The Ufirst Project

Virtual Scavenger Hunt - Week Three Prize Winners

09/25/2018
Virtual Scavenger Hunt Prizes
Travel blankets, thermal tote bags, and travel tumblers!

Congratulations to our prize winners!

  • Andrew Savage – University of Virginia Career Center
  • Dani Dunovant – Dept. of Radiology & Medical Imaging, UVA School of Medicine
  • Wanda Crawford – Dept. of Cell Biology, UVA School of Medicine

We had another week of enthusiastic participation in our Virtual Scavenger Hunt – with representation from across Grounds! Here are the correct answers to yesterday's questions:

  1. What is the most common use for short-term delegation? Covering responsibilities during a vacation.
     
  2. True or False: Once tasks have been assigned to a delegate, they can easily assign one of their delegated tasks to yet another person. False – delegated tasks cannot subsequently be delegated to another person.
     
  3. True or False: The Workday Learning app tracks your courses and makes recommendations, similar to Amazon or Netflix. True – Recommendations are made based on courses that you’ve taken, similar to many of your favorite websites.

Out of nearly 40 correct answers, we chose three winners at random.

Don’t miss your last chance to win!

Our final Virtual Scavenger Hunt questions will be posted Monday morning, October 1. Send your answers to ufirst@virginia.edu by 5:00 p.m. that day. All entries with the correct answers will be put into a drawing, and three prize winners will be chosen and announced on Tuesday.


Stay informed

Workday Training – Laying the Groundwork for a Smooth Transition

09/25/2018
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.  

"Just-in-time" Training

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.

Training icons

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.

Quote from Will Davis, Training Co-Lead, Ufirst

 

Stay informed:

 

[Video] "Sue Says!" – Learning

09/21/2018
Sue Says!

 

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


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Top FAQs – Delegation and Learning

09/20/2018
Top FAQs - Delegation and Learning

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.

You can also check out videos on these topics in our recent blog post.

Delegation

1Q: What is delegation?

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.

2Q: 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.

3Q: 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.


Learning

1Q: 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.

2Q: 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.

3Q: 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.


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[Video] Workday Wednesday – Delegation and Learning

09/19/2018
Workday Wednesday

 

Check out the latest videos on Workday essentials!

Delegation

  • What is delegation?
  • Types of delegation
  • Delegable tasks
  • Who can be a delegate?
  • How to manage delegations in Workday

 

 

Learning

  • Features and terminology
  • Navigating the Learning application
  • Reports

 

 

Check back for more!

Each Wednesday this month, we'll share more videos covering other important Workday topics. Visit our "Getting Ready for Workday" page for more essential information, plus upcoming chances to win prizes in our virtual scavenger hunt!


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Virtual Scavenger Hunt - Week Two Prize Winners

09/18/2018
Workday Scavenger Hunt Prize - Travel Blanket

Cozy Workday Travel Blankets!

Congratulations to our prize winners!

  • Elizabeth Blough – Dept. of Ophthalmology, UVA School of Medicine
  • Joni Capelle – University Advancement, Information Systems
  • Tabitha Lillard – Dept. of Psychology, College of Arts & Sciences

We had another week of enthusiastic participation in our Virtual Scavenger Hunt – with representation from across Grounds! Here are the correct answers to yesterday's questions:

  1. Once I've submitted my time, what do I need to do in order to notify my manager? Nothing, Workday will automatically send your manager an approval task in their inbox.
     
  2. Can I view my payslip using the Workday mobile app on my smartphone? Yes, most popular tasks can be managed on the mobile app.
     
  3. If I need to make corrections to a previous time period, will I need to submit a paper time sheet? No, all corrections will be handled in Workday. No more paper time sheets!

Out of 40+ correct answers, we chose three winners at random.

When is my next chance to win?

New questions will be posted Monday morning, September 24. Send your answers to ufirst@virginia.edu by 5:00 p.m. that day. All entries with the correct answers will be put into a drawing, and three prize winners will be chosen and announced on Tuesday.


Stay informed

[Video] "Sue Says!" – Retroactive Time Sheets

09/14/2018
Sue Says!

 

Another reason to love Workday

Have you ever forgotten to submit your time before the deadline, or perhaps were absent when it was due? Workday makes the process for submitting a retroactive time sheet easy (Academic Division and UPG). Watch this 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


Stay informed

Top 5 FAQs – Time and Absence

09/13/2018
Top 5 FAQs – Time and Absence

Here are five of the most frequently asked questions about managing time and absence in Workday. Want to see more? Browse the complete FAQ. You’ll find more Time and Absence FAQs under “Workday Essentials.”

You can also check out videos on how to use the time and absence applications within Workday in our recent blog post.

1Q: What is the difference between the "Time and Absence" and "Absence" apps in Workday?

A: The "Time and Absence" app is used for non-exempt staff who track their hours worked, as well as PTO. The "Absence" app is used by exempt staff who only need to track PTO. Medical Center and UPG team members will continue to use Kronos for time tracking.

2Q: Will the absence calendar show paid holidays?

A: Yes.

3Q: Can managers see a calendar with time off requests for all direct reports, or some sort of overlap report?

A: Yes, managers can review team time off by week in the Team Time application.

4Q: Why is the Medical Center retaining the Kronos system?

A: Kronos provides advanced scheduling and reporting capabilities that Workday does not yet offer. Because these capabilities are essential to Medical Center operations, Kronos will be maintained, but it is linked to Workday so that data can be shared.

5Q: Can an employee see their leave balance when requesting time off?

A: Yes. Workday also has an "as of" date feature that allows you to view a future-dated leave balance. This is very handy when trying to plan a vacation and you need to know if enough leave will be available.


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[Video] Workday Wednesday – Time and Absence

09/12/2018
Workday Wednesday

 

Time for more Workday basics!

Part One: Time Entry and Requesting Time Off

  • Entering time
  • Requesting time off
  • Approvals

 

Click here for a text transcript of Part One.

 

Part Two: Payslips and Leave

  • Viewing your leave balance
  • Viewing projected leave balances (future date)
  • Viewing your payslip

 

Click here for a text transcript of Part Two.

 

Check back for more!

Each Wednesday this month, we'll share more videos covering other important Workday topics. Visit our "Getting Ready for Workday" page for more essential information, plus upcoming chances to win prizes in our virtual scavenger hunt!


Stay informed

Virtual Scavenger Hunt - Week One Prize Winners

09/11/2018
Virtual Scavenger Hunt Prizes

 

Congratulations to our first group of prize winners!

  • Mary Fields – Student Financial Services
  • Minal Shah – McIntire School of Commerce
  • Brenda Brooks – ITS Communication Services

We enjoyed a tremendous response to our first Virtual Scavenger Hunt – from schools and units across Grounds – and nearly all of the responses were correct! For the record:

  1. Does it matter what web browser I use to access Workday on my computer? No, all popular browsers (Explorer, Firefox, Chrome, Safari) will work.
     
  2. In the mobile app, is the Workday inbox located at the top or bottom of your screen? Bottom.
     
  3. What topic did Sue Simpkins discuss in Friday's video? The Workday search function.

Out of 50+ correct answers, we chose three winners at random.

When is my next chance to win?

New questions will be posted Monday morning, September 17. Send your answers to ufirst@virginia.edu by 5:00 p.m. that day. All entries with the correct answers will be put into a drawing, and three prize winners will be chosen and announced on Tuesday.


Stay informed

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