and academic leadership from the Provost, Information Technology Services, Human Resources, Finance, Change Leadership, and Business Offices.
The team also includes technical and functional human resources, finance, and information technology experts from throughout Yale, as well as advisors from Deloitte Consulting, our implementation partner. While Yale is leading the Workday implementation, Deloitte is working alongside the team to supplement activities in a variety of areas.