Workday

DECEMBER

DEC. 12, 2024

Workday Thursday: Business Processes

This week, we’re exploring Business Processes in Workday, with a focus on how budgeting, forecasting, and financial reporting will evolve as we move away from our current tools and into the integrated world of Workday and Adaptive Planning.

A New Era of Financial Business Processes

Today, managing budgets and financial data often means working across multiple systems—PlanUW for budgeting forecasts, SFS for financial transactions, CAT for compensation budgets, and JET for certain campus-specific entries. This complexity can slow decision-making and make it harder to get a clear picture of where things stand.

With Workday and Adaptive Planning, these processes come together in a single integrated platform. Budgets, transactions, compensation changes, and forecasts will live in one place, and budget amendments (formerly budget transfers) will be completed directly in Workday. Three separate budget structures—grants, projects, and annual all-funds budgets—will ensure tailored workflows for each category.

Improved Forecasting, Budgeting, and Reporting

In the Workday world, data flows seamlessly into Adaptive Planning, where staff can build forecasts, create annual budgets, and track results over time. With real-time data and user-friendly reporting tools, including drag-and-drop parameters and intuitive dashboards, you’ll have better visibility and more flexibility in managing financial resources.

Access up-to-the-minute financial information to compare budgets against actuals and make timely adjustments.
Build your own reports with minimal effort, respond quickly to data requests, and enjoy visual dashboards for instant analysis.
Via OfficeConnect integration, bring Workday data into spreadsheets for detailed, personalized reporting and analysis.

Benefits

This integrated, user-friendly environment will reduce complexity, enhance decision-making, and create a consistent framework for budgeting and financial planning. Staff can expect:

Fewer ancillary systems and manual processes.
A framework adaptable to different budgeting needs.
Timely, accurate data supports proactive management.
Robust tools enable quicker insights and data-driven decisions.

As we move toward July 2025, you’ll have opportunities to train in Workday and Adaptive Planning, ensuring you’re ready to make the most of these enhanced business processes.

Next Issue:

This is the last Workday Thursday until next semester. Happy Holidays!

DEC. 5, 2024

Workday Thursday: End-to-End Process Rollout

Welcome back to Workday Thursday! This week, we’re diving into the End-to-End Process Rollout in Workday—a critical step in preparing for the system’s launch in July 2025. This phase ensures that Workday’s processes work seamlessly across all functional areas, paving the way for a smooth transition.

What is the End-to-End Process Rollout?

The End-to-End Process Rollout (E2E) is designed to test and validate every step of Workday’s workflows, from start to finish. By simulating real-world scenarios, E2E ensures that Workday integrates smoothly with other systems and that processes flow as intended for all users.

Key areas covered in E2E testing include:

Time-Off Requests: Verifying the submission, approval, and tracking process for employee time-off.
Expense Management: Testing expense submission, review, and reimbursement workflows.
Payroll Processing: Ensuring payroll runs accurately and on time, with real-time reporting and compliance checks.
Recruitment and Onboarding: Validating the candidate experience and onboarding process for new hires.

Why Does E2E Matter?

E2E testing and rollout are essential for identifying and resolving potential issues before go-live. This ensures that every part of the system functions properly, minimizing disruptions and providing confidence in Workday’s performance.

Benefits of E2E testing:

Ensures processes work not only within individual departments but also across interconnected workflows.
Provides a chance to familiarize staff with Workday’s tools and functionality.
Validates that information flows correctly across systems, maintaining accuracy and compliance.

How It Impacts You

During this rollout, selected teams and departments may participate in testing to ensure Workday is optimized for all users. This participation is key to ensuring the system meets the unique needs of our campus community.

Additionally, ongoing updates and training will be provided to ensure everyone is prepared for Workday’s full implementation in 2025.

Next Issue: Business Processes in Workday

In our next issue, we’ll explore Business Processes in Workday—the workflows that ensure tasks are completed efficiently and accurately. Learn how Workday organizes and automates tasks like approvals, notifications, and reporting to keep everything running smoothly.

