The Ufirst Project

Improving the Way We Experience Competencies at the Medical Center

03/23/2018
screen shot of comptencies in Workday

Competency (n): proficiency, experience, capability – critical in our business – fundamental to providing excellent care and delivering on our commitment to put the patient at the center of all we do.

The competency assessment process (for new hires and the annual process) for the Medical Center is undergoing a long-overdue overhaul in an effort to change the way team members and managers experience defining, completing, documenting and complying with competencies. This was due in part to the implementation of Workday. The new processes remove many manual and outdated steps by automating tasks and pushing notifications out to help with deadlines.

Shelley Tattersall, Technical Training Specialist, who worked extensively on the project, added, “Not only does the automated process better support our new hires, managers and current team members, it also helps to ensure compliance during regulatory surveys such as Joint Commission. Competencies – now housed in Workday -- can be accessed from any computer for easy and rapid access during surveys.”

Automation Is Key

Workday does the heavy lifting when it comes to automation:

  • The competency assessment form(s) is automatically delivered as a Workday inbox task to new hires who work with their preceptor/trainer/manager to validate, sign and upload the form to Workday.
  • Annual competencies (starting with two pilot groups) are now fully automated in Workday and will include the electronic signature and date/time stamp of the validator (preceptor, trainer, manager).
  • Notification reminders and non-compliance notifications are automatically sent to team members and managers.
  • Reports can be easily generated by the department to check for compliance.

In addition, the process improvement allowed the HR team to align job codes with OCA forms and update organizational and safety competencies.

Support When You Need It

The HR Talent Technical Training Team is a team of dedicated and experienced professionals responsible for supporting competency assessment. This team understands the importance of, and is committed to, collaborating with the unit/department leads to create, update and maintain new hire and annual competencies.

Ufirst Technology and Process Preview and Feedback Health System Session

03/21/2018
photo of the preview and feedback session at the Health System

Thank you to everyone who participated in the Ufirst Technology and Process Preview and Feedback Health System Session on Monday, March 12 at Pinn Hall Conference Center. The event was a great success due to your contribution and feedback!

Event details

The Health System Session included an overview of Workday, featuring Workday basics, life events, managing my team, dashboards and reporting, and learning management. There were also two breakout sessions, each with a focus on the recruiting and onboarding processes for team members and faculty.

Pat Hogan, Executive Vice President and Chief Operating Officer, kicked off the event, making jokes about a “lovely spring day” (while snowflakes were coming down quickly outside).

Sean Jackson, Ufirst Executive Director, gave out Amazon Fire tablets to six lucky winners and participants mingled with the UVA HR leadership team over coffee.

What we heard from participants

  • “Faculty recruiting in Workday is wonderful, it is great!  Going from Jobs@ to this is like going from a bicycle to a Ferrari!”
  •  “Workday is user friendly! I’m so happy I have access to staff addresses, phone numbers, and birthdays.” 
  • “I like that Workday takes less “clicks” to find information and that there are fewer systems to navigate.” 
  • “Benefits information is so helpful in the way you can enter your information and see the costs associated.” 
by the numbers graphic for the event

Survey ratings

  • 4.9 out of 5: Having access to real time data is useful
  • 4.8 out of 5: Viewing all HR reports in one system is beneficial

History

The Ufirst project has been a tremendous undertaking that has involved countless employees across the University, bringing together teams from the Academic Division, the Medical Center, and UPG.

Together, we reimagined HR at UVA to meet the changing needs of the University and all of its employees. We have developed a new organizational structure and examined the way we complete every task associated with Human Resources so that we could make improvements.

The work done through the Ufirst project is important not only because of the ways it will improve HR services across the University but also because it will help us work together closely across divisions on other important efforts in the future. We are at our best as an institution when we are working together.

What’s next?

The Health System event recordings are now available! Watch the recordings here

Thank you!

Between the Academic Division and Health System sessions, we have almost 1,000 colleagues who are excited about having a chance to check out Workday. Thank you for your interest and participation, UVA community!

quote from event

Get the Insight You Need

03/16/2018
a photo of Workday reporting

Get the Insight you need with Workday’s Reporting capability!

  • Workday provides consistent, reliable data and straightforward reporting capabilities, giving managers the information they need to make important decisions
  • Reports in Workday are dynamic. Faculty, staff, and team members will be able to visualize data, drill down into a report, and initiate transactions from within the report.
  • In addition to the reports delivered by Workday, we are developing an initial set of standardized reports so that you can share, compare and benchmark with your peers.

