Gearing Up for Workday
After years of planning, a new integrated HR and payroll system will go live on June 27, transforming the way employees keep track of their hours, select benefits, and get paid, and marking the largest-ever administrative change at the University. The HR/Payroll Modernization Program team has prepared extensively for potential issues that may arise, and has developed a robust plan for support during the transformational period leading up to and following go-live, when tens of thousands of people will access Workday for the first time.
According to Aubrey Fulmer, Executive Program Director, HR/Payroll Modernization Program, “We are as ready as we can be for whatever we can expect, and we’re also as ready as we can be for what we can’t. Come what may, rest assured: Resources will be in place to support you and your team.”
Through the vast collection of user guides and video tutorials provided through the newly established Integrated Service Center (ISC), employees at all levels will find everything they need to assist and empower them to become successful Workday users. The campus Readiness Teams supporting the Workday implementation will continue to be a resource after the launch as well, and mobile ISC units will be deployed across the UW system on a scheduled basis to provide hands-on support.
Integrated Service Center
The ISC is designed to be a one-stop resource for UW employees’ payroll or HR needs. The ISC website is live with training information and tutorials now, and the service center capability will “go live” on June 27, in conjunction with Workday.
“UW staff and leaders should think of the ISC as their ‘911’ in that ISC staff will be our first responders to assist with any Workday problems, large or small,” explains Dave Anderson, Lead Executive Sponsor on the project and Executive Director for the Health Sciences Administration. “No one should hesitate to contact the ISC via phone or email, or to visit in person.”
The ISC will have additional staff on hand, with extended weekend hours, to help support employees during the first week Workday goes live. Incoming questions to the ISC will be triaged via a tiered system: Front-line staff will help with common systems questions, while staff who are highly knowledgeable about University policies and procedures will assist with more complex questions. Finally, any questions or problems that are outside the scope of the ISC will be handled by specialists in UW Human Resources, Academic Personnel, and Finance.
Online Resources. Through the ISC website, employees will be able to access numerous user guides, instructional videos and Workday 101 resources as needed. Consistent updates about the program can also be found on this site.
Mobile Deployment Teams. Mobile support will be available to units and locations throughout the UW system, and on a scheduled basis to follow the “office hours” model. Details will be shared with the readiness leads and on the ISC website once a schedule is finalized.
Manager Checklist
With go-live less than a month away, the program has developed a number of checklists to help make sure you and your team are on track. Here’s a brief snapshot:
- All UW employees should be enrolled in Duo, a two-factor authentication solution that adds a second layer of security when signing in with your UW Net ID. Confirm that your employees have enrolled, and ask those who haven’t to enroll now.
- Before June 19, review the accuracy of your personal information in our current ESS, and make any necessary updates.
- Be prepared for the transaction black-out period, June 19–26. During the black-out period, data will be converted from our legacy systems to Workday; therefore, new hiring and other changes involving payroll systems should be completed before or initiated after this period. This does not include time entry.
- Intensive users of Workday—that is, employees who support human resources and payroll functions in the department—should attend classroom training, which is being offered through July. Ensure the appropriate staff members have attended or registered for training here.
- Casual users—employees who will use Workday simply to track their own time, update their personal information, and manage their benefits—should access instructional videos or online user guides. Many are available now at the ISC website, and more will be posted by the time Workday launches.
- Remember that the ISC is here for you; it is a central resource for all UW employees and organizations and will be equipped with staff and knowledge to support your needs.
