The Ufirst Project

Project Updates

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

[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

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

        [Video] Implementing Workday Across the University and Health System

        12/06/2018

        Workday – What does it mean to the University? What should you expect at go-live? 

        The launch of Workday is just one month away, and it will be the culmination of a multi-year effort to improve efficiency, as well as the HR service experience, for everyone working in the Academic Division and Health System. Watch this short video to get an overview and learn why Workday is the right choice for UVA. 


        More to explore:

        Stay informed:

        New UVA HR Website Debuts

        11/29/2018
        New UVA HR website screen grab

        A major redesign of UVA HR’s online home has given website visitors several big improvements:

        • Fresh, clean design
        • Easier navigation to HR resources and programs
        • “Workday Central” – a hub for all things Workday, with links to training, cutover timeline, Pre Go-Live checklists, the Workday blog, and more.

        Explore the new UVA HR website today: hr.virginia.edu

        CHRO Update: Workday Preparations, Checklists, and More

        11/29/2018
        Workday Update from Kelley Stuck

         

        Dear UVA Colleagues,

        We are in the final weeks leading to the January 7, 2019 launch of Workday, our new HR platform. UVA HR and the Ufirst Project team are working together with partners across the Academic Division and Health System to ensure a smooth transition. I want you to be fully prepared, so I am writing to remind you of some key action items:

        • System Cutover – Limit transactions between November 30, 2018 and January 7, 2019
          Workday is replacing Oracle, PeopleSoft, and UltiPro for HR services. The critical transfer of data from these systems will occur on November 30. Any transactions, other than time and absence entry, should be kept to a minimum. Note: The Medical Center will continue to use Kronos for tracking time and absence.
        • Preparing for Go-Live
          All faculty, staff, and team members will use Workday for HR services, so we have developed a Workday Pre-Go-Live Checklist to help you prepare.
        • Workday Training – Don't wait! Learn how to use Workday
          If you haven't already, please take the Workday Essentials eLearning course. If you manage people, please also complete the Manager Essentials course. Managers may choose to take the eLearning module, or register for an instructor-led session.
        • Workday Central on the new HR website
          Everything you need to know about Workday in one convenient location - now, during, and after Go-Live, including updates, training, cutover dates, answers to questions, and more. 

        Thank you for your attention and invaluable support in launching Workday.
         
        Sincerely,

        Kelley Stuck signature

        Kelley Stuck
        Vice President and Chief Human Resources Officer

        Changes are coming, both before and after go-live – but when?

        11/08/2018
        Workday Cutover Timeline

        The launch of Workday in January has many moving parts, and it’s crucial that all faculty, staff, and team members across Grounds are aware of the timing of various steps along the way. That’s why we’ve created the Workday Cutover Timeline page. It details the critical dates for data transfer from legacy systems, deadlines for making changes to your personal information, as well as milestones on the path to go-live – and beyond.

        As the final pieces of the project fall into place and are approved, new dates and adjustments will be published on the timeline, so be sure to check back often to keep up to date – and be prepared for the coming changes.


        Be sure to visit and browse the training website

        A variety of resources are available on the training website to help you transition to Workday with confidence. New courses and training materials will be added frequently.

        Stay informed

        CHRO Update: Workday Training and System Cutover

        11/07/2018
        Workday Update from Kelley Stuck

         

        Dear Colleagues,
         
        The new HR technology Workday will be launching fewer than nine weeks from now on January 7, 2019. Workday will replace Oracle, Peoplesoft and UltiPro for HR services. UVA HR and the Ufirst Project team are proactively working to prepare for potential challenges, minimize disruption, communicate changes, and resolve issues quickly when they arise. In the coming weeks, you will receive a series of emails to keep you informed and to help you prepare for the changes before, during and after Workday go-live. The Ufirst website will be kept updated with detailed information. 

        THE FOLLOWING IS INFORMATION YOU NEED TO KNOW, AND ACTIONS YOU NEED TO TAKE, NOW.
         

        Workday Training – Take it now

        Workday training is available at http://workday.hr.virginia.edu/. Please take the Workday Essentials eLearning course so you know how to use Workday. If you manage people, please also complete the Manager Essentials course. You may choose to take the eLearning module or register for an instructor-led session. 

        System Cutover

        A critical step during the launch is to load data from our current systems into Workday. This is planned for November 30. Therefore, any transactions other than time and absence entry, between November 30, 2018 and January 7, 2019 should be kept to a minimum. Below is an overview of the cutover timeline. For detailed information, please visit: https://ufirst.virginia.edu/cutover-timeline.

        Personal Information

        • Any changes you want or need to make to your HR record including, name, address, emergency contacts, tax forms or banking information should be completed by November 30
        • After November 30 we ask that you only make changes that are time sensitive and must be made to support a smooth transition before January 7.
        • Required benefits changes can be made during this time by contacting the HR Solution Center, askHR@virginia.edu or 434-243-3344.

        Time Entry and Approvals

        • Academic Bi-Weekly: the last day to enter and approve time or absence in Oracle/SSTL is January 4, 2019.   
        • UPG Bi-Weekly:  the last day to enter or approve time or absence in UltiPro is December 30, 2018. Time worked from December 31 – January 6 can be entered in Workday starting January 7, 2019.
        • Monthly (UPG & Academic): the last day to enter time off in Oracle SSTL or UltiPro will be December 25, 2018. Time off used after December 25, 2018 can be entered in Workday starting January 7, 2019.
        • Medical Center will continue to use Kronos for all time and labor activity (scheduling and PTO).

        Payroll

        • Pay calendars will not change as a result of Workday.  
        • Payslips will be viewable in Workday for the first time on the following dates:
          • January 4, 2019 – Medical Center and UPG Bi-weekly Payday
          • January 11, 2019 – Academic Division Bi-weekly Payday
          • February 1, 2019 – Academic and UPG Monthly Payday
        • W2’s for 2018 will be accessed through your current HR system, not Workday

        Performance Management 

        Performance evaluation activity in current systems completed by October 31, 2018 will migrate to Workday. View only access will be available after November 1. 

        Recruiting

        Hiring managers should work directly with their Recruiter to determine the details of how existing open positions will be addressed.

        Thank you for taking the actions necessary as we make final preparations for the Workday launch.
         
        Sincerely,

        Kelley Stuck
        Vice President and Chief Human Resources Officer

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