NOVEMBER

NOV. 14, 2024

Workday Thursday: Budgeting and the Transition from WISER

This week, we’re focusing on Workday’s budgeting capabilities and the upcoming transition from the Wisconsin Enterprise Reporting (WISER) system. As WISER is phased out in July 2025, Workday will become our new platform for budgeting and financial reporting, allowing UW-Parkside staff to manage and analyze financial data more seamlessly and efficiently.

Budgeting in Workday: Key Enhancements

Workday’s budgeting tools offer a fully integrated platform designed to simplify and streamline budgeting and financial planning. Here’s what to expect:

Unlike the current setup where financial transactions occur in the Shared Financial System (SFS) and reporting is managed in WISER, Workday combines budgeting, financial transactions, and reporting into a single system. This integration will simplify workflows and reduce the need to switch between platforms.
With Workday, budget data is available in real time, providing immediate insight into financial performance, spending trends, and budget status, which will support better-informed decisions.
Workday’s advanced reporting tools enable customizable financial reports, making it easy to track budget performance, identify variances, and prepare forecasts. This upgrade over WISER’s capabilities will allow for more precise and flexible financial oversight.

Transitioning from WISER to Workday

The transition from WISER to Workday will be a significant change, but one that brings valuable improvements in our budgeting and financial processes. Here’s what the transition will look like:

Phased Implementation: WISER will be fully replaced by July 2025. In the lead-up to go-live, we’ll roll out training sessions, online resources, and hands-on demos to ensure a smooth transition.
Data Migration and Continuity: All essential financial data from WISER will be securely migrated to Workday, ensuring no loss of historical records or reports. This continuity means that users can access past data alongside new transactions in a single location.
Dedicated Support: Throughout the transition, ATP staff and the UW-Parkside readiness team will provide ongoing support to answer questions, troubleshoot issues, and ensure a smooth transition from WISER to Workday.

What’s Changing, and Why Does It Matter?

Integrated Budgeting and Financial Reporting: By consolidating budgeting, transaction processing, and reporting, Workday eliminates the complexity of navigating between SFS and WISER, streamlining financial operations across the UW System.
Improved Access to Financial Data: Real-time data and advanced reporting tools will provide greater visibility, flexibility, and control over budgets, enhancing our financial planning and responsiveness.

Next Issue: Taking a Brief Break

We’ll be taking a two-week hiatus for Thanksgiving and will return on Dec. 5. Wishing you a Happy Thanksgiving!

NOV. 7, 2024

Workday Thursday: Employee and HR Changes, and Recruitment

This week, we’re diving into how Workday streamlines employee management and HR processes, including recruitment, hiring, and onboarding, creating a more efficient and seamless experience from candidate selection to staff development.

Employee and HR Changes

Workday simplifies the management of employee information and HR changes with a central platform that allows for quick and accurate updates. With Workday, managers and HR staff can access real-time data, reducing administrative tasks and ensuring smoother employee transitions.

Key features of Workday’s HR tools include:

Streamlined Employee Records: Workday consolidates key data, so any updates—whether for new contact information, position adjustments, or departmental transfers—are reflected across relevant systems instantly.
Efficient Role Changes: Employee role updates, such as promotions, transfers, and department changes, are easy to manage with Workday’s secure interface.

The centralized approach allows HR and managers to update records in one location.

Recruitment and Onboarding

From candidate application to onboarding, Workday supports each stage of recruitment with tools designed for both hiring managers and applicants. Workday makes the entire hiring process more transparent and collaborative.

Key benefits of Workday’s recruitment tools:

Workday provides a full view of each candidate’s progress in the application process, helping managers stay organized and informed throughout hiring stages.
Multiple stakeholders can access relevant information, share notes, and collaborate on candidate selections within the platform.
Once a candidate is hired, onboarding workflows make it easy to complete necessary forms, set up new hire training, and access resources, so new team members can quickly become integrated and productive.

