The Ufirst Project

Meet John Kosky, Assistant Vice President for IMPACT and Decision Support

04/05/2018
a photo of John Kosky, Assistant Vice President for IMPACT and Decision Support

Q: What are you most excited to start working on in your new position?

A: The opportunity to be part of a major HR transformation of this magnitude and to provide leadership and vision in designing and implementing tools, services, and resources that will make us all great decision-makers. UVA is on the cutting edge within higher education, and that is my comfort zone.

 

Q: What song would be your personal anthem/theme song?

A: “Always Look on the Bright Side of Life” from Monty Python’s Life of Brian – it is sort of how I approach life. Let’s be positive, have a great sense of humor, and not take ourselves too seriously. Enjoy life!

 

Q: What are you usually doing on the weekend or during time off?

A: I have many hobbies that occupy my time ranging from reading to trekking, but largely most of my down time outside of Fall semester is spent traveling. My wife and I (and our 2 Doberman children) believe in working hard and playing hard, so when the time allows, we are on the road and experiencing all the world has to offer. Our most recent trips were Iceland and Peru, with Antarctica, Nepal, and South Africa the next to come. Fall semester is all about the college football season and we travel to most or all of the games to root on our UGA Bulldogs!

 

Q: What is your proudest achievement?

A: Being the first in my immediate family to graduate college while serving in the military. I’m a first generation citizen on my father’s side and from Native American roots on my mother’s side, so being able to accomplish many life goals, mostly unattainable to my family, have been my proudest moments.

 

Q: What is something that would surprise us about you?

A: We own and operate a small 400-acre farm in the North Georgia mountains, with chicken, cattle, pigs, etc. This is our little sanctuary and we escape there often. Second, I am a major culinary nerd / foodie / wine freak so I love to get very creative in the kitchen cooking using various techniques like sous vide, spherification, complex baking, etc.

Transforming to Cloud with Workday

03/28/2018
Workday cloud image

The Cloud
Learn more about how Workday's cloud-based solution can help you.

Built as a single system with a single source of data, single security model, and single user experience, Workday’s cloud-based solution is designed to evolve to meet changing needs

We are assured of having access to the latest version with the latest features and benefits – anytime, anywhere – whether we are using a browser or a mobile device.

Workday provides everyone at UVA with a one-stop shop designed to meet our needs, today and tomorrow. It’s available to us when and where we need it.

Update on Ufirst, UVA’S HR and Payroll Transformation

03/27/2018

Dear colleagues:

Thank you for your continued input and efforts in support of the Ufirst project and the transformation of Human Resources and Payroll at UVA. As you know, the Board of Visitors approved the Ufirst project in June 2016, sharing our collective desire for an HR and Payroll transformation that supports every school, the Medical Center, UPG, and our operational units.

The rollout of the redesigned service delivery model is going well and is proceeding as planned this spring. However, after careful consideration and in consultation with Vice President for Human Resources Kelley Stuck and Ufirst Project Executive Director Sean Jackson, we have made the decision to reschedule the launch of the supporting technology, Workday, from July 2018 to January 2019.

As we have emphasized from the beginning of this project, service and quality are our most important objectives. We knew this would be a particularly challenging project, given our aggressive timeline and the complexities of integrating data and functionality across our Academic Division and Health System. To ensure a smooth transition, the project team planned for several rounds of review and testing. During the most recent testing phase, the team discovered issues with how the Workday system processes benefit deductions and integrates those deductions with the Payroll module. This is a significant issue which must be addressed to ensure that our employees will be paid correctly when we launch. The rescheduled launch date of January 2019 will allow the team to finalize the necessary changes, complete testing, and be confident in the accuracy of the payroll and benefits deductions.

The Ufirst project team will update the published communications and training schedules for Workday and will continue to engage and educate University faculty, staff, and team members throughout the coming months. Other important elements of the HR and Payroll transformation will continue to move forward as planned. Our progress to date, has been substantial:

  • Our new HR Organization is well-positioned with HR professionals of the highest caliber prepared to deliver services both in the new model and during this period of transition.

  • HR Business Partners have been selected and trained. They are transitioning to schools and units, supporting strategic human resource priorities and ensuring that HR service expectations are being met.

  • The HR Solution Center launched in December 2017, achieving and maintaining extraordinarily high satisfaction ratings (4.5+ out of 5).

  • The Payroll transformation is proceeding with new streamlined processes designed and configured in Workday to support the new Payroll organization.

  • We have built over 300 HR and Payroll processes and a new HR service delivery structure to which resources are now aligned.

  • Employee data has been integrated into a single data source to support the new service delivery model.

  • We have successfully tested the processes for recruitment, hiring, set up of compensation, and learning program enrollment in the Workday environment.

The Ufirst project represents a significant step forward for the University and plays a critical role in our ability to attract and retain exceptional faculty, staff, and team members committed to teaching, research, and patient care. We are confident that the revised schedule will allow us to get it done right.

Thank you for your continuing support of this important initiative. If you have questions or need additional information, please contact Sean Jackson at sj3zt@virginia.edu .

Sincerely,

Patrick D. Hogan, Executive Vice President & Chief Operating Officer

Thomas C. Katsouleas, Executive Vice President & Provost

Richard P. Shannon, MD, Executive Vice President for Health Affairs

Improving the Way We Experience Competencies at the Medical Center

03/23/2018
Screen shot of competencies 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
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
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!

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