The Ufirst Project

Executive Sponsor Update: Workday is Live!

01/07/2019
Executive Sponsor Update: Workday is live!

 
Dear Colleagues:

We are pleased to announce the successful launch of Workday, our new cloud-based technology where you access your first payslip of 2019, update your personal information and benefits, manage your performance, apply for positions across the University, and perform many other HR-related activities. 

For time/absence entry and approval, Medical Center team members will continue to use Kronos, while Academic Division and UPG staff will now use Workday.

For all faculty, staff and team members, your next steps are:

  1. Access Workday at the new HR website
  2. Review the Go-Live Checklist
  3. Download the Workday mobile application (Android or iPhone)
  4. Review the sample payslip in Workday 

Even with the most careful, thoughtful planning, a system implementation of this scope and complexity creates questions and concerns as well as potential issues. The UVA HR team is here to support you during this transition. The HR Solution Center has expanded hours and contact options for your convenience. 

HR Solution Center 
Monday – Friday, 6am – 8pm 
Phone: 434.243.3344
Email: AskHR@virginia.edu 

Open Labs have been scheduled across Grounds to provide in-person support to answer your questions, help you use Workday, and navigate the new HR processes. 

The Workday training site hosts a variety of resources that include videos and job aids, answers to frequently asked questions, and eLearning courses, available whenever and wherever you need them. 

Thank you for your ongoing partnership and support during this large-scale four-year HR transformation project. We are especially grateful to our Ufirst project team and the members of our HR, Payroll, Finance and IT organizations for their dedication and hard work.  Without their efforts, this would not have been possible.

Sincerely,

Ufirst Executive Sponsors

Jennifer (J.J.) Wagner Davis, Executive Vice President & Chief Operating Officer
Thomas C. Katsouleas, Executive Vice President & Provost
Richard P. Shannon, MD, Executive Vice President for Health Affairs

Go-live Resources – Essential Information for Workday Launch and Beyond

01/04/2019
Workday Go-live Resources

You'll want to keep this list of essential resources handy to help support your initial steps using our new HR platform.

Basics:

Need help right away? Contact the HR Solution Center: 434-243-3344; AskHR@virginia.edu

Stay up to date:

 

Historical Data – What’s Migrating to Workday (…and What’s Not)

12/28/2018
Historical Data – What’s Migrating to Workday (…and What’s Not)

Following go-live, some faculty, staff, and team members will need to access older employee data. So, it’s no surprise that we’ve frequently been asked, “How will I access historical data going forward?” See below …

What types of data will be available in Workday?

  • Payslip History – None (pre-go-live payslips and W-2s will remain accessible in legacy systems)
  • Retirees – 12 months
  • Compensation History – 2 years 
  • Learning History
    • All OLM learning history from legacy
    • Seach committee records
  • Performance Ratings
    • UPG and MC: 2016-2018 annual performance ratings
    • ACD: 2016-2017 annual performance ratings
  • Benefits Elections – 18 months 

What if I need other information?

If you need access to any data not migrated to Workday, contact the HR Solution Center at 434-243-3344, or AskHR@virginia.edu.


Workday Training and Resources

[Video] The Workday Command Center

12/21/2018
Sean Jackson and John Kosky
 

Sean Jackson: “I think the implementation of Workday is a seminal moment in the history of the University of Virginia.”

Watch the video below to see Sean Jackson, Assistant VP & Executive Director of the Ufirst Project, and John Kosky, Assistant VP of IMPACT & Decision Support, discuss the changes in HR associated with Workday and how the Command Center Support Model works:

 

Learn more about Workday Go-live support in our recent post.


Workday Training and Resources

Workday Words IV – Recruiting

12/20/2018
Workday Words IV

This is the fourth installment in our series to help you understand and work effectively in Workday.

New terminology can be confusing. There are a number of terms used in Workday that have particular meanings – or meanings that matter in the context of the platform. Here’s a quick list of recruiting terms you may encounter in Workday. 

Supervisory Org

Provides management structure and hierarchy for University workers. Each Supervisory Org is associated with one of two Staffing Models: Job Management (JM) or Position Management (PM).

Job Management*

Used to manage job types that exceed 1:1 ratio; multiple persons can occupy a job in job management (e.g., temp workers, student workers, faculty wage, etc.).

Position Management*

Used to manage positions with a 1:1 ratio; only one person can occupy each position in position management (e.g., benefited staff, benefited faculty, physicians, etc.).

Critical Job

A position that is essential to the department’s function.

Job Step > Justification

The reason why the position is needed (e.g., replacing a retiree’s position, defining a new position that is within budget, etc.).

Pipeline 

A group of potential candidates kept in reserve for when an appropriate job becomes available. 

Worker Subtype

A classification for employees based upon employee type (e.g., faculty, staff, students, contingent workers, etc.).

Click here for more recruiting terms.

*The concept of “job” vs. “position” is covered in more detail in the Recruiting Essentials for Managers course (link below).

Managers – Learn recruiting essentials:

Missed our earlier “Workday Words” posts?


