The Ufirst Project

Workday Spotlight

Oracle Discoverer Reports Crosswalk

11/27/2018
Oracle Discoverer Workday Crosswalk

When we transition to Workday, Oracle Discoverer users will need to know which Workday reports to use instead. To make things simple, we’ve created a "crosswalk" document of the most frequently used Oracle Discoverer reports alongside their Workday equivalents.

Click here to access the crosswalk list.


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UPG & Medical Center: Crosswalks from Today’s HR Processes to Workday

11/26/2018
UPG & Medical Center Workday Crosswalk

Workday can be quite intuitive to use, but sometimes you may not know where to begin. We've created a series of Job Aids that will provide you with directions on how to begin many common tasks. To make things as straight forward as possible, these "crosswalk" documents show each task alongside its legacy system equivalent.  

“How do I ... ?”

Click on the appropriate link below to download the Job Aid document you need:


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Spotlight on Payslips

11/19/2018

Following our launch on January 7th, all faculty, staff, and team members will begin viewing their payslips in Workday (some groups will even see their first payslip in Workday a few days prior to go-live – see below). From the Workday homepage, you'll simply go to the "Pay" app. Then, in the "View" column, you’ll click "Payslips." To help familiarize you with how things will appear on the new platform, take a look at this sample payslip and you'll see the key areas highlighted and annotated. 

Will my paycheck amount be different?

  • With every new year, changes to benefit plans, benefit elections, and tax withholdings result in a change to your paycheck amount. This year will be no different.
  • The Workday system will round some earnings, taxes, and benefits deductions differently from Oracle, PeopleSoft, and UltiPro. This will result in net pay differences for some individuals, ranging from a few pennies up to (but not more than) a few dollars.
  • If you are eligible for overtime pay, it's important to know that Workday is configured to follow the Fair Labor Standard Act (FLSA) blended rate, which might calculate overtime differently in some cases.

When will I see my first payslip in Workday?

  • January 4, 2019 – Medical Center and UPG bi-weekly
  • January 11, 2019 – Academic Division bi-weekly
  • February 1, 2019 – Academic Division and UPG monthly

Have more questions? 

What's changing with Payroll? What's not changing? Explore the Workday FAQ here: workday.hr.virginia.edu/faq/ – You'll find additional answers in the “Workday Essentials” section.

After Workday go-live, if you have any questions about your paycheck, payroll specialists will be available to help you. To reach them, contact the HR Solution Center at 434-243-3344 or AskHR@virginia.edu


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

Attention Managers: Workday “Recruiting Essentials for Managers” Now Available!

11/16/2018
Recruiting at UVA

When you consider the volume of recruiting at an institution as large as UVA, it’s clear that any improvements to the process will have a significant positive impact. The launch of Workday will provide for a more consistent and efficient recruiting process across the University’s varied entities – but, training comes first.  

The Recruiting Essentials for Managers course is presented from the perspective of a hiring manager. Basic familiarity with navigating in Workday is helpful, so it’s recommended that participants complete the online Workday Essentials course before taking this course.

Recruiting course screen grab

E-learning course

Chapter 1 – Recruiting Overview (available now):

     ●  The Recruiting Process – The steps, tasks, and people involved

     ●  Positions and Jobs – Defining the difference, understanding key terms

     ●  Manager Responsibilities – What’s on your to-do list as the hiring manager

Click here to start the e-learning course, Chapter 1.

Chapter 2 – Recruiting Scenarios (coming Nov. 20):

Once you’ve learned the basics of recruiting in the overview (Chapter 1), the second part of the e-learning course will dive into specific scenarios, based on where you work and who you need to hire. You’ll make choices during the course that will mirror your real-life experience. 

Live classes

Live, instructor-led classes are now open for registration, covering the material in both chapters of the e-learning course. Content for these live classes is tailored to the unique needs of each UVA entity and will be held at a variety of locations across Grounds throughout the coming weeks.

Click here to see live course times and locations, and sign up now!


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Workday Words II – Time & Absence

11/12/2018
Workday Words II

This is the second installment in our series to help you understand and work effectively in Workday.

As mentioned previously, there are a number of terms used in Workday that have particular meanings – or meanings that matter in the context of the platform.

Let’s learn some of the lingo, and make sure to check back for more!

Reminder: Medical Center will continue to use Kronos for time entry.
 

Auto-fill 

A time entry option that copies time blocks from a worker's schedule, or from a previous week, when entering time.

Request Time Off

Using the absence application, enter time off from work.

Cancel Time Off Request

Before a time off request is approved, the worker can cancel the request and no further action is needed.

Correct Time Off Request 

After a time off request is approved, the worker can cancel or adjust the request, but it will be routed to the manager for approval. 

