WorkCyte News November 2018

This month’s edition features a rundown of things we’ll be doing differently in Workday, including things that we’ll stop doing, so we can maintain our focus on Iowa State’s mission.

Business process update
As we mentioned briefly in the September issue of WorkCyte News, the transition to Workday will help improve Iowa State’s business processes. Hundreds of common processes have been analyzed over the last two years to see how they “map,” or fit with Workday. In most cases, Workday allows us to redesign and streamline these processes, saving time and effort for faculty and staff.

A few examples from the Human Capital Management (HCM) module:

  • The time to create a new position will be reduced from four weeks to one day. The recruit-to-hire cycle will also be enhanced with real-time tracking of candidates through the process.
  • Job changes will be completed entirely online, with fewer approvals needed.
  • Lump sum payments for activities such as teaching an extra class will be streamlined, increasing not only greater efficiency, but also greater standardization and transparency.
  • Tracking employee absences through the Family and Medical Leave Act will be significantly easier, and the use of Excel spreadsheets will be eliminated.

And a few more from Finance and Research Administration:

  • Funding approval for major purchases will occur before requisitions are released, eliminating the need for multiple approvals, and ensuring allowability and accuracy.
  • Effort reporting (think EASE forms) will be completed in Workday, eliminating paper reports, and dramatically reducing the number of employees who need to certify their effort.
  • Data on externally funded grants and contracts will be available on a Workday dashboard.

These may seem like small changes but – added together – they will free up our time to work on projects that more directly impact Iowa State’s mission, whether it’s teaching, advising or supporting students; conducting research that addresses local and global challenges; and sharing our knowledge across the Iowa’s 99 counties.

Improved Service Delivery: How it looks in practice
In case you missed it, the November 8 edition of Inside Iowa State included a great article on efforts in the College of Liberal Arts and Sciences to create specialists in HR and finance consistent with the principles of Improved Service Delivery.

For more information …
Look for more information on WorkCyte each month through this newsletter. You can also read more about the initiative in Inside Iowa State, and on the project website: www.workcyte.iastate.edu.