The Ufirst Project

Cutover Timeline

October 31, 2018 
    

Performance Management:

Lead@: This is the final date users will be able to make changes in the Lead@ system prior to data migration into Workday. For more details, please click here for the Lead@ Cutover Guide.

UltiPro and PeopleSoft: Click here for details regarding fiscal year 2018 and 2019 appraisals and system access.

Performance evaluation activity in legacy systems that is completed by this date will migrate to Workday. View-only access will be available in legacy systems after November 1. 

November 29, 2018 

Manager Self-service and Employee Self-service:

Manager Self-service and Employee Self-service capability for UPG will be limited to time and absence entry and approval only, starting at 5:00 p.m. on November 29, 2018. This will reduce the volume of data that will need to be entered manually for this entity. Read-only access will remain for viewing payslips and tax documents in UltiPro. Click here for details.

After November 29, any UltiPro changes that are time-sensitive and must be made before January 7 –  including required benefits changes – can be made during this time by contacting Kara Comer (klc2wg@virginia.edu), or Michelle Small (mls8mg@virginia.edu).

Time and absence entry and approval will continue into December. See future timeline dates for additional time entry* and approval deadlines. 

November 30, 2018 
  

Employee Self-service: 

Individuals should make any changes to personal data by November 30, 2018, or hold until January 7, 2019, and make those changes in Workday. This includes items such as:

  • Name
  • Address
  • Emergency contacts
  • Tax forms
  • Banking information 
  • Benefit changes

In Oracle, time and absence entry and approval will continue into January. See future timeline dates for additional time entry* and approval deadlines.

*Medical Center will continue to use Kronos for time entry.

November 30, 2018 
    

DATA CUTOVER:

All Core HR data in legacy systems as of November 30 will be systematically migrated to Workday. 

December 1, 2018

Jobs@ access:

Access to Jobs@ becomes read-only for non-HR team members. Hiring managers should continue to work with their Recruiter on active searches, including to disposition candidates, and should reach out to their Recruiter or HR Business Partner if they have any questions.

Applicants and candidates will continue to have access to apply for positions.

December 7, 2018

Retro Time Cards:

All retro time (hours worked prior to the pay period ending December 9) must be entered by Friday, December 7 for payment in 2018.   If time is not entered by December 7, they will not get paid for those hours in 2018. 

December 14, 2018

Education Benefits:

The deadline to request 2018 Education Benefits is December 14 at 5:00 p.m. Submissions must be made by this time in order to receive payment in 2018. Education Benefit requests will be available again as of January 7 in Workday.

December 14, 2018

Recruiting:

This is the cutoff for Academic Division job offers with start dates in 2018. 

Click here for more details.

December 15, 2018
  

Employee and Manager Self-service:

Employee and Manager Self-service capability for the Academic Division and Medical Center will be limited to read-only access for viewing payslips and tax documents in Oracle and PeopleSoft, starting at 5:00 p.m. on December 15, 2018. Click here for details

After December 15, any changes that are time-sensitive and must be made before January 7, including required benefits changes, can be made by contacting the HR Solution Center by phone at 434-243-3344, or email AskHR@virginia.edu

In Oracle, time and absence entry and approval will continue into January. See future timeline dates for additional time entry* and approval deadlines.

*Medical Center will continue to use Kronos for time entry.

December 15, 2018

Oracle Learning Management:

Oracle Learning Management (OLM) will not be available after December 15. Elearning courses must be completed by December 15 for the course completion to migrate to Workday. Courses still in progress after the 15th must be restarted in Workday.

December 17, 2018

Recruiting:

This is the cutoff for Medical Center job offers with a January 14 start date.

Click here for more details.

December 28, 2018

Time Entry* & Approvals – UPG Bi-weekly:

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 will continue to use Kronos for time entry.

December 31, 2018
  

Recruiting:

This is the final day for new job requisitions in Jobs@, Taleo, and Handshake.

Click here for more details.

January 4, 2019, 7:00 a.m.
  

Payroll – Medical Center & University Physicians Group:

This is a bi-weekly payday for MC & UPG. Payslips from this date forward will be viewable in Workday as of 7:00 a.m. Historical payslips will continue to be available in your legacy system after go-live. 2018 W-2s will also be available in your legacy system.

January 4, 2019

Time Entry* & Approvals – Academic Bi-weekly:

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.

*Medical Center will continue to use Kronos for time entry.

January 7, 2019, 7:00 a.m.
    

WORKDAY LAUNCH:

Self-service, time entry*, and HR work begins in Workday as of 7:00 a.m.

Workday logo

 
*Medical Center will continue to use Kronos for time entry.

January 11, 2019 

Payroll – Academic Bi-weekly:

This is a payday for those on a bi-weekly pay schedule in the Academic Division. Payslips from this date forward will be viewable in Workday. Historical payslips will continue to be available in your legacy system after go-live. 2018 W-2s will also be available in your legacy system.

January 21, 2019 
    

Performance Management:

For those on a calendar year cycle: 2018 evaluations may now be completed in Workday.

For those on a fiscal year cycle, 2019 goals may now be entered in Workday.

February 1, 2019 
  

Payroll – Academic Division & University Physicians Group:

This is a payday for those on a monthly pay schedule. Payslips from this date forward will be viewable in Workday. Historical payslips will continue to be available in your legacy system after go-live. 2018 W-2s will also be available in your legacy system.