What’s Changing, and Why Does It Matter?

Centralized Employee Data enables real-time updates, reducing errors and ensuring information accuracy.
Integrated Recruitment and Onboarding simplify the hiring process and enhance collaboration across departments.
Streamlined HR Workflows ensure that employee records stay accurate through transitions.

Reminder– Open House on Nov. 13

You are invited to a Workday Open House event from 10 a.m. to 2 p.m. on Wednesday, Nov. 13 at Main Place – Wyllie L1 (in front of the Library). Drop in as your schedule allows.

This is an opportunity to get a first look of Workday, explore employee/manager self-service features, and learn more about Workday training and go-live plans in 2025. Attendees will have an opportunity to test out Workday and speak with ATP staff and UW-Parkside Readiness Team members about what to expect in the coming months as we transition to Workday.

Next Issue: Employee and HR Changes, Recruitment

In our next Workday Thursday, we’ll cover the upcoming changes in budgeting, as the WISER system is set to be discontinued. Learn how Workday will support budgeting needs moving forward, with updated tools designed for efficiency and ease of use.

OCTOBER

OCT. 31, 2024

Workday Thursday: Managing Personal Information

Today, we’re focusing on how Workday’s Personal Information Management tools make it simple to keep your personal records accurate and up-to-date—from your contact details to emergency contacts.

Easily Update Your Personal Details

With Workday, you have control over your personal information in one convenient location. You can easily update your details, ensuring HR and other relevant teams have the most current information when they need it.

Key features of managing personal information in Workday:

Change your address, phone number, or personal email directly in Workday without paperwork or lengthy processing times.
Add or update emergency contact information quickly, ensuring that the right people can be reached if needed.
Control who can view certain personal information, so you’re able to share what you’re comfortable with while still keeping records accurate.

What’s Changing, and Why Does It Matter?

Improved Accuracy: Keeping your information current ensures efficient communication and support.
Enhanced Self-Service: Manage your data independently, saving time and effort for yourself and HR staff.
Privacy Options: Workday’s settings provide more control over which details are visible to specific audiences.

Save the Date – Open House on Nov. 13

You are invited to a Workday Open House event from 10 a.m. to 2 p.m. on Wednesday, Nov. 13 at Main Place – Wyllie L1 (in front of the Library). Drop in as your schedule allows.

Next Issue: Employee and HR Changes, Recruitment

In our next Workday Thursday issue, we’ll dive into Workday’s tools for managing employee and HR changes, as well as recruitment processes. Discover how Workday simplifies hiring, onboarding, and staff changes, providing a seamless experience from candidate selection to employee development.

OCT. 24, 2024

Workday Thursday: Learning and Mandatory Training

This week, we’re exploring how Workday simplifies the management of learning and mandatory training, making it easier for employees to stay on top of required learning and for managers to track completion.

Workday’s learning management features provide a streamlined way for employees to complete mandatory training and stay up to date on their development. The platform integrates learning directly into your Workday account, giving employees easy access to assigned training courses and self-paced learning modules.

Key features of Workday’s Learning and Training tools:

Centralized Learning Hub: All assigned training, from compliance courses to professional development modules, is easily accessible through Workday’s learning dashboard.
Progress Tracking: Employees can see their progress on required training, with clear deadlines and completion statuses. This helps to ensure that everyone meets compliance requirements on time.
Mobile Access: Training can be completed anytime, anywhere. The mobile app allows users to work on learning modules and complete courses on the go, providing flexibility to fit learning into busy schedules.

Why Does It Matter?

Workday’s integrated learning management system helps to ensure that employees stay compliant with required training, making the entire process smoother and more transparent for both employees and managers.

With the added convenience of mobile access, training becomes more flexible and accessible, leading to higher completion rates and more effective learning.

What’s Changing?

