Ufirst Getting Ready for Workday September 2018 Agenda

Ufirst Getting Ready for Workday September 2018

Agenda Ø What is Ufirst? Ø What is the Workday rollout timeline? Ø When will you begin using Workday? Ø What training will be available? Ø How do you get help after go-live? Ø Next Steps Ø Workday Special Topics 2

WHAT IS UFIRST? 3

Ufirst What is Ufirst? ü The Ufirst project has been charged with transforming the Human Resource function at UVA, merging HR operations from the Academic Division and Health System to deliver better service. Enabling you to better focus on your core mission by, ü Saving time with simplified HR processes ü Automating processes through technology (Workday) ü Better supporting employees and managers 4

UVA’s Human Resource Technology - Workday PERFORMANCE TALENT LEARNING SUCCESSION COMPENSATION BENEFITS ABSENCE ONBOARDING TIME TRACKING MOBILE COLLABORATION RECRUITING PAYROLL CONSUMER UI PLANNING GLOBAL AT THE CORE ACTIONABLE ANALYTICS INSIGHTS TECHNOLOGY FOUNDATION SINGLE CODE LINE BUSINESS PROCESS FRAMEWORK IN-MEMORY OBJECTS INTEGRATION CLOUD REPORTING & ANALYTICS SECURITY The University will transition from its current HR technology to Workday 5

Key Changes How do the changes impact me as a staff or team member? Pay Time Entry, Requests & Approvals Benefits Personal Information 6 1. Pay slips will be accessed via Workday not in Oracle/SSTL 2. Pay dates and pay amounts will not be changing 1. Time entry/approvals - Workday replaces Oracle/SSTL 2. Leave requests/approvals can be processed in Workday 3. Entering time for a previous pay period, processing corrections – no more paper timesheets 1. View benefits, dependents and beneficiaries 2. Complete annual benefit enrollment (beginning in 2019) 3. All types of leave will be managed in Workday not in Oracle/SSTL 1. Manage and maintain official HR record including name, address, view salary, emergency contacts, UVA job history, etc.

Key Changes How do the changes impact me as a staff or team member? Performance Management Learning Recruiting Access/Security 7 1. Goals setting and evaluations will now be completed in Workday – not in Lead@ 1. Training such as EOCR and Finance will be in Workday – no longer in Oracle Learning Management (OLM) or standalone websites 1. Job postings and applications will be in Workday – no longer in Jobs@ 1. Workday can be accessed via a web browser or mobile application with Duo (some exceptions) – no i. Key required 2. Web based tool – no java updates required

WHAT IS THE WORKDAY ROLLOUT TIMELINE? 8

Project Timeline 9

WHEN WILL YOU BEGIN USING WORKDAY? 10

Launch and Stabilization Jan 7 – Mar 31 Jan 4 MC/UPG Biweekly Payday (Pay Slip viewable in Workday) 11 Jan 7 Self-Service, Time Entry*, HR work in Workday Jan 11 Feb 1 Academic Biweekly Payday (Pay Slip viewable in Workday) UPG/Academi c Monthly Payday (Pay Slip viewable in Workday) * MC will continue to use Kronos for Time Entry

WHAT TRAINING WILL BE AVAILABLE? 12

UVA Training Overview The objective of the process and technology training is to teach the University community how to access HR services, use the Workday tool, and interact with the new HR processes. It will… √ Be available starting in October q √ Be role-specific q √ Just-in-time with a targeted curriculum q √ Include many options to meet your training needs q It will not… √ Be required, but highly recommended if you’d like q to understand how to use Workday effectively 13 x

UVA Training Offerings – Delivery Mechanisms Instructor. Led courses for mgrs Classroom Job Aids 14 Instructor. Led courses for mgrs e. Learning Open Labs Concept Aids Other Materials Web Conference On. Demand Videos

Accessing Training Materials https: //ufirst. virginia. edu/learning 15

Sample Training Offering Job Aid Job aids are visual step-by-step guides that help you navigate specific tasks and functions within Workday. 16

