The Ufirst Project

Project Updates

UVA HR & Ufirst Win Prestigious Award

04/26/2018
Michael Latsko, accepting the CUPA HR Excellence Award from CUPA-HR Southern Region president Leanne Fuller of Auburn University

Michael Latsko, accepting the CUPA HR Excellence Award from CUPA-HR Southern Region president Leanne Fuller of Auburn University

2018 Southern Region HR Excellence Award

We are excited to announce that UVA Human Resources has received the 2018 Southern Region HR Excellence Award in recognition of its transformative human resources work in higher education, specifically for the Ufirst project.

The nomination included an in-depth look at the Ufirst project including why the change was needed, how the new ideas were innovative, implementation strategies, and evidence of success with a focus on organizational change. 

The Ufirst project was launched to manage the complex transformation of UVA HR, and to implement a better employment experience across the entirety of the University – the Academic Division, Medical Center, and University Physicians Group. The project also enhances UVA’s ability to recruit, hire, retain and develop top talent in support of excellence in education, research, patient care, and public service.

The award was presented at the Southern Region Symposium of the College & University Professional Association for Human Resources (CUPA), the nation’s premier higher education HR association. The symposium was held in Charleston, SC in early March. 

Because we won the regional award, our nomination is now submitted to the national awards committee for consideration for the national CUPA-HR Excellence Award (that conference is in October in Indianapolis).

Thanks to the generous support of CUPA-HR sponsors, CUPA-HR made a contribution of $1,000 to UVA’s Faculty and Staff Undergraduate Scholarship.

Sean Jackson, Ufirst Project Executive Director said, “This recognition is well-deserved and I remain grateful for the dedication, thoughtfulness, and hard work of the entire Ufirst team.”

Kelley Stuck, Vice President for Human Resources said, “We consider it an honor to be recognized for the outstanding work of the Ufirst team, and all members of the UVA HR community, who have worked extremely hard to make the HR transformation project successful. Everyone should be proud of their contributions.” Congratulations!

Michael Latsko, Senior Director of Strategic Initiatives said, “As an Ufirst project ‘alum’ and a UVA HR team member, it was a true privilege to accept the award on behalf of my colleagues and teammates at the CUPA-VA Southern Region conference. To have our collective work noticed and appreciated in this way should make every one of us very proud. The notoriety also fostered lots of interesting conversations with other higher education colleagues at the conference.  I definitely got the sense that UVA is leading the way in many areas of higher education HR as well as transformation, change and project management.”

 

“This award honors transformative HR work in higher education, recognizing individuals or teams who have provided HR leadership resulting in significant and ongoing organizational change within their institutions.”

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

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

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. 

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!

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.

Creating a Workday that Works for You

01/10/2018
Usability testing photo

Overview

The Ufirst project recently partnered with the ITS User Experience & Engagement team to conduct usability testing to learn more about UVA staff and team members’ experience with Workday.

 

Why is usability important?

Usability means that a tool is quick and easy to learn, efficient to use, allows rapid recovery from errors, and is easy to remember.  When software is successfully designed with these characteristics users will be satisfied (and not frustrated), will enjoy interacting with the tool, will achieve their goals efficiently, and will cultivate confidence and trust in the tool.

 

Workday Usability Testing at UVA

The Workday usability testing focused specifically on the employee self-service experience across the University. We asked seven staff and team members from the Academic Division, the Medical Center, and the University Physicians Group (UPG) to complete 10 tasks – tasks included changing a phone number, updating direct deposit info, viewing current health benefits, requesting time off, submitting a time card, and finding a co-workers phone number.

Testers completed these tasks with no training or direction while "thinking aloud" as the team listened, observed, and learned.  The testers were able to complete 83% of the tasks successfully.  They reported that Viewing their Profile was the easiest thing to do and Updating Direct Deposit information was the hardest – providing excellent guidance on where to focus improvements and training.

graphic over the tasks users were asked to complete during testing

What the Testers said

“The new technology is amazing. Having everything in one place makes it very comprehensive and I really like being able to use a directory to find my coworkers.” – Associate General Counsel, UPG

“Workday offers some incredibly good ideas and I think the ability to provide common information to multiple sources is fantastic. I also love the org chart and time off entry.” - Physician and Faculty Member

 

Opportunities for Improvement

A snapshot of the feedback includes:

  • Add the word “Home” to the top navigation
  • Change the “Payment Elections” button label to “Direct Deposit”
  • Make the Performance Management functionality easier to find
  • Preload Emergency Contact information or reduce the number of required fields
  • Make it clear that timesheet data is being saved

As we continue on the Ufirst HR Transformation journey there will be many changes and much to learn about the new HR processes, Service Delivery model, and HR team members supporting you in addition to the new technology.  We are pleased that Workday receives high scores in usability, making the benefits of the new HR that much easier to attain.

Come Play with Workday!

01/08/2018
graphic including numbers of sessions, participants, and surveys

Members of the HR Community are busy attending Workday demonstration sessions that allow them to actually experience the new technology. Each one hour session provides a brief overview of Workday, an activity showcasing how intuitive Workday is, and a quick debrief. 

 

So, what are people saying after attending? 

  • “Overall, I am excited for the new system. This session and the other preview session I went to were more self-service/manager self-service items so I'm looking forward to seeing how other actions (creating a new position, posting a faculty position, hiring students) will work.”
  • “Super-intuitive.”
  • “Breath of fresh air compared to Oracle. WOW!”
  • “Very user friendly! Love that there are multiple ways to do things”
  • “The "scavenger hunt" at the end was definitely useful for showing how easy it is to navigate and use the search functionality in Workday.”

 

How did participants rate satisfaction after using Workday?

99% Agree or Strongly Agree

 

What’s Next?

The next opportunity to learn more about Workday is at the February Preview and Feedback sessions(add link).  Join us there to see Workday in action.

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