November 2023

November 16, 2023 | No Comments

November 16, 2023

In attendance: Carley Collins, Amy Moore, Lucinda Harrod, Bonnie Crabtree, Jennifer Fox, Tonya Moryl, Timberly Revelee, Betsy Bodnar, Lisa Boggs, Amanda Lehman, April Turner, Cheryl Chafin, Dawn Fahner (HR Representative), Mike Webster (HR Representative), and Angie Brown (Ex-Officio)

Absent: Alicia Miller and Amy Newsom (UPAC Representative)

Call to Order

The meeting was called to order at 8:34 a.m.

Welcome new member, Lucinda Harrod

Workday Presentation (Randy Hollowell, Sarah Persinger, and Brenda Curry)

  • In 2021 Miami decided it was time to change the ERP System
  • Cloud Platform would be the way to go
    • Things we wanted in a Cloud Platform would include best practices, be efficient, has continual updating, include accessibility, and something easier and better than what we are using
  • In 2022 The Board of Trustees approved the university to look at other ERP systems
  • Workday seemed to be the best option for a variety of reasons
  • Implementation partner for Workday is AVAAP
  • Human Capital Management (Human Resources), Finance, Payroll, and Student supported services all-inclusive in Workday
  • Workday plans to go live on July 1, 2024 with Platform
    • Platform is the HR component, plus Payroll and Finance
  • Student aspect will roll out in five iterations over the next two years
    • Student implementation will kick off around May, 2024
    • Will go live in the Fall of 2026
  • Workday is more efficient
    • Self service functionality is easier to get to, including a mobile app
    • Streamlined and modernized how we work, as well as has provided us with the processes and procedures that we were looking for
    • A lot of standard reports already built in
  • AVAAP
    • Has implemented Workday across many platforms (education, business, etc.)
  • There are many people at Miami University who are involved in getting Workday off the ground
  • Timeline
    • We are currently in the midst of HR, Finance, and Payroll
      • Started in April, 2023 and will run through June, 2024
    • Student deployment will go live in the Fall of 2026
  • Change Management piece spans the length of the entire project
    • Goal is to get people on board, make sure they know what is happening, and then have the resources and the knowledge to use the system as we go live with it next July
  • Current Miami Systems
    • Some of the systems being replaced by Workday
      • Banner, Chrome River, PageUp, Buyway/Jaggaer, TimeClock Plus, ProcessMaker, OAS & BI Publisher (after Student is live), and IonWave (RFP processing)
    • Some of the systems we will be keeping
      • Slate, Canvas, MyMiami, DocuSign, ADP, CS Gold, Windstar, Cayuse, NuPark, eBuilder & TMA (PFD), National Student Clearinghouse, and 25 Live
    • Some of the systems still under review
      • uAchieve/DARS, Nelnet, Flywire-International Payments and A/R Collect, CourseLeaf, BDM (Document Mnagement), Photo Roster, EAB Tools, Equifax, and AppWorx (job scheduling)
    • This is not an exhaustive list of systems and will change as we get further into the project
  • Just finished testing and we are moving into Customer Confirmation Sessions
    • End to end testing begins towards the end of the year
    • Beginning of 2024 is all about testing and training
  • Workday will be releasing updates in the Spring and Fall
  • Student Timeline
    • Begins Fall of 2024
    • Will be done in five different stages (business processes) and two moves to production
    • Student implementation will follow the timeline of the student experience on campus (applications, acceptance, orientation, scheduling, graduation)
  • Workday Change Champion program
    • Representatives in all areas on campus, in the offices
    • They will attend monthly in-person sessions
      • We will be able to give feedback to our representative to take to these sessions
    • They will report changes to us and support training for end-users
    • Participants for each area listed on workday website
  • Workday Information Website
    • Miamioh.edu/workdayinfo
    • All updates will appear on this website
    • FAQ’s
  • Email questions or comments to workdayinfo@miamioh.edu

