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>> Human Resources >>
Gerald Vanderwoude, Senior Human Resources Manager, HR Work Stream, Integrated Renewal Program
Lani McGill, Core HR Lead, Integrated Renewal Program
January 7-17, 2019
Learn@Lunchtime – Supervisory Organizations
WHAT WILL BE COVERED
1Learn@Lunchtime – Supervisory Organizations
2 Core Concepts and Definitions
3 Building the Supervisory Organizations – with your help
1 Background
4 Next Steps
This presentation will be available on the IRP website https://integrated-renewal.ubc.ca/resources/hr
2Learn@Lunchtime – Supervisory Organizations
2 Core Concepts and Definitions
3 Building the Supervisory Organizations – with your help
1 Background
4 Next Steps
WHAT IS THE INTEGRATED RENEWAL PROGRAM?
3
A business process transformation and system implementation that will leverage Workday
and other enterprise technologies to enable Shaping UBC’s Next Century Strategic Plan*
Modern
Systems
More
Efficient
Processes
Program Vision
The way we support learning and
research, and how we work at UBC will
be transformed, creating a cohesive,
integrated, and enriched experience
for students, staff, and faculty.
Well-
supported
people
Reliable
Data
*Strategy 5. Systems renewal: Transform university-level systems and processes to facilitate collaboration, innovation and agility; Goal #9 Achieve agility in academic support and
administration through thoughtful systemic change and simplification*
Learn@Lunchtime – Supervisory Organizations
WHY WAS SELECTED?
4
Workday Clients:
Learn@Lunchtime – Supervisory Organizations
PROGRAM RELEASE SCHEDULE BY STREAM/SCOPE*
5Learn@Lunchtime – Supervisory Organizations
FINANCE
HUMAN
RESOURCES
STUDENT
CROSS
FUNCTIONAL
* Workday release schedule is subject to change. HR, FIN are foundational to enable Student releases.
Release # Date Stream Scope/Functionality
1 April 2020
Capital & Asset Accounting, Institutional Accounting, Procure to Pay, Research/Post-Award Grant
Admin, Revenue Accounting, Travel & Expense Management, Treasury & Cash Management
Benefits, Compensation, Core HCM, Onboarding/Offboarding, Payroll, Talent Acquisition,
Workforce Management – Time and Attendance
Curriculum Management (Academic units, Programs of Study and foundational elements)
Deployment of common enabling technologies:
Access and Identity Management, Generic Capabilities, Reporting
2 July 2020
Curriculum Management (Courses), Admissions, Transfer Credit, Learner Management (Data),
Learner Financial Management (Application Fees)
3 Feb 2021
Scheduling, Enrolment, Registration, Program Planning & Management, Progression, Learner
Management
4 May 2021Assessment Outcomes, Learner Financial Support, Learner Financial Management, Graduation
5 June 2021 Budget Development & Forecasting
TESTRelease 1 ARCHITECT (HRFIN)
Release 1 PLAN (HRFIN)
TESTDEPLOY
May – July 2018
Deliverable: Develop
Foundation Data Model &
preliminary UBC Workday
tenant build.
Release 1 CONFIGURE & PROTOTYPE
(HRFIN) January – June 2019
Deliverable: Build STU
tenant and implementation
plan.
Release 1- 4 PLAN (STUDENT)
Deliverable: Determine how
UBC wants Workday to function
across HRFIN streams.
August – December 2018
November – February 2019
WHERE ARE WE AT IN THE PROGRAM?
Deliverable: Develop an HRFIN
Workday tenant, based on
Architect phase decisions, that is
ready for the testing phase.
Learn@Lunchtime – Supervisory Organizations
7Learn@Lunchtime – Supervisory Organizations
2 Core Concepts and Definitions
3 Building the Supervisory Organizations – with your help
1 Background
4 Next Steps
WHAT IS A TENANT?
8Learn@Lunchtime – Supervisory Organizations
Each Workday client has their own secure tenant only they can access
Think of Workday as a large apartment building and each customer has
their own floor – ours is the UBC tenant.
In our tenant we can ‘configure’ our floor – move the walls, decide where the
windows will be, etc.
Building the tenant is an iterative process – at each stage of the program,
Workday uses UBC faculty/unit information and sample data to populate our
tenant and review functionality and potential configurations
THE UBC TENANT
9Learn@Lunchtime – Supervisory Organizations
When UBC makes changes to the system through configuration, these changes will only be
reflected in UBC’s tenant and will not be visible to other Workday customers.
As we build the system, UBC will develop new versions of the tenant, each version referred to
as an instance.
We anticipate several instances over the next 18 months, leading up to our Production
Tenant. The Production Tenant will be the instance we will use at UBC in April of 2020, and
continue to develop and expand functionalities/capabilities.
