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 | carri.lawrence@ubc.ca

Lauren Hatchard | lauren.hatchard@ubc.ca

Ashley Bloor | ashley.bloor@ubc.ca

Danielle Pannu | danielle.pannu@ubc.ca

Erin Shannon | erin.shannon@ubc.ca