UVA Training Example Learning Paths - Manager Example 1 Workday Essentials e. Learning (2 hrs) Before Go-Live Manager Essentials Instructor-Led (3 hrs) Recruiting and Hiring Essentials Example 2 Workday Essentials e. Learning (2 hrs) Manager Essentials e. Learning (3 hrs) Instructor-Led (2 hrs) January 2019 Time Approval On-Demand Video (5 mins) Recruiting Support Time Approval Job Aid (5 mins) Open Lab (1 hr) Dashboards and reporting After January 2019 17 On-Demand Video (10 mins) Performance Management e. Learning (1. 5 hrs) Delegation Concept Aid (10 mins) Performance Management e. Learning (1. 5 hrs) Request a Compensation Change On-Demand Video (5 mins)

UVA Training Example Learning Paths – Faculty, Staff, Team Member Before Go-Live Example 1 Example 2 Workday Essentials Workday Navigation Time Entry Support Time Entry e. Learning (2 hrs) Open Lab (15 mins) January 2019 Install Workday Mobile App Job Aid (5 mins) e. Learning (10 mins) On-Demand Video (10 mins) Review Pay Slip Job Aid (5 mins) Learning Overview On-Demand Video (10 mins) Complete Internal Application After January 2019 e. Learning (15 mins) Performance Management e. Learning (1 hr) Change Address On-Demand Video (5 mins) 18 Add a Dependent On-Demand Video (5 mins) Request Education Benefit Job Aid (5 mins)

HOW DO YOU GET HELP AFTER GO-LIVE? 19

Workday Launch Support Defining the Support Model The Workday Launch Support Model consists of the following elements: UVA HR, Workday, and SCI Leaders Workday Investigation and Solutions Team (IMPACT, ITS, SCI, Ufirst Tech & Leads) HR Solution Center Open Labs 20 HIT and ITS Help Desks HR Business Partners Training & Resources Workday (Job Aids, Training Classes, etc. ) Partners (Academic Division and SOM only) Faculty, Staff & Team Members

NEXT STEPS 21

Immediate Next Steps Please complete the following activities no later than November 30 th Activate DUO for Workday Access (Link: https: //www. its. virginia. edu/2 steplogin/enrollfacstaff. html ) Verify and Update Home Address in Oracle SSTL 22

Stay Connected Stay connected to all thing Ufirst/Workday and receive the latest updates Visit Ufirst website for project updates (Link: https: //ufirst. virginia. edu ) Subscribe to the Ufirst monthly blog summary (Link: https: //tinyurl. com/y 867 ctuf ) Follow @UVA_HR on Twitter 23

SECURITY ROLES 24

Security Role – Employee Who are they? q All faculty/staff/team members at the University What activities can they do in Workday? Include but are not limited to: q View/edit time off and leave (except the MC who will continue to use Kronos) q View/edit (when applicable) performance and goal information q Give feedback q View/edit benefits q View/edit personal data (e. g. contact information, address, etc. ) q View/enroll (when applicable) in learning courses q Refer a candidate (recruiting) q View pay information q View/edit tax information q Apply for other positions q Access basic reports q View/edit talent profile (e. g. skills, experiences, etc. ) q View org. chart What types of employees can they act upon in Workday? q Themselves 25

Security Role – Manager Who are they? q Individuals who have a direct report What activities can they do in Workday? Include but are not limited to: q Every activity an employee can do q Delegate activities q Participate in recruiting processes q Manage team performance and goals q Manage team time and absence (except the MC who will continue to use Kronos) q View team talent profile (e. g. skills, competencies, etc. ) q View management reports q Manage team job information What types of employees can they act upon in Workday? q Themselves q Direct reports 26

School/Unit Approvals Finance and Leadership Approvals Manager/ Delegate or Recruiter creates job requisition Salaried (Faculty or Staff) Wage (Faculty or Staff), Temp or Student ALL SOM employee types Financial Approver – School/Unit Finance Contact (e. g. Finance Director) Leadership Approver (e. g. Assoc Dean) Approval needed Financial Approver – Department Manager Contact (e. g. Dept Admin) Approval needed Job Requisitio n Created Same process is followed for creating an offer and off-cycle compensation changes 27 Job Requisitio n Created