Feedback/
ImprovementsUBC 2
Feedback/
ImprovementsUBC 3
Feedback
ImprovementsUBC 1 P T
Production Tenant
Sept 2018April 2020
CORE CONCEPTS – SUPERVISORY ORGANIZATIONS
10Learn@Lunchtime – Supervisory Organizations
Supervisory Organizations are the foundation of Workday HCM
A Supervisory Organization is a logical grouping of employees who report to the same manager
Each manager is associated with a Supervisory Organization that contains the workers and the
positions they manage.
Workday Definition of Manager (ACADEMIC)
11Learn@Lunchtime – Supervisory Organizations
A Manager is the person responsible for hiring, managing and terminating employees in their Supervisory
Organization. Unionized Supervisors, are not considered to be Managers based on this definition.
In some instances, the Manager is also the person responsible for financial approval.
As we work towards our second tenant build, we have recommended that Faculty members who are
instructor of record be considered the manager of the union employee group Teaching Assistants.
For other student employees, a manager can be either a faculty member or administrative staff person.
FAC FAC FAC FAC FAC FAC FAC
Dept. Faculty Supervisory Org.
TA TA GAA
Dept. Student Worker Org.
Adm
Dept. Staff Supervisory Org.
Head
Head/Dir Supervisory Org.
HeadHead
STF STF
Dept. Senior Staff Org.
*Organization and positions provided for illustrative purposes only.
WkLn
WORKDAY DEFINITION OF MANAGER (SERVICE UNIT)
12Learn@Lunchtime – Supervisory Organizations
A Manager is the person responsible for hiring, managing and terminating employees in their Supervisory
Organization. Unionized Supervisors, are not considered to be Managers based on this definition.
In some instances, the Manager will also be responsible for Financial Approval.
M&PM&P M&P
M&P M&P M&P M&PSenior Leadership Org
Staff Supervisory Org.
DIR Director Supervisory Org.DIR DIR
STF STF
Service Unit Operational Org
STF STF STF STF STF STF STF
*Organization and positions provided for illustrative purposes only.
13Learn@Lunchtime – Supervisory Organizations
2 Core Concepts and Definitions
3 Building the Supervisory Organizations – with your help
1 Background
4 Next Steps
BUILDING THE SUPERVISORY ORGANIZATIONS
14Learn@Lunchtime – Supervisory Organizations
Throughout September we engaged 20 faculties and VP portfolios
Each group provided and reviewed all of their HRMS ‘Reports To’ data
We received data for 500 departments
We created 3,700 Sup Orgs in our Tenant – representing 25,000 active UBC employees!!!
80% of the community represented in the Sup Orgs, with 20% educated guess
Validation with community in early 2019
MOVING TOWARDS OUR THIRD TENANT BUILD
15
To create the next iteration of the UBC Tenant by reviewing Supervisory Organizations.
Goal
1. Continue to provide an overview to the community of the tenant build process
2. Request assistance from the community to contribute towards the completion of the tenants
3. Provide the community with details on the tasks, timelines and supporting documents/tools as we work to
ensure accurate data in completing the tenants
Objectives: The HR IRP Team will..
Immediate Deliverables
1. UBC Supervisory Org. data validation with community – Led by HCM team to be completed by March 31,
2019. More details to come during January Call In Session
Moving Forward
1. Review Supervisory Organization Models to ensure consistency
Learn@Lunchtime – Supervisory Organizations
16Learn@Lunchtime – Supervisory Organizations
2 Core Concepts and Definitions
3 Building the Supervisory Organizations – with your help
1 Background
4 Next Steps
NEXT STEPS
17Learn@Lunchtime – Supervisory Organizations
UBC Supervisory Organization data validation with community – Led by HCM team with
more details to come during January Call In Session.
To be completed by March 31, 2019
TIMELINES
18Learn@Lunchtime – Supervisory Organizations
Phase Date
Learn@Lunchime 5 Sessions
Transition Network Leads/Captains Meeting January 24 (UBC-V)
January 25 (UBC-O)
IRP – HCM monthly call in session Week of Jan 28
UBC Supervisory Org. data validation with community February/March 2019
IRP HR Team Validates Supervisory Organization and
Finalizes Tenant
March – April 15, 2019
IRP SD&D team inputs data into UBC Tenant April 15 – 30, 2019
Note: Check in / Validation Points with IRP HR Team will happen at various stages during this project.
Additional training will be provided when required. Timelines might vary based on the specific unit.
QUESTIONS?
19Learn@Lunchtime – Supervisory Organizations
Please contact us at:
CONTACT
The Integrated Renewal Program would love to hear from you! If you
have any questions or comments please get in touch.
integrated-renewal.ubc.caWEBSITE