Workday is a leading, cloud-based technology that will help us manage HR-related information and activities. Using Workday, you will collaborate with your HR team, using real-time information. Many of UVA’s peer institutions (both academic and health system) trust Workday to support their organizations.
Learn more about the technology and Workday terminology in our reference guide
Hundreds of companies, healthcare providers, and higher education institutions have selected Workday. The University of Virginia selected Workday for these reasons:
Learn more about the vendor selection journey
Yes. Yale, Brown, Carnegie-Mellon, Cornell, Washington University, and Georgetown are just some of the other higher education institutions that have implemented Workday.
Workday does not have a preferred browser. You may use any contemporary Web browser to access Workday.
You may access Workday from a PC, Mac, tablet, or smartphone on both Apple and Android operating systems, using a secure internet connection.
Yes, all leadership, management, faculty, staff, and team members will use Workday for all HR and Payroll functionality. Workday will give you greater control over personal information through 24/7 access to your information over a secure network.
Learn more about the timeline
Search committees will follow the same process as today and will use Workday and Talent Recruitment to support their activities in future state.
All positions (regardless of type of status) will require a job requisition to be created. Any exemption will flow through a separate business process.
There will be designated recruiters to areas with flexibility across the University. These recruiters will be assigned by the recruiting team.
The notifications process is still under review. However, recruiters will review their dashboards and status of candidate pools daily.
Our recruiters are experts in their jobs and their role is to ensure the process is smooth, efficient and timely. The required compensation information is provided by IMPACT.
Yes, you can screen out applicants who do not meet the minimum requirements of the position via a questionnaire during the application process.
Yes, they will be contingent workers.
The hiring manager only needs to create a position for a job requisition if the position does not already exist within the organizational chart. If the position exists, the hiring manager can create the job requisition directly off the open position.
The hiring manager can use evergreen requisitions to post for multiple positions. The recruitment team can then funnel candidates from that requisition to different positions.
Yes, you can see the entire organization. The level of detail of information is greater for those organizations that report to you.
No, they cannot be edited as part of the job requisition. This step is being taken to achieve greater consistency across the University.
However, the job profile and job posting summary can be edited or modified to make it more specific to a school or department.
To assist in the process, the recruiter will screen for candidates with minimum qualifications and pass these qualified applicants on to the hiring manager. However, if the hiring manager would like to see all applicants, that information will be provided.
Yes, the recruiter will partner with the hiring manager/committee to ensure accuracy.
Approval processes are being evaluated and developed with the goal of supporting the needs of the schools and units and to ensure that the appropriate people approve and/or are notified of the posting. However, routing for approval and notification is built into the processes and cannot be decided on a case-by-case basis. The recruiter can use the alert functionality to share the posting with the Dean and await his/her feedback, though there is no approval step.
Currently, this is not the case; however, the recruiter can use the alert functionality to share the posting with the Dean and await his/her feedback, though there is no approval step.
Yes, the hiring manager will partner with the recruiter to determine when it is appropriate to move a candidate forward based on the required posting period.
The organizational chart will show both vacant and filled positons in real time.
Yes, the position description will automatically be populated into the job requisition which will be used for posting the open position. That way, you can see everything together.
As an HR professional, your recruiter will know the appropriate time for the posting. We are exploring a notification within the system as well.
While the recruiter will be able to view applicants, he/she will not be able to move forward until the required posting time has expired.
While collaboration is important, the role of the recruiter in the screening process can be decided between the hiring manager and the recruiter.
Yes, we can use questionnaires that will help to disqualify candidates.
Internal postings will be for all internals and not at the department level.
No. If the candidate is internal, then he/she must apply through the internal process only.
Yes, the hiring manager and the recruiter will agree on the appropriate posting process. If the decision is made to go external, additional posting locations can be modified during the recruitment process.
Yes, based on security.
Yes, you will be able to see this in Workday.
Yes, applicants have the ability to apply for multiple positions. Applicants do not have to create a separate application for each position but are given the option if desired.