Retroactive Time 

Entering time worked for time in the past. Would be entered through the time application. Note: Paper timesheets will no longer be necessary.

Worker 

Formerly known as an Employee.

Benefitted Employee

Formerly known as a Salaried Employee.

Contingent Worker 

Formerly known as a Non-paid Employee.


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Spotlight on Timekeeping

11/06/2018
Workday apps with time-related items highlighted
For Timekeeping, where you look in Workday depends on your role and what you need to do.

Yesterday, we told you about essential information regarding leave balances and requesting time off in Workday. Today, we’ll look at the closely related area of timekeeping.

Reminder: Medical Center will continue to use Kronos for time entry.
 

Where to look in Workday?

  • Manager’s view: Use the Time and Absence app
  • Non-exempt individuals entering time worked: Use the Time app
  • Exempt and non-exempt individuals requesting time off: Use the Absence app

Time-related notifications for non-exempt individuals 

Because entering time is required for non-exempt individuals, special notifications will be sent from Workday:

  • Weekly – All non-exempt individuals (regular, student, wage, temp) will receive a generic reminder to enter time every Friday at noon.
  • Once per pay period – Regular non-exempt individuals who are short on time entry (based on scheduled hours) will receive a customized notification on any affected payroll Monday at 9:00 a.m.

Special roles and permissions in Workday

Time Reporting Support Role – This role has been created in Workday to facilitate workflow by providing certain non-managers with access to time-tracking reporting.

  • Time Reporting Support role holders will be able to run the same time reports as managers:
    • No Time Entered
    • Time Entered But Not Submitted
    • Time Submitted But Not Approved
    • My Team’s Upcoming Time Off
    • UVA Hours Short 
    • UVA Critical Timesheet Errors
    • UVA Time and Time Off by Supervisory Orgs with Date Range
    • Time Off Results Detail (to view employees’ "Use or Lose" time)
  • They will not be able to enter, submit, or approve time on behalf of another employee.

Manager Delegation – Workday allows Managers to delegate time-related actions and approvals to an appropriate individual.

  • Delegates will have the ability to enter, submit, and approve time on behalf of another employee if the Manager includes those responsibilities during the delegation process.
  • Reports cannot be delegated.

What’s changing?

  • New calendar view for time entry
  • University holidays are pre-populated in calendars
  • Absence (time off/leave) requests will be entered in Workday
  • No paper timecards; retro time entered directly into Workday
  • Mobile accessibility for time entry, approval, and time-off requests

What’s staying the same?

  • Payroll calendars and pay dates
  • Pay period cutoffs (assignments, hires, LD, time entry/approval)
  • Leave accrual calculations
  • Exempt employees will continue to enter only their absences
  • If you currently use Kronos for time entry (Medical Center), you will continue to do so

Check back for more Spotlight features in the coming days and weeks, covering more essential aspects of Workday.


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

Spotlight on Leave Balances

11/05/2018
Absence app highlighted on Workday homepage
The Absence application is where you will go in Workday to view your balances and request time off.

We want to assure that all future Workday users are well-informed, and have a clear expectation of how things will be done, minimizing surprises once we launch in early January. How will you know what’s changing and what’s staying the same? Training is a big part of that, but some topics – like leave balances – are important to call out separately. To see a list of the various leave types, click here.

Reminder: Medical Center will continue to use Kronos for time entry.
 

What’s changing?

  • To begin, it’s essential to get our terminology correct – What you currently refer to as “leave balance” will now be called your “absence balance.” To access your balance and request time off, you’ll click on the Absence app from your Workday homepage.
  • When you log in to the current system to check your balances, you can see, for example, your total allowable annual leave, and that number adjusts downward as requests are submitted and approved. The available leave is always a positive number, but it doesn’t reflect what you’ve accrued to-date.
  • In Workday, when you access the Absence application, you will see your available time off accrued as of today. In order to see what will be available in the future – i.e., for a planned vacation – you simply enter the appropriate date. For example, to see your full year’s allotment for 2019, you would change the “as of” date to the last day of the final pay period in 2019 (12/22/19). If you request more than is accrued by the current date, your balance will show as a negative number. However, the system will never allow you to submit for more than your annual maximum.
  • It’s important to know that, in Workday, it is perfectly fine for employees to request – and for managers to approve – requests that result in a negative balance. UVA policy allows for requesting time off in advance of its accrual, and Workday will prevent total requested time off from ever exceding your total allotted amount for the year.

What’s staying the same? 

  • Accruals of available time off will proceed on the same schedule.
  • Calculations of used time off will apply to time periods in the same way.
  • Your rate of pay for time off will be unchanged.
  • Policies governing the use of time off will be unchanged.
  • If you currently use Kronos for time entry (Medical Center), you will continue to do so.

