The Ufirst Project

Performance Management – Lead@ Deadlines for CY2018 Are Fast Approaching

10/08/2018
Lead@ >> Workday

While everyone at the University will soon be using Workday, there are some critical Performance Management deadlines approaching, specifically for Lead@ users.  

Completing Calendar Year 2018 Goals

Calendar year 2018 goals should be entered and approved by managers in Lead@ by October 31st. For assistance writing meaningful goals, consider using this SMART goal-setting resource.

New employees are expected to enter their goals in Lead@ for manager approval within 30 days of hire; however, employees hired after October 1 should wait to enter goals using Workday in January, 2019, following Workday go-live.

Workday Migration Deadlines 

All goals for calendar year 2018 that are manager-approved by October 31 will be migrated to Workday. If goals are not approved by then, employees will have to manually enter goals in Workday in January. Evaluations for calendar year 2018 will be completed in Workday following go-live.

Due to the migration process, no attached documents, comments, or additional detail will transfer to Workday. Employees and managers who completed interim or mid-year evaluations in Lead@ are encouraged to save a PDF copy for upload into Workday, post-launch. Click here for instructions.

Advancement and School of Medicine employees will enter fiscal year 2019 goals directly in Workday after go-live.

Regarding Historic Evaluations 

Two years of ratings will migrate from Lead@ to Workday: 2016 and 2017. If you would like to keep copies of past performance evaluations, we encourage you to download pdfs for your reference. Please see this reference guide to export and download past evaluations.

Note for Those Participating in the Darden Pilot 

Individuals who are participating in the Darden pilot are not affected by this cutover and should continue to use their current process.

If you have questions or concerns, please contact AskHR@Virginia.edu.

Additional deadlines and critical dates will follow. Please check the Ufirst website frequently for updates!


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Top 3 FAQs – Onboarding

10/04/2018
Top 3 FAQs - Onboarding

Here are three of the most frequently asked questions about the onboarding process in Workday. Want to see more? Browse the complete FAQ. You’ll find more Onboarding FAQs under “Recruiting, Hiring, & Onboarding.”

You can also check out a short video on the overall recruiting process in Workday, hosted by Sue Simpkins, in our recent blog post.

1Q: Is there an onboarding checklist customized for new hires?

A: Yes. New hires will receive automated notifications (checklist items) via Workday. There will also be a hard copy checklist version available for reference.

2Q: Can some aspects of onboarding be customized?

A: Onboarding is customized based on entity (Academic Division, Medical Center and UPG) and on large employee types that span multiple departments (i.e., variations are provided for faculty, students, temps, contingent workers, transfers, etc.).

3Q: Does a new hire have the ability to log in before their start date?

A: Yes, new hires will first log in to Workday as applicants. Once hired, they will gain access to the employee sections of Workday. For security purposes, there will be a limit on how far ahead of their start date they will be able to gain that access.


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Virtual Scavenger Hunt - Week Four Prize Winners

10/02/2018
Virtual Scavenger Hunt Prizes
Travel blankets, thermal tote bags, and travel tumblers!

Congratulations to our prize winners!

  • Sarah Staton – Psychiatry Practice Supervisor, Medical Center
  • Cynthea Wagner – Occupational Training, Facilities Management
  • Caroline Brennan – Grants and Contracts, School of Medicine

Here are the correct answers to yesterday's questions:

  1. Where does a hiring manager go in Workday to see whether there are active candidates for a job? The Recruiting dashboard.
     
  2. Name any two types of training offerings that will be available to users across Grounds at the end of October. Instructor-led courses (classroom or web conference), eLearning, open labs, job aids, on-demand videos, concept aids.
     
  3. What is Sue most excited about when using Workday to apply for a job at UVA? Drag-and-drop functionality to upload a resume and the subsequent auto-fill of data.

As usual, we chose three winners at random from all the correct submissions.

Thanks to everyone who has participated over the past four weeks!

Your enthusiasm was obvious, but we’re also glad to see so many people engaged in learning about Workday in our run-up to launch in January. Training and learning materials will augment the knowledge you’ve already acquired and should assure a smooth transition to the new system. Watch the blog, email, and Twitter for frequent updates as go-live approaches.


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[Video] "Sue Says!" – Applying for a Job at UVA

09/28/2018
Sue Says!

 

Sue explains just how easy applying through Workday can be – Boom!

Applying online through legacy systems like Jobs@ has always been cumbersome, with lots of manual data entry required that duplicates the information contained in your resume. Workday makes this time-consuming step unnecessary. Watch the video to learn more:

Did you miss any of Sue's informative videos this month? Be sure to check our "Getting Ready for Workday" page for an archive of "Sue Says" videos and much more. And don't miss your last chance to win a prize in our Virtual Scavenger Hunt! Questions will be published on Monday, October 1. 