Workday can read and populate resumes uploaded via PDF and Word. The resume formatting is not an issue. The applicant will have the opportunity to review the pre-populated resume information for accuracy during the application process.
Yes, Workday can accommodate various materials in various formats.
The gender options for the application are Male, Female. Currently discussing with EOCR more specific gender information at the time of hire.
This is not currently on the application.
The interview team is added at the time of posting.
When you begin a job search, you will work with your recruiter/search advisor to determine the type of interview you want to conduct. This discussion is important to ensure you and your recruiter are aligned, to determine the appropriate interview channel and to discuss whether any modifications to the process are needed.
No. The interviewing, selecting and hiring processes are well defined in Workday and the faculty search advisor is automatically a part of the process.
We will ensure that managers understand and are fully engaged with the process. Workday is extremely transparent and easy to use and managers will find it to be very helpful in the recruitment process.
For now, scheduling interviews will occur outside of Workday. The talent support team or faculty search advisor will work with you to find an interviewing schedule that meets your needs. Workday has future plans to integrate calendars with Outlook.
Yes, we will be able to do rankings and upload the documentation into Workday.
Talent support will work directly with those schools that are on different servers.
There is an interviewer rating option within Workday and we are currently exploring rating details.
Yes, the applicant can contact the recruiter.
The Faculty Search Advisor or assigned recruiter will inform any applicant who is not selected, unless the hiring manager or hiring chair would like to communicate the results themselves.
A notification email will be generated and distributed at the appropriate time.
There is a separate hiring process for students.
Normally, the school leadership, department chair, or recruiter extends the final offer to the candidate. However, the hiring manager and recruiter can work together to decide who actually will extend the offer. The recruiter/search advisor closes out the search in Workday.
The hiring manager will partner with the recruiter to build the appropriate offer letter and review before distribution.
Negotiations can be facilitated by the recruiter while collaborating with the hiring manager, school leadership, and the compensation team.
All offer approvals and interview notes will be entered directly into the system for reporting. You are able to upload documentation as a part of the recruiting process if required.
When a candidate signs the offer letter it automatically notifies payroll.
The Talent Support Expert in the HR Solution Center conducts background checks, manages immigration compliance, oversees applicable pre-employment testing or verifications, etc.
Assuming a positive result, the HR Solution Center will manage the background check process, including receiving the results and updating Workday.
However, any negative result will be routed through Employee Relations. The Hiring Manager will also receive notification that the background check has been completed.
The background check process is usually smooth. Only a small percentage of background checks can take longer than normal. Delaying an offer letter pending a background check slows down the process. Start dates can always be adjusted if there are issues.
We are currently looking at a streamlined approach to limit back and forth.
Hiring managers or their designee will complete the reference checks.
They will be initiated via Workday and interface with eVerify.
We have a number of data elements that will require clean up. We are planning to reach out to the schools/units/departments to assist with clean up in their area.
Departments will be contacted and involved in the process of cleaning up information, including open positions in Oracle. Departments will also be asked to clean up Jobs@ before transfer. Our goal is to have Workday as clean and useful when processes are launched, so we are committed to cleaning it up on the front end.
Yes, time and leave information for the Medical Center will be captured in Kronos and fed into Workday for payroll and reporting purposes.
The search committee training will be housed within the Workay LMS module as a required course before placement into a committee.
Recruiters can access portions of their dashboard to run a report. Reporting is robust. Recruiters can also partner with the IMPACT team to create new, customizable reports if desired or needed.
Yes, by your permissions, you can run a report on open positions.
Yes, we will continue to use Handshake and it will be integrated into Workday.
The decisions about actions and notification to be sent to email rather than the workday inbox are being determined. It is very important to think carefully as to not inundate their managers inbox. We have received lessons learned from multiple peer universities and academic medical centers on leading practices.
Yes, we will migrate two years of final overall performance ratings into Workday. The rest will be housed within the Medical Center Data History.
We will also automatically migrate current goals that have been approved by the manager before communicated cut-off periods, so they will not have to be reentered.
