The Ufirst Project

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.

Period Activity Pay

Formerly known as Goal Pay.

One-time Payment

Formerly known as a Lump Sum Bonus.

Payment Election

Formerly known as Direct Deposit.


More to explore:

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

A Valuable Speaking Opportunity and an Award That Validates Our Hard Work

10/25/2018
Kelley Stuck and Sean Jackson with CUPA-HR award

Earlier this month, Kelley Stuck, UVA HR's Vice President & Chief Human Resources Officer, and Sean Jackson, Executive Director of Ufirst, delivered a well-received presentation at the College and University Professional Association for Human Resources (CUPA-HR) Conference in Indianapolis, Indiana. 

The annual event – which hosts HR professionals from higher education institutions nationwide – provided an outstanding opportunity to highlight UVA's leadership by showcasing the Ufirst project and our ongoing transformation of the HR function here at the University. It was also a great chance to network and learn from other higher education HR leaders going through similar structural and technological changes. 

Quote from Sean Jackson

A prestigious award

CUPA-HR also honored our hard work by presenting UVA HR and the Ufirst project team with the 2018 HR Excellence Award. This award honors transformative HR work in higher education from across the nation, and recognizes teams who provided HR leadership resulting in significant and ongoing organizational change within their institutions. 

Among other things, the award presentation called out our reimagining and restructuring of UVA’s Human Resources organization, ensuring a better employment experience across the entire university – the Academic Division, Medical Center, and University Physicians Group. Also highlighted was our implementation of Workday, a best-in-class technology platform, to provide consistent, high quality and efficient services to the UVA community, enhancing UVA’s ability to recruit, hire, retain, and develop top talent in support of excellence in education, research, patient care, and public service.

Quote from Kelley Stuck

A press release sent by UVA HR acknowledged, "This was also a UVA-wide effort involving hundreds of people across the University who helped shape the strategy for the future of HR at UVA, and then participated in delivering that strategy. The success of this large and complex transformation is due to the collective efforts of those across the UVA community."

Quote #2 from Sean Jackson

As part of the award, CUPA-HR will make a $3,000 contribution to a University of Virginia scholarship fund. UVA HR named the UVA Faculty and Staff Scholarship Fund as the recipient. 

 

What Workday Training Do I Need? Find Out Now!

10/18/2018
Workday Learning Path documents

As mentioned in the recent update from our Executive Sponsors, the Workday training site is now live: workday.hr.virginia.edu/. So, what will you find there and how will you know what training you need?  

Let Your Role Be Your Guide

On the homepage, you’ll find a timeline of important dates, plus sample learning paths that you can use to guide you to the materials and courses that match your role: Staff & Team Members, Managers & Delegates, and Faculty. When you click on the appropriate path, you will be able to see what’s available now, what’s coming soon, plus recommended training.

New training materials and classes will be added frequently, so be sure to check the site often, and you can always contact us with questions. Our goal is to have everyone up to speed in time to use Workday with confidence!


Stay informed:

 

Ufirst Executive Sponsor Update: Workday Launch and Training

10/17/2018
Ufirst Executive Sponsor Update

Dear colleagues:

Thank you for your continued support of the Ufirst project and the transformation of Human Resources and Payroll at UVA. Begun in 2015, this is one of the largest, most complex projects UVA has undertaken, and thanks to the support and partnership throughout the University and Health System community, it is nearing completion.

Launching Workday
We are close to implementing Workday, a secure cloud-based technology that aligns with our new and improved service delivery structure. Our official launch date is Jan. 7, 2019. Data from current systems will move over to Workday in December. Over the coming weeks the Ufirst Project and the UVA HR teams will share a more detailed timeline and outline which data will move.

Training
Training for Workday has been customized to your needs. You choose the type, amount and timing of the training that you need, available starting October 17 at workday.hr.virginia.edu. It's intuitive, easy, and helpful, just like Workday itself.

Stay Informed
We encourage you to bookmark and visit the Ufirst Project website ufirst.virginia.edu/ to stay informed of key changes that may impact you.

Thank you again for your support of this important initiative. If you have questions or need additional information, please contact Sean Jackson at sj3zt@virginia.edu.
 
Sincerely,

Ufirst Executive Sponsors

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

Change – It’s a Good Thing!

10/16/2018
Change – It’s a Good Thing!

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.

 

Workday changes (click to enlarge)

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.


Stay informed:

 

Workday Words – Business Processes

10/12/2018
Workday Words

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!

Business Process 

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.

Initiator 

The role that is responsible for starting a business process. Each business process can have multiple possible initiators.

Task 

A business process step that must be completed in order for workflow to proceed to the next step.

Approver 

The role responsible for approving business processes in Workday.

To-Do 

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.

Notification 

A message within Workday that indicates a business process has been completed.


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[Video] Getting Ready for Workday: An Overview

10/09/2018
Ufirst project timeline
Basic timeline of the Ufirst Project

 

For the past several weeks, we’ve been taking our show on the road – meeting with various groups across Grounds, providing an overview of the Ufirst project, where we’ve been, and where we’re heading as we progress toward the much-anticipated launch of Workday.

If you haven’t been among the hundreds that have attended these informative presentations, we’ve created a video that covers the information so you can also benefit from the insights provided.

The video covers the following topics:

  • What is Ufirst?
  • What is the Workday rollout timeline?
  • When will you begin using Workday?
  • What training will be available?
  • How do you get help after go-live?
  • Next steps
  • Workday special topics

After you’ve watched the video, if you have questions, please don’t hesitate to reach out to us at ufirst@virginia.edu – and make sure to check the website frequently for updates!


Stay informed

Performance Management – Lead@ Deadlines for CY2018 Are Fast Approaching

10/08/2018
Lead@ >> Workday

While everyone at the University will soon be using Workday, there are some critical Performance Management deadlines approaching, specifically for Lead@ users.  

Completing Calendar Year 2018 Goals

Calendar year 2018 goals should be entered and approved by managers in Lead@ by October 31st. For assistance writing meaningful goals, consider using this SMART goal-setting resource.

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. Click here for instructions.

Advancement and School of Medicine employees will enter fiscal year 2019 goals directly in Workday after go-live.

Regarding Historic Evaluations 

Two years of ratings will migrate from Lead@ to Workday: 2016 and 2017. If you would like to keep copies of past performance evaluations, we encourage you to download pdfs for your reference. Please see this reference guide to export and download past evaluations.

Note for Those Participating in the Darden Pilot 

Individuals who are participating in the Darden pilot are not affected by this cutover and should continue to use their current process.

If you have questions or concerns, please contact AskHR@Virginia.edu.

Additional deadlines and critical dates will follow. Please check the Ufirst website frequently for updates!


Stay informed:

 

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