CMUWorks is a multi-year initiative to evaluate, streamline, and enhance the delivery of HR, Benefits, Payroll, and Time Tracking services to the CMU community. The project includes the implementation of new technology (Workday) and the design and implementation of the Employee Service Center (ESC).
The initiative has six distinct phases:
Business Case Development
The vendor selection process started with creating an RFP that incorporated over 1400 business requirements across the University. Five vendors were initially selected and then narrowed to two: PeopleSoft and Workday. Of the more than 80 CMU employees that attended Workday and PeopleSoft demos, 50 submitted evaluation forms. 96% supported the selection of Workday.
Business Process Review
Eighteen, three-hour Business Process Workshops were held in late 2011 and early 2012. Members of the Campus Team (representatives from academic and business units), HR, Benefits, Finance, and Computing Services participated in the workshops along with subject matter experts (i.e. Recruiting, Legal, ISO, etc.). These groups were instrumental in designing the to-be business processes. Although the review of business processes was the main focus of this phase, the framework for the operating model to support the new processes and system was developed, an assessment was performed for bringing payroll functions “in-house,” data validation activities began, and planning documents for the implementation phase were developed including the Scope Definition and Implementation Plan, Requirements Traceability Matrix, Business Continuity Approach, Integration Approach, Conversion Approach, Configuration Approach, and Workday Gap Approach.
Proof of Concept
Detailed System Design
Testing, Deployment and Support
Demonstrates that the entire set of system components meet the business and regulatory requirements as documented and configured (e.g., foundational configuration, business processes, conversions, security, reporting, integrations, etc.)
User Acceptance Testing
Provides end users with an opportunity to perform tasks in Workday and verify that the system performs as expected and meets University and regulatory requirements.
Proves the ability to convert and process payroll that is accurate and matches our legacy payroll. The goal is to execute a production payroll run in parallel to a Workday test payroll run using the same inputs to produce the same outputs. Reconciliation is performed for all earnings, deductions, taxes and garnishments.
Integration Testing (Unit, Scenario, End-to-End and Parallel)
Involves all impacted systems/ applications. It is used to verify that all systems and data flow are working correctly (upstream/downstream and inbound/outbound). This phase tests the end to end business requirements across all applications and platforms.
Unit Testing: Designed to ensure that a specified integration meets the expected input or output.
Scenario Testing: Ensures that business processes behave as designed and expected results are verified in downstream systems.
End to End and Parallel Testing: Executes interfaces in parallel to compare results to a sample production file/system (i.e., time is keyed into time tracking, pay is calculated, accounting files are sent to Oracle and the amounts from both systems match (excluding expected variances).
The team will test reports to ensure that reporting requirements have been met.
Operational Readiness Testing (ORT)
Ensures the operational readiness of the ESC (Employee Service Center) and Workday and identifies any additional training needs, process documentation, and/or technology modifications. During ORT, the team will test end-to-end processes with inputs/outputs, facilitate ESC service rehearsals, and test new ESC technologies (e.g., ServiceNow, Telephony).