Centralized Training Access ensures all mandatory and optional learning is in one place for easy management.
Mobile Learning allows users to complete training wherever they are, improving convenience and compliance.
Clear Progress Tracking helps employees stay on top of their required training with ease.

Next Issue: Managing Personal Information in Workday

In our next Workday Thursday issue, we’ll explore how Workday makes it easy for you to manage and update your personal information, ensuring that your records are accurate and up to date, from contact details to emergency contacts.

OCT. 17, 2024

Workday Thursday: Manager Self-Service and Approvals, and Performance Evaluation

This week, we're diving into Workday Security Roles—a critical component for managing access and responsibilities within the system.

Workday Security Roles: What They Are and Why They Matter

In Workday, Security Roles define what users can see and do in the system, ensuring secure, controlled access to sensitive information and tasks. These roles are tailored to specific job responsibilities, allowing employees to perform their duties efficiently while protecting data integrity.

Key features of Workday Security Roles:

Employees are granted access to data and functions based on their role, ensuring they can only see and modify information relevant to their responsibilities.
Workday’s security setup ensures that sensitive tasks, such as approvals or financial reporting, are only accessible to those with the appropriate authority, maintaining a secure workflow.
Security roles are customizable, meaning departments can assign the right level of access based on specific organizational needs.

Here are some of the common security roles in Workday:

Employee Self-Service (ESS): This role is for all employees, allowing access to view pay slips, submit time-off requests, and manage personal information.
Manager Self-Service (MSS): Managers with this role can approve time-off requests, manage team performance evaluations, and access team compensation data.
Expense Data Entry Specialist: This role allows designated staff to input expense reports on behalf of others, ensuring smooth expense management.
HR Partner: An HR Partner has access to employee data and can initiate tasks like hiring, role changes, and more.

What’s Changing, and Why Does It Matter?

Role-based access keeps data secure.
Customizable roles streamline workflows.

Links to Resources

7 Workday Facts and Features -- This video gives a quick overview of some of the top features.

Next Issue: Training

In our next Workday Thursday, we’ll explore how the platform helps employees manage required training, track progress, and access learning resources.

OCT. 10, 2024

Workday Thursday: Manager Self Service and Approvals, and Performance Evaluation

This week, we're exploring how Workday simplifies key management tasks with its Manager Self Service tools, as well as the streamlined process for performance evaluations.

Manager Self Service and Approvals

With Workday’s Manager Self Service (MSS) features, managing your team becomes more intuitive and efficient. The MSS tools provide a central hub where managers can access critical tasks, including employee approvals, time tracking, and overseeing compensation changes—all in one place.

Key benefits of Manager Self Service in Workday:

From time-off requests to expense reports, Workday consolidates approvals, giving you full visibility into what’s pending and what’s been completed.
Managers can view their team members' key information, including work schedules, compensation, and performance reviews, from an easy-to-use dashboard.
Stay updated with real-time data on team performance, time off, and other HR metrics. This visibility ensures better decision-making and smoother operations.

Workday’s streamlined approval workflows allow you to quickly review and approve requests, ensuring that important tasks are completed in a timely manner, even when you’re on the go. Approvals can also be handled through the mobile app, making it easier than ever to manage tasks no matter where you are.

Performance Evaluations

Performance evaluations in Workday offer a more efficient and structured process, reducing administrative overhead and providing a clearer path to feedback and employee growth.

Key features of Workday’s performance evaluation process:

Employees can complete their self-assessment directly within Workday, allowing for a smoother and more transparent performance evaluation process.
As a manager, you can provide feedback on employee performance, set goals, and track progress throughout the evaluation period.
With Workday’s integrated platform, managers and employees can set clear, measurable goals that align with departmental and organizational objectives.

The new evaluation process encourages ongoing conversations between managers and employees, promoting a culture of continuous feedback and professional development. Additionally, all evaluations, goals, and feedback are stored in a single system, making it easy to track progress and refer back to previous discussions.