Individual goals are determined based on a dialogue between the manager and the staff/team member. Organizational goals may also vary depending upon the unit/department/school and can be assigned to all members of a team. This is a process called cascading goals.
Goals cannot be deleted but can be marked as "no longer applicable." However, any status changes or edits to the text of goals will be routed to the manager for approval.
Decisions about the occurrence and frequency of all Workday notifications are still being assessed at an organization-wide level.
Help text and ongoing education will be provided to help individuals understand what a SMART goal is and how to set SMART goals. Managers will play an important part in helping team members and staff understand the importance of setting SMART goals.
Yes – competencies and development are important elements of the broader performance management program. However, performance ratings are measured 100% on goals set and not on competencies. This is not true for all entities. ASPIRE factors in for Medical Center/UPG/SOM and CCLs factor in for Nurses. Goals are only 100% for the ACD. Please inquire if you need more information.
Yes, goals and feedback can be added and updated at any point throughout the year. Any change in a goal after the goal has been approved will be routed to the manager.
Yes. Any leader can see the goals of team members and staff who are in their span of control.
The system tracks where actions are in each step of the process with a date and time stamp. These steps can be captured within a business process report that will note if a manager has yet to approve the goals.
Yes, anyone can request feedback on themselves from another UVA team member, staff, or faculty at any time prior to the launch of the performance appraisal template. Managers can solicit feedback on their employees as well. If there is a dual reporting situation, both managers can provide formal feedback on the appraisal.
A team member or staff cannot request an optional touch point, but he/she can request additional feedback or provide comments on the goal progress. This is because optional touch points are pre-determined quarterly templates that are centrally driven.
One can request or give feedback in the system at any time throughout the performance year. The "optional touch points" are two centrally driven opportunities to provide feedback, but they are not required so as to keep the performance process simple and flexible.
This is delivered functionality in Workday, and is designed to help drive a culture of transparency and ongoing feedback.
If there is a dual reporting situation, both managers can provide formal feedback on the appraisal. Only the supervisor of record can provide a rating.
Team members and staff can give feedback on a coworker but only if it is requested by the coworker or his/her manager. Unsolicited feedback is not permitted.
It is required for managers to provide feedback to their direct reports. Other feedback is optional unless otherwise stipulated by departments, schools, or units. Peer feedback is required for nurses, per Magnet requirements.
Once the template is completed, all comments are visible to the team member, staff, and manager with the exception of feedback that is marked specifically as confidential feedback.
Talent Management is working to better align competencies post Go-Live; however, at the time of the Workday launch, team members and staff will be limited to the respective competencies for his/her school/unit/division.
There are two ways to address competency deficiencies:
Yes, you can view past overall performance ratings, with the appropriate permissions, on the team member’s talent profile when transferring internally within UVA.
Yes, all updates will happen immediately.
Yes, you can upload files at any time during the performance appraisal process.
At this time, Workday will not automatically integrate or communicate with ERIS, the ER database. However, the Performance Management team will provide reports to the ER team for all of the lowest performance rating scores and leave cases. ER will be responsible for the Performance Improvement Plan process.
A&P Faculty will be assigned a template but it will remain optional, as it is today.
The Ufirst project team conducted extensive research using peer organizations, industry best practice, and UVA Subject Matter Resource input. Connections to compensation and State/Joint Commission requirements are some of the other drivers in decisions around performance management. There are also UVA pilot groups to test more agile and flexible models. There will be a staged approach to changes over time that best meet the needs of the University of Virginia.
For the Academic Division, the templates for performance and probation will be similarly formatted. For the Medical Center probation will remain connected to Onboarding.
Yes, just as they can today. It is important that individuals and managers provide input to performance evaluations.
At the time of Go-Live, leadership has decided that each unit/school/division will remain on the same performance cycle timeline on which they are currently operating to mitigate the amount of change the University is going through. There will be a staged approach to any changes over time that best meet the needs of the University.
Yes, the same procedures the University follows today will apply. Any changes or updates will be communicated and education will follow for any changes.
