The launch of Workday signals an important milestone in upgrading the HR function at the University, simplifying a wide range of existing processes. But, it’s important to realize that we’ll all be using this new system, not just the HR team.
Click the image below to see some of the key changes that are coming.
Click image to enlarge
Additional details and important dates will be announced soon, including the launch of an all-new training website, dedicated to teaching you all you need to know about Workday! Please check the Ufirst website frequently for updates.
To understand and work effectively in Workday, you have to speak the language.
There are a number of terms used in Workday that have particular meanings – or meanings that matter in the context of the platform. In this post – the first in a series – we’ll review terms related to how work gets done in Workday.
Be sure to check back for more vital vocabulary!
All transactions in Workday will be executed through the completion of business processes. A business process is a collection of tasks that are completed in a specific order using predefined routing to accomplish a desired business objective. Routing of a business process is conditional on attributes (e.g., employee type, supervisory organization, and job family). Some examples of business processes are hire, change job, add additional job, and terminate.
The role that is responsible for starting a business process. Each business process can have multiple possible initiators.
A business process step that must be completed in order for workflow to proceed to the next step.
The role responsible for approving business processes in Workday.
Steps in a business process that act as reminders to the user to complete or update data in a section of Workday that is outside the business process.
A message within Workday that indicates a business process has been completed.
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. Request the job aid for detailed instructions.
Advancement and School of Medicine employees will enter fiscal year 2019 goals directly in Workday after go-live.
Here are three of the most frequently asked questions about Performance Management in Workday. Want to see more? Browse the complete FAQ. Performance Management has its own category.
Q: Is performance management included in Workday?
A: Yes, all entities will conduct performance management in Workday.
Q: Will the performance management calendar change due to the implementation of Workday?
A: No, the performance management calendar will not change. The Health System will follow a fiscal year calendar cycle and the Academic Division will follow a calendar year cycle (School of Medicine and Advancement will continue to operate on a fiscal calendar).
Q: Who can give feedback? This used to be strictly for managers.
A: Faculty, staff, and team members can request feedback from anyone at the University on themselves. Managers can request feedback from others on their direct reports.
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.
Q: 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.
Q: 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.).
Q: 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.
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.
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.
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.
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.
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.
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.
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.
Q: 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.
Q: 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.
Q: 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.
Q: 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.
Q: 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.