What’s Changing, and Why Does It Matter?

Centralized Manager Self Service allows managers to access all key tasks in one place, improving oversight and efficiency.
Streamlined Performance Evaluation tools ensure better feedback and growth opportunities for employees and simplify the evaluation process.
Mobile Approvals give managers flexibility and ensure tasks get done even when away from the office.

Links to Resources

Watch this video, which covers Approvals functionality in greater detail.

Next Issue: Understanding Workday Security Roles and Their Importance

In our next Workday Thursday issue, we’ll delve into security roles within Workday, exploring how they protect sensitive information while empowering users to perform their job functions effectively.

OCT. 3, 2024

Workday Thursday: Expense Reports and Mobile Access

Welcome to this week’s Workday Thursday, where we explore how Workday simplifies submitting and managing expense reports, as well as the convenience of mobile access.

A Simplified Expense Reporting Process

Do you find submitting and tracking expense reports frustrating? Workday will change that. By integrating expense reporting into one centralized platform, Workday makes it easier for employees across the UW System to submit, approve, and track expense reports.

With Workday, you’ll be able to:

Submit and track expense reports all in one place.
Use the intuitive Expense Management Dashboard to view the status of submitted reports.
Take advantage of the streamlined approval process, which ensures faster reconciliation and reimbursement.

Workday on the Go: Mobile Expense Management

One of the most exciting aspects of Workday is its mobile app, available on iPhone, iPad, and Android devices. This app allows you to create, submit, and approve expense reports from anywhere. You can even upload photos of your receipts directly through the app.

Key features of the Workday Mobile app for expenses include:

Submitting and approving expense reports from your phone or tablet.
Automatically calculating driving mileage when creating expense reports, saving time and effort.
Fast access for approvers to review and approve expenses with just a few taps.

What’s Changing, and Why Does It Matter?

Workday brings all expense reporting tasks into one system, making it easier to track out-of-pocket and card expenses.

The mobile app provides flexibility and speed for both submitters and approvers, improving productivity.

Links to Resources

Watch this video, which will walk you through the expense report and mobile app functionality.

Next Issue

Next week’s Workday Thursday will provide an overview of Manager Self Service and Approvals, as well as the Performance Evaluation functionality. Learn how Workday streamlines managerial tasks and supports effective performance evaluations.

SEPTEMBER

SEPT. 26, 2024

Workday Thursday: Benefits and Pay

Welcome back to Workday Thursday! This week, we’re diving into the new and enhanced features for managing benefits and pay in Workday. These tools are designed to give employees across the Universities of Wisconsin more control and transparency over their compensation and benefits information.

Overview: Streamlined Access to Benefits and Pay

Workday’s Benefits and Pay Hub is a centralized location where faculty and staff can manage all aspects of their compensation and benefits information, making the process more streamlined and user-friendly.

With the new hub, you’ll be able to:

Access and review your pay history, pay slips, and retirement contributions.
Update W-4 information for federal and state withholdings, adjust marital status, claim allowances or exemptions, and modify additional tax withholdings.
Make payment election changes, allowing you to designate up to five accounts for your paycheck.
Start, stop, or change supplemental retirement contributions anytime, without needing assistance from a Benefit Partner.

These features will save time and reduce the need for HR intervention, letting you directly control your information.

New Feature Highlight: Model My Pay

A standout feature of Workday is the Model My Pay paycheck estimator tool, which allows employees to explore hypothetical changes to their pay. You can estimate how adjustments to your earnings, taxes, or deductions will impact your future pay slips, all from the comfort of the Workday interface.

This tool is helpful for planning around life changes like adjusting retirement contributions or modifying withholding amounts. Previously, there wasn’t an option to view these kinds of hypothetical scenarios. Now, you’ll have the data you need to make informed decisions about your finances.

What’s Changing, and Why Does It Matter?

