Campus will have a new and easy-to-use human resource management/payroll system targeted to launch in July 2012 -- but only if the system is absolutely ready, projects managers said at an Oct. 14 forum in the Biotechnology Building.

Before the software is installed, the Workday team will make sure that the software includes the tools that staff and employees needs, the Cornell technology is ready, and the campus community has the preparation and training to use the software effectively, said Lyman Flahive, director of human resource information services. "When we go live, Workday has to be an improvement, or we will not deploy [it]," he said.

The discussion was the fourth of seven brown bag lunches organized by the Administrative Streamlining Program to update the Cornell community on its cost-cutting initiatives.

The presenters offered updates on the human resources (HR) streamlining initiative's seven projects: service assessment and feedback, Workday, Onboarding Center, recruitment redesign, administrative HR consolidation, creation of service level agreements and spans-and-layers analysis.

Most of the audience's questions revolved around Workday.

Explaining the status of Workday, Flahive said the project team has evaluated the software and is working hard to identify the needs of those on campus who will use the tool. Workday software developers are now configuring tools to meet those needs; testing of prototypes should begin by early 2012. "By the time we deploy, those tools should be as indicative as they can possibly be of what the campus has told us they need," Flahive said.

Upcoming sessions this semester

The Administrative Streamlining Program is hosting the following brown-bag lunch sessions this semester, with updates on its initiatives. More information: http://asp.dpb.cornell.edu/

• University Communications: Oct. 26, noon-1 p.m., Anabel Taylor Hall, Founders Room.

• Finance: Nov. 4, noon-1 p.m., 226 Weill Hall.

• Student and Academic Services: Nov. 16, noon-1 p.m., Willard Straight Hall, Memorial Room.

To explain what exactly Workday is, he said the software will collect the data of record for all faculty and staff as well as for student employment information. Clicking on one desktop icon, administrators will have easy access to data on any employee they serve. And employees will be able to, for example, make changes to their contact information, look at their benefits, record such life events as the birth or adoption of a child and review sick and vacation accruals.

The project team leaders were also asked how Workday, the Kuali Financial System (KFS) and PeopleSoft will work together. PeopleSoft will remain the primary record of information on students and alumni, Flahive said, and the plan is for PeopleSoft to synchronize with Workday. KFS will also integrate with Workday. "The connections with [the Division of Financial Affairs] will all be there. We hope we're finding ways to improve them," he said.

Will Workday be able to calculate an employee's salary improvement plan, asked an audience member? A small committee of college representatives is collaborating with Workday consultants, who are designing the software to do that, Flahive said.

What is the team's biggest fear about the conversion to Workday? Making sure that the campus has enough time to absorb the basic communication and training, given all their other responsibilities, Flahive said.

"We have a committee that meets regularly that is paying attention to that, so that we're not overburdening people," added Kathy Burkgren, director of organizational development for faculty and staff.

Explaining how much the implementation of Workday will cost, Flahive said that the university has made an initial outlay of funds, but costs are projected eventually to go down over time. And better tools will both streamline workflow and allow HR staff to work more efficiently, he said. "That's where the real benefit will be."

Describing the service effectiveness assessment project, Burkgren said vice presidents will receive feedback from their supervisors, peers, colleagues, direct reports and customers during one year, and the following year they and their units will be assessed on the effectiveness of their service to clients. Vice presidents will review data from their respective units; Cornell President David Skorton will also go over the results, she said.

Other questions focused on the Onboarding Center, spans and layers, and compensation.