Security Role – Finance Approver Two groups of employees in one security role School/Unit Finance Contact Who are they? q They are responsible to ensure these transactions are within the budget of their school/unit q For example, a Finance Director for the School of Arts & Sciences What approvals are they responsible for in Workday? q For salaried employees q Create Job Requisitions q Offer q Compensation Change Department Manager Contact Who are they? q They are responsible to these transactions are within the department q For example, a department administrator for the English Department within the School of Arts & Sciences What approvals are they responsible for in Workday? q For wage, temp or student employees and all SOM employees q Create Job Requisitions q Offer q Compensation Change How are Financial Approvers assigned? q For each Department in Oracle: q one School/Unit Finance Contact is selected q one Department Manager Contact is selected q same person can act as both q Single person can be Financial Approver for multiple Departments 28

Security Role – Leadership Approver Who are they? q They are leaders of your school or unit q For example, Senior Associate Dean for Administration, Business Unit Director, CIO, CFO, or MC Chief equivalent What activities can they do in Workday? q They will approve the following actions after the Finance Reviewer’s approval for: q Create Job Requisition q Offer (only academic) q Request Comp Change (only academic) What types of employees can they act upon in Workday? q For only regular (salaried) employee types (this excludes wage, temps, and students) 29

Security Role – Labor Distribution Schedulers Who are they? q Individuals responsible for setting up labor distribution in Oracle q For example, an admin assistant or department administrator with the Labor Distribution Scheduler security role in Oracle What activities can they do in Workday? q Receive Workday notifications to set up labor distribution in Oracle q For academic employees only 30

Security Role – Student Hiring Support (For hiring of GTA, GRA, Undergrads, Grads) Who are they? q Any non-managers in schools or units that require hiring student workers q For example, an admin assistant in the Graduate Studies Office who is responsible for hiring students What activities can they do in Workday? q They can initiate the following: q Hire student q Additional Job q Propose Compensation Change q Period Activity Pay q Once a student hire has been completed, notifications will go to both the student’s manager and the initiator What types of employees can they act upon in Workday? q All students 31

Security Role – Time Reporting Support Who are they? q Initially active timekeepers in Oracle What reports can they see in Workday? q Individuals in the time reporting support role will have the ability to run the same time reports as managers: q No time entered q Time entered but not submitted q Time submitted but not approved q My team’s upcoming time q UVA hours short q UVA critical timesheet errors q UVA time and time off by supervisory orgs w/ date range q Time off results detail (to view employees’ use or lose time) What activities CAN’T they do? q Enter, submit, or approve time on behalf of another employee 32

Security Role – Learning Roles Learning Local Administrators, Learning Enrollment Administrators, Learning Reporting Administrators Who are they? q Individuals who facilitate learning within their school/unit What activities can they do in Workday? q Learning Local Administrators q Drop courses q Manage courses q Mass enroll learners in learning courses q Set up learning catalogs q View employee learning data q Create and manage surveys q View and modify learning enrollment reports q Learning Enrollment Administrator q Set up learning catalogs q Mass enroll learners in learning courses q View employee learning data q View learning enrollment reports q Learning Reporting Administrator q View learning reports 33 What types of employees can they act upon in Workday? q Everyone within the supervisory org. that they are assigned to

Security Roles Commonly Asked Questions What are common questions asked with regards to security roles? § How are security roles determined? § Will Workday role assignments be made before go-live? § Do managers have access to employees’ personal information (i. e. home address, home phone, etc. )? § What if I need access to reports that I don’t have at golive? 34

Change & Communications Awareness Campaign https: //ufirst. virginia. edu/awarene ss 35

Feedback Survey 1. Please to go www. menti. com on your phone or computer 2. Enter the code: 40 68 85 3. Answer the questions displayed Stay Connected Visit Ufirst website for project updates (Link: https: //ufirst. virginia. edu ) Follow @UVA_HR on Twitter 36