The Recruitment to Retirement (R2R) program is a game changer for the McGill community. Currently, the University uses multiple aging tools to manage its personnel. To best serve the needs of the University, our processes must be standardized and streamlined. Our systems must also be more unified, efficient, flexible, cost-effective and easy to use.
We have selected a web-based system, called " Workday," to help us achieve this. The Workday system will:
- Include all employees’ related information from the day they start to the day they leave.
- Incorporate best practices for human resources and academic personnel management in higher education.
- Be more efficient and user-friendly.
We rely on multiple systems and processes [many manual - some automated]
We need to replace our outdated and obsolete systems
[Banner Human Resources Information System (HRIS) - Payroll One-Time Payment System (POPS) - Some local applications]
Current systems and processes create challenges in: meeting compliance requirements, achieving efficiency gains and providing access to analytics
The move from our current HR system to Workday will achieve the following:
A state-of-the-art platform that allows the University to evolve with HR leading practices
Simplify HR work
Free-up staff to focus on higher order work
Timely access to information and data-driven decision-making
A single system ensuring data integrity and accurate reporting
Decreased risk of errors by reducing manual processing
Mobile and user-friendly access for all staff
⇒ Related blog article: 10 Reasons to be Excited About Workday at McGill!
Keep the solution simple
We have selected Workday as our web-based HRMS. It integrates a broad range of processes including hiring, personal information management, payroll management and much more. It provides a state-of-the-art technology capable of supporting McGill's needs, well into the future.
Workday is recognized as the premier personnel management software in higher education. Major North American universities including many AAU institutions such as Brown, Yale, Cornell, Georgia Tech, NYU, Penn State, Texas A&M, Ohio State, University of Southern California, University of Washington, Chicago have successfully implemented this system. UBC is also currently implementing the full Workday suite (HCM, Finance and Student). From the start of the project, McGill conducted a benchmark analysis with several of these universities and will continue to benefit from the lessons learned and best practices of these peer institutions.
Working with this new HRMS, McGill will:
- Automate the employee management processes;
- Help simplify and standardize procedures;
- Have access to real-time data on the University's workforce;
- Be able to make timely informed strategic choices;
- Continue to have well integrated software solutions (central IT systems, external systems and local applications).
Workday is a cloud solution, also called "Software as a service" (SaaS). McGill opted for this solution, as the best choice in terms of software quality and infrastructure sustainability:
- A cloud solution is owned, delivered and managed by the provider. McGill pays for the service, not for the license.
- To ensure evolving best practices, the features are the same for all customers. There can be some configuration exceptions as per McGill's needs.
- Updates are frequent and easier to manage than with our in-house systems.
- Data can be accessed from anywhere via internet using tablets, laptops, or desktops.
- Satisfies all local security & regulatory compliance requirements.
Workday provides a user-friendly interface and intuitive ways to navigate through workflows and information.
⇒ Related blog articles: 10 Reasons to be Excited About Workday at McGill! & Get a Glimpse of Workday: Basic Navigation & Self-service
In the context of selecting and implementing Workday, McGill ensured that :
- For the duration of the contract with Workday, personal information will be hosted in its data centers located in the European Economic Area. It is generally recognized that countries in the European Economic Area offer protection equivalent to that afforded under Quebec privacy laws;
- The cloud vendor and hosting services implemented were independently verified to ensure conformity to leading cyber security best practices;
- The configuration of the Workday solution leveraged new security measures that improved the cyber-security posture of employees’ data compared to our previous system.
⇒ Related blog article: How Workday Keeps Your Data Safe