All payroll and compensation information will be in one place for easier access.
Employees will have self-service options for managing their benefits and retirement savings elections in Workday.
No more relying on a Benefit Partner to manage supplemental retirement contributions—you will have control.
The Model My Pay tool gives you visibility into potential changes before they happen, providing clarity and peace of mind.

Links to Resources

For more detailed information on managing benefits and pay in Workday, check out these resources:

Benefits and Pay Hub & Pay Modeler

Next Episode Preview: Expense Reports and Mobile Access
In our next issue of Workday Thursday, we will explore how Workday simplifies submitting and managing expense reports, along with the convenience of mobile access.

SEPT. 19, 2024

Welcome back to our Workday Thursday series, where we help you navigate the upcoming changes and features in the new Workday platform. This week’s topic is Time and Absence Management.

Key Updates for Time and Absence Management

With Workday, managing your time off, leaves of absence, and hours worked will be easier than ever. Here are the key highlights:

What’s Going Away

Old HR Portals for submitting time off and tracking absences.
Separate Systems for timekeeping and absence management.

What’s Replacing It

Workday’s Unified System: All timekeeping, leave requests, and absence tracking will be handled within the Workday platform. Whether you’re an employee tracking your own time or a manager approving requests, everything is accessible from the same place.

Time and Absence Features

Workday will streamline several processes for managing time and leave:

Real-Time Updates: Time-off balances are automatically updated as soon as you request leave or log hours, giving you an accurate view of your available time.
Mobile Access: You’ll be able to submit time-off requests or report absences from anywhere using the optional Workday mobile app.
Employee Self-Service: Easily request time off, view your timesheet, or check your absence balance, all in one place.
Manager Self-Service: Managers will have a clear, real-time view of their team’s time off, making it easier to approve or manage requests and support staffing decisions.

Click here for a brief video that outlines the changes to Time and Absence.

SEPT. 12, 2024

Introducing the New Workday Dashboard – Simplifying Your Administrative Tasks

As part of the Administrative Transformation Program (ATP), UW-Parkside is preparing to launch Workday, a new system that will simplify and standardize key processes like finance, human resources, and research administration. This is the first in a series of weekly updates to keep you informed as we move toward implementation.

Please view the following video for a high-level overview of the Workday conversion.

This Week’s Update: The New Workday Dashboard

In the current system, accessing different administrative tasks often requires logging in to multiple platforms, such as the HR portal or finance system. Workday changes that. With the new, all-in-one dashboard, you will no longer need multiple logins. Everything from managing personal information to submitting expense reports will be housed in a single, integrated platform.

What is the Dashboard?

Think of it as your central hub where all employment-related tasks can be accessed with just one login. Whether you're submitting time off, viewing pay slips, or updating your contact information, the dashboard is designed to streamline your workflow.

Employee and Manager Self-Service

Workday’s dashboard provides customized views based on your role. Employees will have access to self-service options like managing personal details, while managers will have additional tools to approve timesheets and manage team-related tasks.

Your new dashboard will be based upon your security roles. To help you visualize the change, here’s a look at the current dashboard and a preview of the new one:

Current: Multiple logins for different systems like the HR portal.

Current Dashboard

After: One streamlined dashboard in Workday

Workday Dashboard Home page

Key Project Dates

Here’s a high-level look at the major milestones for the Workday implementation:

User Experience Testing: August 2024 – October 2024
This testing involves real users interacting with Workday to provide feedback on usability and training materials.
Final Testing & Preparation: November 2024 – February 2025
End-User Training: March 2025 – August 2025
Go-Live Date: July 2025

Workday Resources

We’ve gathered some helpful resources to support you through this transition. Please take a moment to explore the following links:

These resources will continue to grow as we approach the go-live date, so be sure to check back for updates.

Next Episode: Time and Absence Management

In next week’s update, we’ll dive into Workday’s time and absence functionality. Learn how to submit and track time off, manage your balances in real time, and explore new features that make scheduling easier.

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