News and Updates
Updated June 27, 2017
HR Business Process Transformation (HRBPT)
Organizational Design/Service Delivery:
- Full implementation of the new HR teams and reporting structures took effect June 26, which coincided with the Phase 1 move to the HR Shared Services Center.
- HR will continue to prioritize the posting of open positions based on available budget.
Shared Services Workstream:
- HR Shared Services will officially launch on July 24, 2017.
- Between June 26 and July 24, HR Shared Services will operate in a “stub period,” meaning previous work continues, as well as training and preparations are made for the July 24 launch of HR Shared Services.
- Between July 24 and December 10 (WorkLion go-live date), HR Shared Services will operate in an “interim period,” meaning HR Shared Services is up-and-running and some tasks and processes will commence in preparation of WorkLion. An example includes the use of employment action forms as fillable PDFs until WorkLion launches, when such forms will become an integrated component of the HR Portal.
- With some exceptions, onboarding in the New Employee Center will begin on July 24.
- Communication planning is well underway for the University-wide announcements of HR Shared Services, including the use of communication avenues such as Penn State Today, WorkLion Ambassadors network, social media, print materials, emails, websites, and more.
331 Building, Innovation Park:
- The first floor (Phase 1) move took place on Monday, June 26, with a total of 56 employees now working in the HR Shared Services Center. Various employee engagement efforts have been made to ensure a successful transition with minimal disruption to work.
- Targeted move-in date for the second floor remains late October 2017. This means HR will have Shared Services and Center of Expertise staff in both James M. Elliott Building and the 331 Building until the second phase move.
- Websites are currently being overhauled to ensure accurate contact and location information is easily accessible for current, prospective, and retired employees.
HR Portal (Neocase):
- “Back-office” functions such as documenting and routing employee inquiries will be used by select HR Shared Services staff starting on July 24 (HR Shared Services launch date). This will provide HR the opportunity to answer employee questions and test routing before the front-facing HR Portal, Knowledge Base, and Inquiry Management go-live on December 10 (WorkLion go-live date).
- 7 instances of Neocase training for HR teams will take place between June 19 and July 12.
- Anticipated effective date for the new academic policy category (prefix AC) is July 2017. From the outset, 28 current HR policies will move to the academic category and the numbering sequence will remain the same (i.e. HR23 becomes AC23).
- The new academic policy category will be stewarded by the Office of the Vice Provost for Academic Affairs.
- The HR Shared Services team continues to operationalize the various aspects of technologies and processes into their customer service plans.
HR Community Training:
- Training for HR staff in the following four key areas are deemed important for a successful transition to the new service delivery model—Business Skills; HR Portal (Neocase); Workday; and Tools and Resources.
- Business Skills and Tools and Resources training will be complete by end of July.
- HR Portal training for “back-office” users will take place in June and July.
- Workday training for both HR Community and University employees is scheduled for late October and early November.
WorkLion HR and Payroll system
- Workday, the software replacing Penn State’s existing human resources and payroll systems, has a new go-live date of December 10th, 2017.
- This date was thoughtfully selected based on a thorough evaluation of risk factors, such as semester arrivals for Fall, new 2018 benefits open enrollment, 2017 W2 preparations, and many other factors. The new date will minimize risk to the University.It provides the project team with the time needed to make sure the core solution and key integrations to other systems are thoroughly tested prior to go-live.
- The implementation project will stay within budget, despite the extension.
- The new go-live date of December 10, 2017 means the first paychecks issued through the new system for employees on the bi-weekly payroll schedule – will be on January 5, 2018, and for employees on the monthly payroll- will be on January 31, 2018.
- As you know, the scope of the project includes Human Resources, Payroll, Benefits, Time-Tracking, Recruitment, and Talent Management. Recruitment will go-live in a second wave.
- All faculty, staff, technical service and student employees at all colleges, campuses, and administrative units will become users of this system, with the exception of Hershey Medical Center and Pennsylvania College of Technology.
Re-planning and Testing
- The project team has completed the re-planning activities for the new date.
- A key area of focus by the project will continue to be testing. Multiple cycles of testing have been completed, and the team will continue testing activities until deployment activities begin.
- Integration testing with IBIS, the financial legacy system, is a focus for the Workday team as well as for Enterprise IT.
- In Fall, we will begin an important phase of the project, the User Engagement Testing (UET). We will invite end users from across the Commonwealth to test real-life transactions in the system.
Training, Communications & Faculty Engagement
- Workday training will start being delivered in October. The courses are a mix of instructor-led, both in person and on the web, as well as web-based, self-paced training.
- The project change network, `The WorkLion Ambassadors’, made up of HR Strategic Partners and University Financial Officers, continue to deliver key messages to faculty and other employees on a monthly basis.
Information worth repeating
- Faculty will not need to log hours worked unless they are in ARL or the Libraries, which treat time a bit differently, as you know. If a faculty person is a “manager,” they will be asked to approve time worked submissions or time off requests from employees who are required to submit time records, or they can “delegate” that to someone else in their unit.