Take Advantage of Workday’s Built-in Dashboards!

03/14/2018
photo of workday data dashboard

 

Workday Dashboards

Data is the world’s new currency. With these dashboards, University leaders get real-time, easily accessible, accurate data - the information they need to review, benchmark, and plan.

 

Check out a few dashboards:

  • Talent and performance: Identify at-risk teams and top performers with leadership potential
  • Recruiting: Identify pipeline candidates, successful recruiting sources, and open positions
  • Pay equity: View how people are paid across your organization and take appropriate steps toward gender parity or other goals

 

These dashboards are built right into Workday and you can create many more on your own.

How Will I Access Historical Data in the Future?

03/08/2018
A review of data will be available in Workday

Where will historical data be stored?

Historical HR data from Academic, Medical Center, and UPG will be available in the Medical Center Data Warehouse. We are working to migrate the historical data based on sunsetting timeframes for each system. 

 

How will I run reports that I run today?

End users requiring access to historical HR data (for data prior to July 1, 2018) or legacy HR reports will need to submit a request to the new HR IMPACT team. Upon review of the request, the IMPACT team will partner with the Medical Center Data warehouse team to develop and deliver the report. 

 

What data will be available in Workday?  

Workday will have limited historical data at Go-Live consisting of the following:

  • Payroll Balances: 6 months
  • Workday Hours: 18 months
  • Terminated Employees: 18 months
  • Retirees: 2 years
  • Compensation History: 2 years
  • Performance Ratings: 2 years
  • Learning History: Required courses with completion status and 7 years certifications
  • Benefits Elections: 6 months
  • Do not Hire Applicants: ALL

 

What’s next?

Stay tuned for more information on how to submit data requests. 

A Uniform and Intuitive User Interface

03/07/2018
graphic showing the Workday platform on a computer
  • Workday provides a consistent experience across all devices and applications
  • The user interface makes navigation straightforward and allows important information stand out clearly.
  • You’ll see the latest announcements and inbox items that need attention at a glance.
  • Having all of the Workday applications on your home screen helps you get what you need quickly and easily.
  • The new card interface allows you to group items on your home page (such as announcements and inbox items - so that they are at your fingertips.

 

Ufirst Technology and Process Preview and Feedback Academic Session

03/01/2018
A full room of attendees at the Academic Session at Newcomb Hall on February 22

A full room of attendees at the Academic Session on February 22

Thank you to everyone who participated in the Ufirst Technology and Process Preview and Feedback Academic Session on Thursday, February 22 at Newcomb Hall. The event was a great success due to your contribution and feedback!

Event details

The Academic Division Session included an overview of Workday, featuring Workday basics, life events, managing my team, dashboards and reporting, and learning management. There were also three breakout sessions, each with a focus on the recruiting and onboarding processes for staff, faculty and professional research staff, and students.

Pat Hogan, Executive Vice President and Chief Operating Officer, kicked off the event, saying, “I’m glad to be here with all of you today. Great to look out and see a room full of people who are excited about where we are with Ufirst and who are eager to see what’s coming!”

Sean Jackson, Ufirst Executive Director, gave out Amazon Fire tablets to six lucky winners and participants mingled with the UVA HR leadership team over coffee.

What we heard from participants

  • “Today has been really enlightening for me. Now I know what everyone’s been talking about!”
  • “I didn’t expect to see so many people here. It’s standing room only!”
  • “It’s great to see so many schools and units here. It seems like everyone understands how important this is.”
  • “Thanks for doing this. I learned a lot!”

Survey ratings

  • 4.7 out of 5: The ability to see real time costs when I enroll in benefits is useful
  • 4.5 out of 5: Workday Learning looks easy to navigate
  • 4.5 out of 5: Having access to real time data is useful
     

History

The Ufirst project has been a tremendous undertaking that has involved countless employees across the University, bringing together teams from the Academic Division, the Medical Center, and UPG.

Together, we reimagined HR at UVA to meet the changing needs of the University and all of its employees. We have developed a new organizational structure and examined the way we complete every task associated with Human Resources so that we could make improvements.

