UW@Work: November 2014

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Dear Colleagues,

As we continue to prepare for the University’s conversion to Workday, it is important to recognize the outstanding efforts made by everyone involved in the project so far, particularly as the Design phase is now complete. People from across all three campuses have dedicated their time and effort focusing on the success of the HR/Payroll Modernization project, finding the time for the work on top of their regular duties and busy schedules.

The new HR/Payroll system’s benefits will have a broad reach to the University community, including faculty, staff, students, unit administrators, and central administration. The huge investment of time and resources today will yield innumerable benefits in the future. Given the competing demands that everyone participating in the project is experiencing, please be patient but persistent in seeking resolution to your needs, recognizing that small lags in response time or inadvertent oversights are a temporary sacrifice in the pursuit of a state-of-the-art, integrated system.

One of the largest undertakings that Academic Personnel is currently engaged in is the preparation of faculty data to be loaded into the Workday system. This is a labor-intensive task to which our Strategy and Information Management (SIM) team has already devoted many weeks, and will continue to dedicate themselves to as we progress through the project. The benefits of this specific work will be an increase in the accuracy and availability of faculty data after the conversion and a reduction in duplicate entries caused by the various shadow systems currently in use. Units will have access to historical faculty data and trend analysis not currently available to them. By having an integrated HR information system, there will be a single source of truth; both central administration and unit administration can be confident that going forward, the data and reports they generate will be accurate and consistent across the University.

As we all continue to devote our time, energy, and expertise to the preparation and implementation of this vital system improvement, please find ways to recognize each other for the important work that’s being done. Thank you to each and every one of you for your commitment to our collective success in this transformative endeavor.

Cheryl Cameron
Vice Provost for Academic Personnel
Sponsor, HR/Payroll Modernization

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HR/P Project Team Completes Workday Design, Begins Building New System

The HR/Payroll Modernization (HR/P) project team has achieved a major milestone with completion of the six-month Design phase to develop the configuration setup requirements for Workday, the UW's new HR and payroll system. Learn about key decisions and what's next.

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UW to Move to Biweekly Pay in 2016

All University of Washington employees will be impacted by the transition to Workday, the University's new HR and payroll system. During the system Design phase that just concluded, the University made key decisions that will drive the change to a modern system. Understand how the new biweekly pay cycle and standard workweek will impact you.

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Boundlessly Embracing Change at UW

President Michael K. Young highlighted the University of Washington’s aspirations to be boundless during his annual President’s Address in October. He noted that the University is training the next generation of people who will make the world a better place. To fulfill this mission, UW's faculty and staff must have adequate resources. This is why the University is undertaking a major initiative to overhaul its enterprise systems, starting with its 32-year-old payroll system. Learn why UW is boundlessly embracing change.


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UW Tacoma Administrator Makes the Case for Workday

Why does UW need a new HR and payroll system? According to Richard Wilkinson, associate vice chancellor at UW Tacoma, the answer is quite simple: "We need an integrated HR and payroll system because we are a world-class institution."  Understand what he means by this statement.

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Process Changes: How Will I Do Things in the Future?

The HR/Payroll Modernization project isn’t just about implementing Workday, the new technology that will replace many of the University’s outdated HR and payroll systems. It’s also about redesigning and standardizing a number of University processes to make HR and payroll work faster and easier.  Learn about how employees will do some things differently with Workday.

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Filling Information Gaps with Shadow Systems

When HEPPS, the University of Washington’s current payroll system, was implemented at the UW 32-years ago, it was only designed to process payroll. With no central human resources system in place, HEPPS began to serve more purposes beyond processing payroll. However, it wasn’t designed to handle the magnitude of information it would need to process.

Over time, it became clear that the UW had a need for more data than HEPPS could provide. University central offices and departments began creating shadow systems to fill in the information gap.

HR/P Project Team Begins Loading University Employee Data into New System

Each UW employee has a set of employee data that needs to be placed into Workday, the University's new HR and payroll system. During the next six months, the HR/Payroll Modernization (HR/P) project team will load vast amounts of employee data into the new system. Learn about the iterative approach to ensure employee data is accurately loaded into Workday.

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Frequently Asked Questions

Q: I get paid a monthly amount that is split equally between paychecks I receive on the 10th and the 25th of each month. If we are moving to a biweekly pay cycle with 26 paychecks instead of semi-monthly with 24 paychecks, will I receive less money?

A: The overall amount of an employee’s yearly salary will not decrease. However, because employees will receive two additional paychecks per year with the biweekly pay cycle, the amount of pay received biweekly will be slightly less than the current semi-monthly amount.

Each biweekly pay period will contain 14 days, which equates to a regular 80-hour pay period. A consistent pay cycle will help employees to understand and verify worked and paid hours. Employees will receive two "extra" paychecks each year when pay day occurs three times in a given month. This third paycheck can be used to offset the slightly smaller paychecks.

For tips on personal budgeting with biweekly pay or to calculate a projected gross biweekly pay, visit https://f2.washington.edu/teams/hrp/payroll.

Have questions?

Submit your questions to us and we will answer questions in this section of each newsletter. You also may view other frequently asked questions online.

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UW's HR/Payroll Modernization Project, Box 354860, Seattle, WA 98195
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