HR Update – Dawn Fahner

  • Workday Updates in Human Resources o Started unit testing, just finished on Friday
    • Human Capital Management (HCM) is what they call Human Resources
      • Finance and Payroll cross over with HCM
      • HCM-Fin refers to Finance in Human Resources
      • HCM, Finance, and Payroll are the core part of Workday
        • Important to get that up and running first
    • January through March of 2024 will begin end-to-end testing and parallel testing
      • We may get pulled into the parallel testing in February, March, Aprilish time period
      • Training will kick up as we get users more exposed to the system
      • Timeline is on target
    • It will take time to get used to the new system, but it will feel intuitive after using it for a few months
    • A lot of the new hires in HR have already had exposure to Workday through previous employers
    • It is recommended that you subscribe to the Workday newsletter to receive updates
  • An email was sent out to employees asking them to review their mailing address that is on file with the university as W-2’s and 1095C documents will be available electronically or have a hard copied mailed to their homes after the end of the year
  • Employees who are at or near the maximum number of vacation days were sent an email remind them that they will lose vacation time if they don’t use it
    • The maximum balance was increased to give people the chance to use their days after the two vacation days were added in August, 2022
    • The decrease back to the normal level will happen in January, 2024
  • A reminder will be sent out around Thanksgiving about what the policy will be in case of a weather emergency/closure
    • Cancelling classes does not mean that the campus will be closed
    • People who can work remotely will be expected to work remotely
    • Weather essential employees will be called into campus to, for example, feed the students or clear the snow for students in residence on campus
    • The Academic departments, the Provost Office, and other areas on campus have been informed of this and are aware that they have that flexibility and be able to prepare
    • It will be up to the Chairs and the Deans Office what will happen
  • Benefit Update
    • New ID cards will not be mailed out this year unless you are a new employee or made a change in open enrollment
  • Miami Thrive
    • Strategic Planning for the university
    • Hired an external firm to help them through the process
    • Focused on where Miami is in the world at large in higher education
    • Email went out asking everyone for ideas
    • Looking forward to 15-20 years down the road and where Miami should be at that point to be better or different

Approval of Last Meeting Minutes

  • Motion to accept from Cheryl Chafin, second by Betsy Bodnar

Subcommittee Updates

  • Benefits – Jennifer Fox
    • No meeting
  • Campus Planning – Bonnie Crabtree
    • University signage
      • Creating a group to examine our current signage on campus
      • Addresses on buildings need to be more transparent for emergency purposes
      • Signage needs to be consistent
    • Campus Housing
      • The national trend will be smaller classes
      • Housing will offline to be updated and modernized
    • Butler County RTA Hub will be in the Chestnut Field House
      • Going to be a new structure there
      • $26 million dollar project, mostly funded by Butler County and the city of Oxford
  • Classified Staff Compensation – Tonya Moryl and Amy Moore
    • No meeting
  • Council on Diversity & Inclusion (CODI) – April Turner
    • Met for the first time
    • They will be reviewing the Mission Statement, Vision and Function of CODI and looking to make possible changes
    • Possible changes in form and function, stand out and be different from others
    • Committee members have been tasked with researching other committees on campus
      • How often do they meet? What kind of function do they serve?
  • Fiscal Priorities – Alicia Miller
    • No updates
  • Regional Campus Updates – Tonya Moryl
    • Nothing to report
  • University Senate – Cheryl Chafin
    • Last meeting will be in December
  • UPAC – Alicia Miller
    • No updates

Old Business

  • Update on EMMS search – April Turner
    • Meet again on December 8th for Semifinalist selection
  • Alicia and Carley working on a list of SATSS employees to see who is on the listserv and who is not
    • Angie gave Alicia access to add employees to it so they can receive emails about the listserv or the CPAC listserv or other things
    • Angie made herself, Angie, and Carley the admins for the listserv and updated the editors for it
    • Angie checked listserv and removed retired personnel last year
    • Probably not a good idea to add people who did not request to be put on it
    • How can we communicate to people about the listserv so they can join?
      • Send an email out to everyone that isn’t on the listserv and ask them if they would like to be on it
      • Carley will reach out to Randy Hollowell to ask him about that
  • CPAC Shirts
    • Contact Betsy about receiving your shirt or pick it up at the next meeting
    • The printing company has a six shirt minimum so ordering for new members may not be possible at this point
  • New Photo
    • Lisa will see if we can use the Miami light in Millett Hall at our December meeting to get a new photo of us in our shirts
    • Use the Gross Center for our meeting
    • For those who can’t drive to the meeting, Carley or Amy can pick people up
  • New Women Faculty and Staff Social Event
    • Alicia hosted a table for CPAC
  • For the first time in many years, CPAC is at full capacity
    • Thank you to our new members
  • CPAC Summer Conference
    • Polly from the CAS Dean’s Office contacted Cheryl about her coming and presenting at the conference about the different things that University Communications & Marketing can do for us that we may not be aware of
    • Should we schedule an additional meeting to talk about the conference?
      • Should we do it in December? There are fewer meetings and people on campus at that time

New Business 

  • Univerisity Mission Statement
    • Alicia is on the committee
    • First meeting is on the 20th and she will report on it next month

Meeting Adjourned – 9:55 a.m. 

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