The work done through the Ufirst project is important not only because of the ways it will improve HR services across the University but also because it will help us work together closely across divisions on other important efforts in the future. We are at our best as an institution when we are working together.

Tom Katsouleas, Executive Vice President and Provost, mingles with Corinne Clasbey and Jody Knowles

Tom Katsouleas, Executive Vice President and Provost, mingles with Corinne Clasbey and Jody Knowles.

What’s next?

The Health System session will be on Monday, March 12, from 1 -5pm, at Pinn Hall Conference Center. This event will be live-streamed and recorded. To register for the in person event or to view the livestream, please visit the Ufirst website.

 

Thank you!

Between the Academic Division and Health System sessions, we have almost 1,000 colleagues who are excited about having a chance to check out Workday. Thank you for your interest and participation, UVA community!

From the Desk of Sean Jackson: Trust but Verify

02/23/2018
Sean Jackson, Ufirst Executive Director

Sean updating the Ufirst Project kanban board

As I mentioned in my post last month, trust is a vital component of our collective ability to overcome obstacles. Trust is also at the heart of continuous improvement.

A commitment to continuous improvement helps to nurture trust by instilling confidence that a person or process is behaving in a predictable and appropriate manner. It is a commitment among all participants to be focused, transparent, and observant regarding what needs to be done and how we plan to do it. Inevitably, gaps emerge between what we expect and what we receive, either in terms of the result or in terms of the experience. We improve by resolving the gaps between expectations and results.

How do we do this?

We wonder why.

When we wonder why we catalyze our observations with our natural curiosity. To wonder why means that we trust enough to invite others to participate with us in challenging our collective assumptions to their very roots. We have to wonder, however, and not just ask why. Think about the difference between saying, “Why did they do that?” versus “I wonder why they did that?” While the difference may seem subtle, it is extremely important.

When we ask only “why?” we cease to wonder. When we cease wonder, fear steps in and begins to erode trust.

When we cease to wonder, we abandon truth for judgment.

When we are committed to continuous improvement, whenever results fail to match expectations, we wonder why, and experiment until we are able to produce the desired results in a manner that delights the participants in the process.

Trust, but verify. If there is a gap, wonder why. Experiment and change until all are delighted.

That is how we pursue perfection.

Meet Your Workday Partners!

02/23/2018
Workday Partner Kickoff 2.14.18

Workday Partner Kickoff meeting on February 14, 2018

Introducing Workday Partners
On Wednesday, February 14, over 100 Workday Partners stepped away from their Valentines and assembled together to participate in a kickoff meeting. Meeting attendees commented that they felt like they left with a better understanding about Workday. Workday Partners were impressed by its power and ease of use and were excited to learn more. Workday love was in the air!

 

What is a Workday Partner?
Workday Partners are school and business unit representatives from across the University who have volunteered to serve as local resources who can help if you have questions about Workday. Your Workday Partner will keep you up-to-date on the Workday implementation, help you navigate upcoming changes, and answer your questions about the new technology. In order to best serve you, Workday Partners will attend multiple training sessions, learn new processes, test training materials, and provide feedback.

 

Find your Workday Partner
Have a question? Find the Workday Partner assigned to your school, unit, or department.

Ufirst and UVA HR team up for a Finance Leadership Retreat

02/16/2018
opening slide that says Finance Leadership Retreat

Melody Bianchetto, Vice President of Finance, hosted a leadership retreat and invited Ufirst project team members and UVA HR professionals to share ideas and experiences on “Leading Through Change.”

 

Topics:

  • Gary Helmuth, HR Business Partner for Finance, developed content that would meet the team’s need for more information on Change, Performance Management, and Goal Setting.
  • James Gorman, newly appointed Senior Director of Finance, presented his experiences with large transformation efforts.
  • Carrie Baker, future UVA HR Performance Management team member, talked about Goal Setting.
  • Rose Markey, future UVA Learning and Development team member, facilitated a discussion about surviving change.

 

What we heard from presenters:

“This was a great opportunity to showcase how HR Business Partners will collaborate with network of HR professionals to support schools/units across UVA.” 

 

What we heard from attendees:

“This was more than I had hoped for -- I thought it would be a little theoretical and hard to connect to, but it was way more practical and realistic and helpful than I had imagined it might be. Good job.”

 

Please remember that the Ufirst project team and UVA HR are here to support you during this time of unprecedented change.

 

 

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