Wondering “Hoo's Sue?” You can learn more about our resident HR guru here


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From the Desk of Sean Jackson – The Peanut Butter Peter Principle, Part II: Effective Countermeasures

09/27/2018

In July’s post we looked at how overburden limits one’s effectiveness – an effect I dubbed the “Peanut Butter Peter Principle.” In this post we will look at some effective countermeasures that my team and I put into place.

One day, when I was dropping off some clothes at the dry cleaner, the owner, after making note of my items and instructions asked, “Is next Wednesday okay for you to pick these up?” During the course of my many visits to this dry cleaner over the years, I had always agreed, often mindlessly, with the date proposed. But, this particular morning – with the analysis of the countermeasures to the Peanut Butter Peter Principle problem running around in my head – I said, “Tim, what’s the earliest that you could get these back to me?” “I can get them back to you in 24 hours, if you need them, but I will have to charge you extra.” “And if I need them a day earlier than the day you’ve offered?” “Well, three business days is our standard, but this week, things are light enough that I can do two days, if you need them back sooner, but it would have to be at the very end of the day, Tuesday,” he replied helpfully. It was at that moment that it clicked. I thanked Tim and told him Wednesday was fine. I had what I needed.

The answer to the cultural prohibition against saying “no” is the ability to ask “when?” as in, “I can have this done in three days. Is that okay?” With this small breakthrough, we had the start of a plan.

Sean Jackson at the Kanban Board

Visibility is essential

Making the work visible was the first step in establishing and communicating priority. We did this by creating a simple Kanban board using painter’s tape on the wall directly behind the desks of the team members. As customers came by, they asked questions regarding the Kanban boards. They were somewhat surprised to see the amount of work waiting to be pulled into “production” and one asked about how priority was established. We responded that priority was determined by the order of task arrival. 

We had three columns: “To Do, Doing, and Done.” When a task was completed, the individual performing the task would move the note from the “Doing” column to the “Done” column, freeing up space in the “Doing” column. The individual would then take a note from the top of the “To Do” column and move it into the “Doing” column, “pulling” the work through the Kanban board. At the end of each day, we had each team member track the rate at which they were able to move tasks through their Kanban board and had them use that rate as their estimated throughput for the next day. Over time, they got very good at sizing tasks and estimating their throughput.

The best part was when I heard one of the team members respond to a customer’s request with, “I can have that done in four days. Does that work for you?" The customer replied. “I don’t need it until next Friday (ten days). I see you have a long list of things to do.” The culture of “nice” was working for everyone now. There were some hurdles to overcome as we progressed along the path (“emergencies” and attempts to cut in line), but the basic system was in place and working.

Priorities matter

Countermeasures to the Peanut Butter Peter Principle start with making work visible. If folks can’t see it, they assume it doesn’t exist. Next, be clear regarding priorities. If you lack the authority to set priorities, don’t accept the responsibility for setting priorities. Just commit to doing the work in order of arrival and leave the prioritization to those with the authority (and responsibility) to do so. Finally, limit work in process. Take control of your estimates and your throughput, being as clear with your customers about “when” you will deliver as you are about “what” you will deliver.

Several weeks later, when visiting the dry cleaner, I thanked Tim for his help, explaining how his asking me “when” helped me solve a problem with my team at work. He told me he was happy he could help and then got down to business, pointing out a stain on one of my shirts. “I will pre-spot this for you,” he informed me as he set the shirt aside on the counter. As I mulled potential causes for the stain, I concluded that it was most likely peanut butter.

[Video] Workday Wednesday – Recruiting and Training

09/26/2018
Workday Wednesday

 

Check out the latest videos on Workday essentials!

Recruiting

  • Overview of the new process
  • The recruiting dashboard
  • Reviewing candidates
  • The offer and hiring process

 

 

Workday Training

  • Instructor-led courses (classroom and web-based)
  • Open labs
  • Job aids
  • Concept aids
  • Visual aids
  • eLearning/on-demand videos
  • Workday training website

 

 

Did you miss any?

Since the beginning of September, we've published videos on a variety of important Workday topics. Visit our "Getting Ready for Workday" page to catch up on any essentials you may have missed.


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Virtual Scavenger Hunt - Week Three Prize Winners

09/25/2018
Virtual Scavenger Hunt Prizes
Travel blankets, thermal tote bags, and travel tumblers!

Congratulations to our prize winners!

  • Andrew Savage – University of Virginia Career Center
  • Dani Dunovant – Dept. of Radiology & Medical Imaging, UVA School of Medicine
  • Wanda Crawford – Dept. of Cell Biology, UVA School of Medicine

We had another week of enthusiastic participation in our Virtual Scavenger Hunt – with representation from across Grounds! Here are the correct answers to yesterday's questions:

  1. What is the most common use for short-term delegation? Covering responsibilities during a vacation.
     
  2. True or False: Once tasks have been assigned to a delegate, they can easily assign one of their delegated tasks to yet another person. False – delegated tasks cannot subsequently be delegated to another person.
     
