- What is included in the new HCM/Payroll System?
The new HCM/Payroll system will include HR, Benefits, Compensation, Performance Management, Recruiting, Payroll, and Time Tracking.
- Why is the Workday implementation no longer including financials?
The Financials implementation was paused in August 2017 pending a business process improvement project. Read the email from President Gregory L. Fenves to all employees for more information.
- What will the Workday icons mean in the environment?
Please see the Workday Icon Glossary Quick Reference Guide.
- What are key terms that I should be aware of in Workday?
Please see the Workday Terms page for a more comprehensive list of key terms in the Workday environment.
- How will our current business process change when we implement Workday?
Since Workday includes predefined business processes, we anticipate that there will be changes to our existing business processes as we implement the new system as well as the need to learn how to perform job tasks within Workday. The Enterprise Readiness Team will be working with units across campus to review the new processes in advance of go-live and help make necessary preparations. Both instructor-led and online training sessions will be available to learn how to perform job tasks in Workday. See Also: UT’s own Workday Basic Navigation Video.
- When will training take place?
Training will take place beginning August 2018 and will continue through the Workday Go Live. Training will be provided in both Instructor-Led (classroom) training and in digital, online formats. What training an employee should receive will be determined the security role they are assigned in Workday (similar to DEFINE Desks and Views today).
- Will Workday Impact All Employees?
Yes, Workday will impact all employees to some degree. All employees will use Workday to submit time, claim leave, update personal information, view benefits, and claim tax forms.
- When is Workday going live?
Workday will go live in November 2018. Go live is not one day in time, but a process that may take up to two weeks. The process begins with turning HRMS to view-only prior to data being extracted from HRMS and loaded into Workday. Central processing offices will gain access to Workday first, followed by a select group of users, before opening the system to all employees.
- Is DEFINE being replaced?
DEFINE is not being replaced. DEFINE will remain the system of record for financials. Certain business processes related to payroll and job costing will be impacted.
- What types of reports will Workday provide?
HR, Benefits, Compensation, Performance Management, Recruiting, Payroll, and Time Tracking. A Learning Management System will be handled by a third party product that is still under evaluation.
- What sources of information will be used for reporting in the future?
In addition to becoming the official source of business information for HCM, payroll, and financials, Workday will also become the main source for your reporting needs whenever possible. Reporting from the Institutional Data Store (IDS) using Cognos or other tools will supplement Workday reporting capabilities and will be used whenever data that do not exist in Workday are needed.
- If I am used to getting my reports through Cognos, where will I get them when Workday goes live?
If there are critical data that Workday does not handle or if date ranges fall outside of what will exist in Workday, then the Enterprise Data Management (EDM) team will coordinate the use of other systems such as Cognos, Tableau, and the Institutional Data Store (IDS).
- Will my Cognos cubes and reports still be available?
Many Cognos cubes and reports, particularly those that provide trend data, will continue to be available. In some cases, data that existed in the IDS before Workday and new data from Workday will be similar enough to continue reporting trend data from the same cubes you are using now. In other cases, business processes may change to such an extent that old and new data will be presented in separate cubes.
- Will every piece of existing data from the mainframe and Workday be available in the IDS?
No; the IDS is not a backup system. Any data from the mainframe that will no longer be needed will be archived separately. Data that are in Workday will be backed up on Workday servers. The Institutional Data Store (IDS) will only store a subset of Workday data if the data have been identified as our most important data and are a requirement for a critical downstream report or data feed that cannot be handled by Workday or another application.
- Will the ASMP team re-create all of my reports for me?
No; many of the reports you use may already be available in Workday, so there should be no need to re-create all of the reports you use today. Also, some reports you currently use may become obsolete if Workday can provide the information you need in a different way.
- How do you know what reports I will need?
The Enterprise Data Management (EDM) team is collecting sample reports for a Reports Inventory to see what data we need for critical reporting.
- Who is representing my area to ensure we have reporting and data access/continuity?
Subject Matter Experts (SMEs) representing every college, school, and unit across campus are working with the ASMP team to make sure the University continues to have access to the quantity and quality of data needed for statutory, institutional, and mission-critical decisions.
- How will I learn to use reports in Workday?
Workday reports are designed to be intuitive. To make the transition process as easy as possible, the ASMP team will provide training and support so everyone has an opportunity to ask questions, get help, and learn Workday reporting as a community.
- If I have suggestions or questions about data access/continuity or reporting in Workday, whom should I contact?
If you have suggestions or questions about data access/continuity or reporting in Workday, contact firstname.lastname@example.org