Be prepared:

Stay informed:

 

CHRO Update: Workday Launch Countdown – Time Entry & Other Info

12/19/2018
Workday Update from Kelley Stuck

 

Dear Colleagues,

We are less than 20 days away from launching Workday! Because time is limited, it is important that you are aware of key dates, necessary training, and additional support that will be available during Go-Live. 

Time/Absence Entry and Approval

This cutover timeline provides detailed information for changes as we move work from legacy systems to Workday. Please pay special attention to the following dates for time/absence entry and approval for the Academic Division and UPG:

  • Academic Division: Time and absence entry and approval for the period ending January 6 must be completed by 5:00 p.m. January 4. Employees should include estimated time to be worked January 5 and 6. Any necessary corrections can be made in Workday beginning January 10.
  • UPG: Time and absence should be entered and approved in UltiPro by 5:00 p.m. on December 28. Time worked from December 29 - January 6 can be tracked manually and entered in Workday starting January 7. 
  • Medical Center: Continue to use Kronos for all time/absence entry and approval.

Payslip Changes in Workday

Your payslip will look different in Workday. We have published a sample payslip on the Ufirst website so that you can familiarize yourself with the payroll changes coming in early January.

    Go-Live Support 

    In addition to the robust training and learning resources provided to support this transition, there will be a multi-layer Go-Live Support Model in place to provide immediate assistance as needed. This is explained in a new Workday Command Center video.

      Workday Training

      Please complete the Workday Essentials eLearning course. If you manage people, please also complete the Manager Essentials course. These are located on the Workday Training website. Training courses are arranged by role type and division so that you can easily see the types of training you need.

        If you have questions or need assistance, the HR Solution Center is ready to help at 434-243-3344 or askhr@virginia.edu.

        All of us on the Ufirst and UVA Human Resources teams thank you for your support as we prepare for the Workday launch.

        Happy Holidays!

        Kelley Stuck signature

        Kelley Stuck
        Vice President and Chief Human Resources Officer

        [Video] President Ryan Ready for Workday

        12/14/2018
        UVA President James Ryan

         

        President Ryan sees Workday as a tool to strengthen our culture of collaboration and organizational excellence at UVA. Watch his video below to understand how Workday will help streamline processes and assist our entire community:
         

         

        Workday Training and Resources

        Ufirst Executive Sponsor Update: President Ryan's video message, System Cutover, and more

        12/12/2018
        Ufirst Executive Sponsor Update

         
        Dear UVA Colleagues:

        Workday is nearly here! Over the past four years teams of people across Grounds have worked together to strengthen our HR organization and deliver excellent service to our faculty, staff, team members, schools, and units. President Ryan is supportive of this important collaboration and recorded a video message for the community about it.

        As we get closer to launching Workday on Monday, January 7, 2019 at 7:00 a.m., we want to draw your attention to important information and resources designed to help you navigate the system and access the data you need.

        System Cutover 

        As you know, Workday is replacing our legacy Oracle, PeopleSoft, and UltiPro systems. The Ufirst team successfully transferred data from all three on November 30 to prepare for import into Workday. With this major milestone complete, access to our legacy systems must be curtailed in order to limit changes to our historical data. Employee and manager self-service, with the exception of time/absence entry and approval, is now read-only access. Should you need to change data in a legacy system, please contact the HR Solution Center (434-243-3344 or AskHR@virginia.edu). The Cutover Timeline has more information regarding upcoming changes. 

        Workday Training

        If you have not yet done so, please complete the Workday Essentials eLearning course. If you manage people, please also complete the Manager Essentials course. Training is arranged by division (Academic, Health System) and role on the Workday Training webpage.

        UVA HR website: Workday Central

        The newly redesigned HR website hosts the Workday Central webpage and provides everything you need to know about Workday in one convenient location – now, during, and after our launch.

        Thank you for your ongoing support of this important initiative and for your patience as we address the complications that inevitably surface with the launch of a critical, enterprise-wide system.
         
        Sincerely,

        Ufirst Executive Sponsors

        Jennifer (J.J.) Wagner Davis, Executive Vice President & Chief Operating Officer
        Thomas C. Katsouleas, Executive Vice President & Provost
        Richard P. Shannon, MD, Executive Vice President for Health Affairs

        Workday Words III – Pay

        12/05/2018
        Workday Words III

        This is the third installment in our series to help you understand and work effectively in Workday.

        New terminology can be confusing. There are a number of terms used in Workday that have particular meanings – or meanings that matter in the context of the platform. Here’s a quick list of terms you may encounter in the Workday Pay application.

        Payment Elections

        Formerly known as Direct Deposit.

        Withholding Elections

        Your federal (W-4) and state (VA-4) tax allowances. 

        Period Activity Pay

        Formerly known as Goal Pay. 

        One-time Payment 

        Formerly known as a Lump Sum Bonus.

        Merit Statement History

        A listing of past merit increases.

        Reimbursable Allowance Plan Activity

        This view lets you see a breakdown of any supplemental pay (e.g., cell phone allowance, acting pay allowance, etc.), based on your employee type.

        Total Rewards

        A view within the Pay application that shows an overview of your total compensation, including base pay, benefits, etc.


        Missed our earlier “Workday Words” posts?


        More to explore:

        Stay informed:

         

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