Software Vendor Contract Signed
On July 2, 2015, The Texas A&M University System issued a press release announcing an agreement with Workday, Inc. to replace its 35-year-old Budget/Personnel/Payroll system with a cloud-based human resources and payroll system. We are excited to begin the journey and know that it will not happen overnight. A new experience is coming – one that is modern, streamlined and focused on users, with common business processes across the A&M System.
A huge thank you goes out to all of the people who participated in the software selection process!
We are very grateful to everyone who was involved and proud of the fact that this was truly a system-wide decision.
Ramp-up for Implementation Project
Now that Workday is our vendor, we are closing out the software selection project and looking ahead to implementation. Several activities are underway as we prepare for an October kick-off.
System Integrator RFP
We are looking for a consulting company to provide implementation services and work alongside our A&M System project team to transition all A&M System members to Workday for HR/Payroll processing. Our System Integrator RFP closed July 23 and we are reviewing responses from experienced, certified Workday implementers with higher education experience. The evaluation team consists of current and future members of the HCM core project team. We anticipate completing the selection process by the end of August and conducting contract negotiations in September. We are looking forward to a productive and positive, long-term relationship with our System Integrator.
Project Team Staffing & Governance
An organizational structure and governance strategy for managing the project was developed with feedback from the A&M System member CFOs to ensure broad participation and compliment the Workday project management methodology. The project’s leadership team and full-time staff will work side-by-side with the System Integrator to manage the project. Oversight will come from the Executive Advisory Committee comprised of A&M System member CFOs and HROs and the Executive Sponsor Board of selected individuals who represent multiple constituents. Two subcommittees will provide guidance on critical IT issues and the payroll to finance integration.
The org chart linked below may be tweaked a bit once the System Integrator is selected and we have a better idea of the number of consultants who will be aligned with the project.
Meet the Project Team
We are excited to introduce staff who are already active on the core project team. Most of these individuals were heavily involved in the software selection project and have continued to work behind-the-scenes to get us to this point.
Serving as Executive Sponsors, are:
|Kevin McGinnis||Executive Director Risk Management & Benefits||System Offices|
|Janelle Ramirez||Interim Assoc VP for Human Resources & Admin Services||Texas A&M University|
|Steve Schulze||Assistant Vice Chancellor for Administration||Texas A&M AgriLife|
|Mark Stone||System Chief Information Officer||System Offices|
|Terry Tatum||Interim Executive VP for Finance & Administration||Texas A&M University-Corpus Christi|
Project Leadership Team:
|Name||HCM Project Role|
|Mark Schulz||IT Enterprise Architect|
|Carol Manthei||HCM Project Manager|
|Brad Blair||HCM Project Manager|
|Lallah Howard||HCM Functional Lead Manager|
|Leslie Lenser||Organizational Change Management|
HCM Functional Leads:
|Name||HCM Project Role|
|Joe Corn||Payroll Functional Lead|
|Ellen Gerescher||Benefits Functional Lead|
|DeAnna White||HR Management Functional Lead|
|TBD||Talent and Performance Mgmt. Functional Lead|
|TBD||Time and Leave Functional Lead|
|TBD||Applicant Tracking and On-boarding Functional Lead|
Several project team positions will soon be posted on the A&M System employment website at A&M System job postings. If you are interested in working on a fast-paced, challenging opportunity over the next 3 years, please take a look at the vacant positions.
A&M System Members’ Participation
The Executive Advisory Committee is identifying Project Coordinators and Change Champions at each A&M System member to lead the project for their institution and agency. Later this fall we will also ask each member to identify subject-matter experts who will help the functional teams determine our HR and Payroll business processes. We are committed to listen, to be transparent about what the project is doing, and to provide opportunities for our institutions and agencies to be heard and involved in the process.
Project Naming Contest
A contest was launched in mid-July to find a name for the implementation project that most simply or elegantly described the project mission, its goals and the benefits it is intended to bring to the A&M System. After several door prize drawings, we are getting ready to announce our grand prize winner and runner up soon. With 72 employees submitting 192 project names, we have our work cut out for us!
Communications & Website
With a new name on the way, we will also be launching a new website for the project! The site, designed by a team at TTI, will provide news, calendars, timelines, contact information, and feedback mechanisms for you to stay informed. Once the new site is up and running you will be able to sign-up for an RSS feed to receive notice when a new project update such as this one is posted. Stay tuned!
- August 1st: Identify member Project Coordinators and Change Champions
- August: Select System Integrator
- September: Conduct project team training
- October: Kick-off the project