See for yourself:

For a quick walkthrough of how to view your time off balances in Workday – including how to view your balance as of a future date – please watch this brief video: Part II of the Time & Absence overview in Workday.

Check back for more Spotlight features in the coming days and weeks, covering more essential aspects of Workday.


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

Workday Security Roles – What You Need to Know

11/01/2018

Every procedure – or “business process” – in Workday follows a defined workflow, with automated handoffs facilitating actions and approvals needed to complete the work. These business processes are built based on security roles. You can think of security roles as a set of permissions which govern what individuals and groups can see and do in Workday, as well as what they can initiate and/or approve.   

Depending on the work that you do, you may have just one or several different security roles within Workday. Similar to network and software permissions, these roles allow the University to protect the integrity of processes, the security of personal or proprietary data, and also provide for the efficient handling of tasks.

Key non-HR security roles in Workday (click here for full descriptions):

  • Employee
  • Manager
  • Labor Distribution Schedulers
  • Student Hiring Support
  • Finance Approver: School/Unit Finance Contact
  • Finance Approver: Department Manager Contact
  • Leadership Approver
  • Time Reporting Support Role

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 in the coming weeks, so come back often. You can also follow the Ufirst blog for updates.

Stay informed

Attention Managers: Workday “Manager Essentials” Now Available!

10/31/2018
"Manager Essentials" screen grab

We’re barely ten weeks from the launch of Workday. With that in mind, it’s crucial that all managers get up to speed on how day-to-day activities will be accomplished using the new system. “Workday Essentials” – a concise course that covers the most important topics – is now available for all managers and their delegates.   

You choose the learning style that works for you

For many, the e-learning version will be best. It’s available on-demand and allows you to progress at your own pace, making the most of your time. If you prefer a classroom setting, instructor-led training is available as well. Live classes will be held at a variety of locations across Grounds throughout November, December, and January, beginning November 8. Click here for more info.

Topics covered by both the e-learning and live versions of this course:

  • Managing Within Workday
  • Managing Time
  • Managing Absence
  • Compensation
  • Delegation
  • Team Performance

Click here to start your e-learning course, or to sign up for an instructor-led session.


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 in the coming weeks, so come back often. You can also follow the Ufirst blog for updates.

Stay informed

Top 5 FAQs – Reports & Access

10/30/2018
Top 5 FAQs – Reports & Access

Here are five of the most frequently asked questions about Reports & Access in Workday. Want to see more? Browse the complete FAQ. You’ll find more reports and access FAQs under “Manager Essentials” and “Access & Security.”

1Q: Will HR reporting continue to be available via Discoverer?

A: No, HR reporting will be available directly in Workday for those with appropriate security roles.

2Q: How will users who currently have “UVA ODS Specialist-Limited” and “UVA ODS Specialist-Restricted” responsibilities in Discoverer be able to access the reports/data they need? 

A: The HR IMPACT team is currently reviewing the reports that users run in Discoverer and assigning users access to similar reports in Workday.

3Q: Will Oracle users with HRMS Viewer have similar access in Workday?

A: Not necessarily. Access to information in Workday is based on two things: role and supervisory organization. Those with the Employee role can only see their personal information and basic, public information about everyone else (name, title, work email, work phone, etc.). Those with the Manager role (anyone who has a direct report) can see HR information about people who report up to them, either directly or indirectly. 

Additionally, there are other roles (Financial Approver, Leadership Approver, Student Hiring Support, and Time Reporting Support roles) who can see the information necessary to complete their tasks within the appropriate organization. The data needed to complete labor distribution (which will continue to be managed in Oracle) will be automatically populated in Oracle and available to those who complete LD tasks. 

Access to additional HR data – outside of what is available because of one’s assigned Workday role and supervisory organization – will often be provided through Workday reports. After go-live, if you find that you do not have access to data that you need – either directly in Workday or via Workday reports – you should send a request describing what you need to AskHR@virginia.edu. The HR IMPACT team will work with you, quickly, to find the best solution.

4Q: What should I do if I can’t access data in Workday that I need?

A: You can expect that your access to data in Workday will be different from your access in your legacy systems. Ultimately, the UVA HR team is committed to making sure everyone has the access they need to successfully complete their work. If you find you do not have what you need – either directly in Workday or via Workday reports – you should send a request describing what you need to AskHR@virginia.edu. The HR IMPACT team will work with you, quickly, to find the best solution.

5Q: Is there a crosswalk document that describes what the reports I use now will be in Workday?

A: Yes, there will be a crosswalk showing the mapping of HR Discoverer reports to Workday reports. It will be available in November.


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