Welcome to the first edition of our remote Workday Wednesday series!

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Workday Wednesday: Student Hires in Workday

INTEGRATED

RENEWAL

PROGRAMWorkday Wednesday: Student Hires in Workday

April 8, 2020

Danielle Pannu, UBCO and Recruitment Subject Matter Expert

Ashley Bloor, UBCO and Recruitment Subject Matter Expert

Lauren Hatchard, Change Management Analyst

TODAY’S OUTLINE

Student Hires in Workday – Review and Demo

Q&A – Use the ‘Chat’ box at the bottom of your screen on Zoom

Workday at UBC

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.

WHAT IS IN SCOPE?*

HUMAN RESOURCES

• Benefits

• Compensation

• Core HR Management (incl.

Onboarding/Off-boarding)

• Payroll

• Recruitment

• Time & Absence

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

* Will be implemented in Release 2

*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.

HIGH-LEVEL IRP TIMELINE

February March April May June July August September October November

All-

Community

Activities

Key Dates

Training

Comms &

Engagement

HR &

Finance

Community

Activities1

Finance

Community

HR

Community

HR and Fin

Communities

Training Delivery

Cutover Communications

TBD: Attend User

Confirmation

Review Sessions

Fiscal

Year

End

Change Readiness Assessment #3

Training Webinar Refreshers

Review Future State Workday

Business Processes

Training Delivery

Schedule Shared

TodayNov 2

Go-Live

Foundation

Data Model

Update

Supervisory Organization

and Security Role

Mapping Data Validation

Confirm Trainers for

Train-the-Trainer

Transition Network Team Meetings / IRP Communication Cadence

Leadership Engagement / Monthly IRP Leader Communications

IRP FIN and HR Monthly Call-Ins

Coordinate cutover actions in community (i.e.

update vacation balances, time tracking,

personal info, expense reports. POs, etc )

Supervisory Organization

and Security Role

Mapping Data Validation 2

Publish FDM Cross-Walks

Socialize FDM with broader users

Confirm

Participants for

UCR

Security Role Mapping Update: New

FDM Values, Newly Created

Positions, New Security Roles

Train-the-

Trainer

Foundation Data Model

and Security Role

Mapping Update 2

Start of 2020/21

Academic Year

Train-the-Trainer

Webinar

HIGH LEVEL HR DEPARTMENTAL WORKFLOW

7

Department

Initiates..

Department

Approves..

HR Analyst

Manager

The following HR security roles are involved in the department when initiating and approving

HR business processes within the Sup Orgs they support…..

Human Resources Business Processes in Workday | Version 1.0 | 9 March 2020

8

Create Position

Onboard TerminateChangeJob

THE EMPLOYEE LIFECYCLE – STAFF & STUDENT WORKERS

The Employee Lifecycle is based on Position and drives Pay and Benefits

Recruitment Process (Job Requisition, Employment Agreement,

Ready for Hire, Hire)

Direct Hire(Pre-Hire, Direct Hire)

Human Resources Business Processes in Workday | Version 1.0 | 9 March 2020

STUDENT HIRES FALL 2020

Recruit using

Symplicity job

board or

Fac/Dept

website

Position

numbers

assigned in

Workday

Complete

hires in

HRMS

+ >

NOVEMBER GO-LIVE

FALL 2020 UP TO BLACK OUT PERIOD

Create Position is the process which opens an active position within a Supervisory Organization. A position

is the “chair” which can be filled by employees, and the “chair” remains in the Supervisory Organization as

employees join and leave UBC.

We use pooled positions to

reflect multiple employees in

that position using one

position ID.

No more pooled positions!

There will be a one-to-one

relationship between positions

and employees, each with a

unique position ID.

We will use Workday to open

positions within Supervisory

Organizations for all

employees.

We use position management

to open positions for most

employees (example –Student hires do not always

require a position).

Currently.. With Workday..

We can create multiple

positions that share the same

details at one time (ie.

through pooled positions)

We can continue to create

multiple positions that share

the same details at one time

(through the Create Position

initiation step)

10Human Resources Business Processes in Workday | Version 1.0 | 9 March 2020

Onboarding is used for new employees to UBC and provides them with a central location in Workday to

enrol in their Benefits/Pension plans (as applicable), enter banking and tax information, update their personal

information, and more.

New employees must

use multiple platforms

to complete and track

compliance training.

New employees will view

compliance training tasks in

their Workday inbox and

link to Canvas for enrolment

& completion.

New employees enrol in

Benefits & Pension plans

online in Workday – No

more paper forms!

New employees enrol in

Benefits & Pensions

plans through paper

forms.

Currently.. With Workday..

Onboarding progress

information is shared

through emails and

offline

communications.

We can view onboarding

progress all within the

Workday Onboarding

Dashboard.

11Human Resources Business Processes in Workday | Version 1.0 | 9 March 2020

DEMO – STUDENT HIRES IN WORKDAY

UPCOMING ENGAGEMENTSDate Topic Location Time Audience

April 14 BUSINESS PROCESS PACKAGE CALL-IN #1: In this session, we will review

Create Position, Recruitment, Direct Hire, and Onboarding.

Zoom 1:00 – 2:00pm Transition Leads, Captains,

Finance Managers, and

Central HR

April 15 WORKDAY WEDNESDAY: Q&A drop-in and live demo Zoom 12:00 – 1:00pm All UBC employees

April 17 BUSINESS PROCESS PACKAGE CALL-IN #2: In this session, we will review

Change Job, Termination, Academic Appointments, Compensation, Benefits,

Enter Time and Request Time Off.

Zoom 3:30 – 4:30pm Transition Leads, Captains,

Finance Managers, and

Central HR

April 21 TRAIN-THE-TRAINER WEBINAR: Session for Workday trainers to review

trainer requirements, business processes in Workday Training tenant, and

timelines.

Zoom 10:00 – 11:30am Workday Trainers

April 21 BUSINESS PROCESS PACKAGE CALL-IN #3: In this session, we will review

Financial Accounting + Institutional Reporting, Supplier Accounts + Procurement,

Travel + Expense, and Internal Service Delivery.

Zoom 3:00 – 4:00pm Transition Leads, Captains,

Finance Managers, and

Central HR

April 22 IRP FINANCE AND HR CALL-IN: Earnings Distribution Changes Including

Retroactive Adjustments to the General Ledger (Cost Allocations)

Zoom 11:00am – 12:00pm All UBC employees

April 22 BUSINESS PROCESS PACKAGE CALL-IN #4: We’ve left this session open for

any follow-up questions from the previous three call-in sessions.

Zoom 2:00 – 3:00pm Transition Leads, Captains,

Finance Managers, and

Central HR

April 28 HR CALL-IN: Workplace Learning Zoom 9:00 – 10:00am All UBC employees

May 5 WORKDAY WEDNESDAY: AEP Takeover! Do you know which applications you

use today will be replaced by or integrate with Workday? This session will review

common UBC application dispositions.

Zoom 12:00 – 1:00pm All UBC employees

QUESTIONS

Next Workday Wednesday: Open Demo and Q&A | Wednesday, April 15 | 12:00 – 1:00pm | Zoom