  3. True or False: The Workday Learning app tracks your courses and makes recommendations, similar to Amazon or Netflix. True – Recommendations are made based on courses that you’ve taken, similar to many of your favorite websites.

Out of nearly 40 correct answers, we chose three winners at random.

Don’t miss your last chance to win!

Our final Virtual Scavenger Hunt questions will be posted Monday morning, October 1. Send your answers to ufirst@virginia.edu by 5:00 p.m. that day. All entries with the correct answers will be put into a drawing, and three prize winners will be chosen and announced on Tuesday.


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Workday Training – Laying the Groundwork for a Smooth Transition

09/25/2018
Workday Training – Laying the Groundwork for a Smooth Transition

As we move toward rolling out the Workday platform, the Ufirst Project Training Team is keenly aware of the need to provide guidance and training to all end users so they can move forward confidently when we go live in January.  

"Just-in-time" Training

Beginning with HR groups across Grounds, the training team has been providing high level training and getting feedback to help build effective tools to help all users – both leading up to and following the Workday launch and stabilization period. Training is being delivered on a "just-in-time" basis – giving users what they need when they need it – rather than overloading people with too much information too early. This type of delivery is ideal because retention is enhanced when learning is close to when the information will actually be used for day-to-day work.

Because usability is a critical factor, we worked with award-winning digital marketing agency BarkleyREI to optimize the organization and navigation of the training website, giving us a solid foundation on which to build.

Training icons

Some of the tools and training that will be available:

  • Job aids – visual guides that will help end users complete specific tasks 
  • Video demonstrations – task-based screencasts that show processes, step-by-step
  • Course outlines and scripts – for demonstrations, open labs, hands-on, streaming, and web-based training
  • Problem/solution activities for end users (these may also translate to FAQs in the future)
  • Help text within Workday – Where the addition of simple context could help new users, we’re adding pop-up help text, as well as linking to materials and resources to deliver assistance where needed
  • Workday and process glossary – It’s best when we’re all speaking the same language
  • Reports crosswalk – a helpful guide, defining which future-state reports will replace current processes 
  • Because Workday has become the platform of choice among a growing number of universities, we’ve incorporated a number of FAQs from institutions that have recently rolled out Workday, leveraging what they’ve already learned
  • Problem-based training has begun for the Inquiry team 

So, what’s next? 

The training website will be made available and training sessions will begin in earnest throughout the University starting at the end of October. Specific training dates and locations will be published shortly, once approved by the leadership team. Our goal is to have all areas across Grounds fully up to speed prior to go-live, confident in using the Workday platform and knowing where to find help when it’s needed.

Quote from Will Davis, Training Co-Lead, Ufirst

 

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[Video] "Sue Says!" – Learning

09/21/2018
Sue Says!

 

Sue is excited about Workday Learning – and you should be, too.

The Learning app will be a convenient, central resource for both management and individuals. Whether it’s for onboarding, gaining basic skills, career advancement, or compliance, you’ll have just one destination – and it’s accessible from your desktop or on-the-go. Watch the video to learn more:

Check back each Friday this month. We’ll publish a new video every week of Sue Simpkins sharing her insights regarding one of her favorite Workday features. And be on the lookout for your chance to win weekly prizes in our Virtual Scavenger Hunt!

Wondering “Hoo's Sue?” You can learn more about our resident HR guru here


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Top FAQs – Delegation and Learning

09/20/2018
Top FAQs - Delegation and Learning

Here are some of the most frequently asked questions about Delegation and the Workday Learning app. Want to see more? Browse the complete FAQ. You’ll find more Delegation FAQs under “Manager Essentials” and “Learning (LMS)” has its own category.

You can also check out videos on these topics in our recent blog post.

Delegation

1Q: What is delegation?

A: Delegation is the ability to reassign certain tasks and approvals in Workday to another qualified individual. This can simply be for efficiency, or to cover manager responsibilities when they are out of the office.

2Q: Who can serve as a delegate?

A: Preferably, another manager in the same school/unit, as they will be familiar with the roles and responsibilities. When appropriate, and after consultation with the HR Business Partner (HRBP), non-managers may be set up as delegates. HRBPs are working with school and unit leadership to determine local policies for delegation.

3Q: Can delegates assign a delegated task to someone else?

A: No, delegates cannot subsequently delegate to another person, nor do delegated tasks automatically cascade to a direct report or colleague.


Learning

1Q: What kinds of training will be available at go-live – online, classroom?

A: At go-live, Workday will offer all courses available in Oracle and Netlearning today. This includes classroom and online courses.

2Q: How will mandatory compliance training be maintained, tracked, and delivered?

A: Compliance training will be automatically assigned. Owners of the content will have the ability to run reports to understand completion rates. Learners will receive notifications if they have not completed training by the deadline.

3Q: Can modules be assigned for large groups, faculty, and trainees?

A: Managers and learning admins can assign trainings to large groups via the learning groups and campaign functionality in Workday. Learners can be grouped and assigned to trainings by job profile, department, etc.


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