Given the amount of overall change, it was decided to keep the rating scales consistent with current-state at this time.
Yes, if you close the browser, Workday will save all the fields that you completed. For example: Workday cannot save if you had typed a description in, and before moving to another field, closed the browser. However, Workday will save if you wrote a goal description, selected another goal, and then closed the browser.
There will be specific details on each entity's performance cycle. Changes are forthcoming.
The Talent Management team is currently planning with leadership the strategy for migrating all employees from current Performance Management systems into Workday. We will communicate what the cutover plan looks like in forthcoming communications.
We are currently reviewing our compensation philosophy, and our future philosophy is yet to be determined.
Policies will be housed on the UVA HR website.
They will be paid through period activity pay. More detailed information will be shared in future preview and feedback sessions.
This is yet to be determined.
There are no changes to the current payroll schedules: the Health System and Academic payroll schedules will remain on their separate schedules at go-live. As a result, there is no need to make any pay period selection -- Workday will choose it for you based on the effective date.
Yes, we will load two years of compensation history.
Those making pay adjustment recommendations should already be fully aware of the budget. As a result, there is no additional check within the system. However, it is possible to consider another layer of approval from Finance, which we can explore.
We are working to determine this as a possibility.
Yes, you can add an acting pay action in Workday with a specific end date.
Salary ranges are available and are based on relevant market data. Having salary ranges available helps decision-makers when determining the amount of an adjustment.
While we will load two years of compensation history, we are also considering providing a broader view and determining what that broader view will look like.
The schools/business units will have the ability to set standards; however not at the department or ad hoc level.
No, the approval process is built into Workday. All necessary approvers will have to complete approval tasks within the system.
Yes, it is our goal to document supporting rationale or attach supplemental documentation and/or comments. We are reviewing the most appropriate time to require that documentation.
Yes, the system will notify you immediately if an adjustment is either above or below the market range. If the request is for an adjustment above or below the range, the routing for business process may change.
We are currently working to define processes that are specific to and meet the needs of different stakeholder groups.
We are working on having the system accommodate these types of changes. More information will be provided soon.
If a compensation adjustment is within the market range, no approval is needed.
While the process is intuitive, managers will have the opportunity to attend an education session on the steps involved processing a compensation request.
Delegation options are still being considered.
The manager will not have the ability to choose; however, the business processes are flexible to address approval processes that are necessary for various schools and units.
You can send it back to the manager via Workday requesting more information.
Yes, as with other business processes, the system provides greater visibility into the entire process.
Yes, there will continue to be visibility into the analytics. We are currently working with deans and associate deans to develop specific dashboards for them.
No, there is a separate and unique process for annual merit increases.
We will have a business process to update job descriptions as a result of a change in job responsibilities, compensation, or role; however, we are currently defining what this process will be.
We will have a business process to work through job re-evaluation; however, we are currently defining what this process will be.
Yes, but delegation options are still under consideration.
The IMPACT team will have the ability to do a mass upload of payments.
The implementation of Workday has given us the opportunity to review certain processes in order to make improvements. Goal payments are one such area where have redefined their definition in order to improve reporting, processing, and approval.
We are using period activity pay to denote and process faculty overload. Additional information will be forthcoming.
Currently, we are using period activity pay. Additional information will be forthcoming.
Yes, managers will receive training on compensation requests and the steps involved.
We will have the ability to defer a bonus to retirement, and are working on a solution to stay within IRS guidelines.
Yes, you will need to discuss and collaborate through the individual’s manager.
Yes, based on defined approval processes. We are discussing any additional appropriate processes needed.
The Academic Division will continue to use Labor Distribution to assign PTAEOs.
The current process of notifying your Finance representative applies. However, we are investigating solutions to notify your finance representative through the Workday system.
Notifications as to number, timing, etc. that will be sent to Outlook are still being determined as our goal is to be respectful of the amount of an individual’s email traffic.
Most of the information in the current form will be captured and pre-populated in Workday based on the employee bio information.