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INTEGRATED
RENEWAL
PROGRAMWorkday Wednesday: FAQs
January 29, 2019
TODAY’S OUTLINE
Your FAQS… Answered!
Q&A
Workday at UBC
HAPPY
BIRTHDAY,
ASHLEY!!!
WHY WORKDAY?
A better user
experience for
faculty, staff and
students – anywhere,
anytime.
A new set of tools
to replace 25 year-
old institutional
systems which have
reached end of life.
Streamlining
administrative
processes to make
our work easier and
faster.
Real-time data
and reporting for
effective decision
making and more
transparency.
WHY WORKDAY?
WHAT IS IN SCOPE?*
HUMAN RESOURCES
• Benefits
• Compensation
• Core HR Management (incl.
Onboarding/Off-boarding)
• Payroll
• Recruitment
• Workforce Management –
Time & Attendance
STUDENT
• Admissions (Undergraduate)
• Assessment Outcomes
• Curriculum Management (limited)
• Enrolment
• Graduation
• Learner Financial Management
• Learner Financial Support
• Learner Management
• Program Planning and Management
• Progression
• Registration
• Scheduling
• Transfer Credit
FINANCE
• Budget Development (core to Workday)
• Capital and Asset Accounting
• Endowment Accounting (UBC Methodology)
• Forecasting (Workday Planning)
• Institutional Accounting
• Procure to Pay
• Research/Post Award Grants Administration
• Revenue Accounting
• Treasury and Cash Management
• Travel and Expense
*Scope areas listed have budget approval. This is a multi-year program and new functionality will be introduced to meet UBC’s evolving needs in subsequent years.
FAQs – FIN
FAQs – FIN
Will the PO threshold remain at $3,500?
Yes, the threshold will remain at $3,500 on Workday go-live – this will
be reviewed again post-go-live. Requisitions will not be limited to
goods or services over the $3,500 limit and the creation of purchase
requisitions in Workday is encouraged regardless of the amount
especially as punch-out catalogues will be in place.
FAQs – FIN
Can I delegate someone to handle my expense claims on my behalf?
Yes. Workday has the functionality to assign delegates and
determine tasks (beyond expenses) they can/cannot perform on your
behalf.
FAQs – FIN
Can the Workday mobile app be used to reconcile transactions on
my UBC Credit Card?
Yes. This also applies to expenses using your personal card or cash.
You can take a photo of your receipt on your phone and either
reconcile it using the mobile app, or save it as a quick expense to
reconcile later.
FAQs – FIN
Will RISE integrate with Workday?
Yes. Determining how RISE will integrate is part of the ongoing work
of the Application Ecosystem Program. Todd Zimmermann is the
contact for the Okanagan campus.
FAQs – FIN
Can I manage my research grants in Workday?
Yes. In the Grants Dashboard, you will be able to see remaining
balance, important dates, a list of all active grants, and grants
expiring in the next 90 days.
FAQs – HCM
FAQs – HCM
Will Workday be used for scheduling?
No, Workday does not offer this functionality. Faculties and
departments that schedule hourly employees will continue to use
their current applications for this.
FAQs – HCM
Will Workday be able to track academic appointments, tenure, etc.?
Yes. Academic positions and academic appointments will all be
completed and tracked through Workday.
FAQs – HCM
Will we use Workday to recruit student positions?
Yes, you can use Workday to post student positions and complete
student hires. The current student job board (Symplicity) will still exist
when we go-live, so you have the option of using both platforms, or
one or the other.
FAQs – HCM
Will all staff use Workday for time tracking and absence?
Yes! All staff will use Workday for this functionality. Systems such as
the Personal Absence Tracker (PAT) will be replaced by Workday
and will no longer be used.
FAQs – HCM
Is overtime/STAT holiday automatically calculated in Workday?
Yes. When entering time, you enter the actual number of hours
worked and Workday will calculate the overtime rate depending on
the employee group. For hourly employees, hours worked on STAT
holidays will also be automatically calculated in Workday. However,
this does not apply to salaried employees and this will have to be
manually calculated.
FAQs – HCM
Can an employee view their team’s vacation calendar?
Yes. All employees reporting to the same manager (aka a
Supervisory Organization ) can see all vacation requests in their
Sup Org.
FAQs – HCM
Will managers be able to see new hire’s progress in completing the
onboarding tasks?
Yes! The image on the next slide shows a typical onboarding
homepage in Workday. A manager, or whomever initiated the hire,
can see the new employee’s progress in completing their assigned
onboarding tasks.
Onboarding Homepage
FAQs – HCM
Can new hires complete their onboarding tasks prior to their start
date?
Yes! Once the hire is completed and they’ve signed their employment
agreement, they can access the onboarding homepage and
complete their assigned tasks.
FAQs – HCM
Does onboarding include student workers?
Yes.
FAQs – HCM
Do the insurance companies still require paper original benefits
documents + signatures?
The benefits team has worked closely with SunLife and other
benefits providers and they will accept electronic forms and
electronic signatures.
FAQs – HCM
Can I use the Workday mobile app to submit an absence?
Yes.
FAQs – HCM
What does a Supervisory Organization look like if an employee reports to more
than one manager?
When an employee reports to more than one manager, this employee would be
in a Matrix Organization. The concept of a Matrix Organization is illustrated
below.
Manager A
Sup Org A
Manager B
Sup Org B
Matrix Org C
FAQs – misc.!
FAQs – misc.
Will there be a training ‘sandbox’ where we can use the system
before we go-live?
Yes. As part of training, you will have access to the Workday training
sandbox.
FAQs – misc.
When will I receive training?
The training roll-out will begin three months prior to go-live.
FAQs – misc.
What is a Transition Lead/Transition Captain? Who is my TL/TC for my unit?
A Transition Lead is typically in a management position within a faculty/department and works
directly with the IRP to complete important pieces of work to ensure Workday will be correctly
configured for their unit. Think ‘high-level’ decision-making.
A Transition Captain is someone who frequently uses either the HR or Finance systems in their
day-to-day and has a deep understanding of the processes in their unit. Transition Captains will
become the go-to people for IRP information among their peers, especially once we go-live.
Members of the Transition Network are volunteering on top of their day-to-day to work with the
IRP! If you are unsure of who is the Transition Lead/Captain for your unit, ask Lauren. We will
also put this information in the upcoming IRP In the Know Newsletter.
FAQs – misc.
Can managers do batch approvals in Workday?
Yes.
FAQs – misc.
Will PeopleSoft and Workday run in parallel post go-live?
No. Once we switch to Workday, PeopleSoft will be shut off.
FAQs – misc.
What are Workday Security Roles?
Workday Security Roles determine users’ access to certain functions
in Workday. They are assigned to different UBC employees based on
what they need to view, initiate, and approve in Workday.
FAQs – misc.
How much data from PeopleSoft will be brought over into Workday?
Finance: 1 year of data. Access to all historical data will be available
outside of Workday in a data warehouse in a read-only format.
HR: This is a working decision currently sitting with program
governance. All access to historical data will be available, similar to
Finance data.
QUESTIONS?
Next Workday Wednesday: Wednesday, February 12 | SCI 331| 12:00 – 1:00pm
IRP OKANAGAN TEAM
Want to request an IRP presentation for your unit? Have questions?
Get in touch with us!
Carri Lawrence | [email protected]
Lauren Hatchard | [email protected]
Ashley Bloor | [email protected]
Danielle Pannu | [email protected]
Erin Shannon | [email protected]