Are department search managers able to enter custom onboarding tasks (e.g., lab safety, chemical inventory, department meetings) for new hires?
As we are still in the early stages, we cannot confirm that yet. It is our understanding that it will, however.
Are we automatically clocked in and out based on signing into our computer?
Timekeeping is a separate activity. The employee use of it is similar to myUCF.
Do supervisors have the option to use channel notifications to a text stream or special email address?
Emails are sent to the UCF email address and within Workday’s inbox. You can view your tasks in one place and not have to deal with your email. We currently do not have information on a text option.
Do you have to request an annual or sick day via the Workday app? For example, what if you plan on 8 hours, but only take 6 hours of leave?
The system allows for some retroactive changes, such as forgetting to report a day off or if an employee forgot to punch in or out. Your manager/supervisor or timekeeper has the ability to modify all leave requests.
Does the Workday time system apply to student employees?
Yes, it is used for everyone getting a paycheck from UCF.
For leave time requests, is Outlook integration available to inform these requests? For example, can Workday be configured to automatically show scheduled meetings so that these can be addressed by supervisors approving the leave request?
Currently, there is no integration with Outlook.
Has Knight Vision allowed the university to transition to an electronic timesheet/timekeeping system?
Yes, a demo on the electronic timesheet dashboard was done during the Knight Vision Open Forum on May 26, 2021.
How are you ensuring that the new ERP system is transparent for UCF employees?
Transparency of the Knight Vision program implementation has been maintained in the past through engagement with the campus community through open forums, the Knight Vision newsletter, official website, social media and the Campus Community Advisory Group (CCAG). We are currently leveraging new resources, such as kNEXT, the Word on Workday newsletter and live training sessions (via the Workday Learning application) to maintain transparency and provide assistance as necessary. As we move forward, we will continue to make decisions and update our program timeline. Transparency and execution are what we strive for!
In the Absence Calendar view demo, it looked like there was not yet an easy way to show partial time-off days (e.g. an employee taking just a few hours of sick time mid-day). The manager would have to click into each entry to see what time the request was for. Is there any way to add this more granular hour information to the absence calendar, or just have a custom field visible that we can have employees enter time-off information to have it appear on the calendar?
“The Absence Calendar way of requesting time-off (e.g. sick, annual, etc.) is for hours only, not in/out. If you’d like to request two hours of sick for a day, you can do that via the Absence Calendar.
If you’d like it to be specific to a date/time, then the Non-Exempt employee would add it to their timesheet. Only Non-Exempt will be able to add ins/outs. Those hours would then be submitted with the rest of the timesheet once the employee submits their timesheet for approval.
Is it possible to sync the Workday calendar with Outlook calendars? For example, can the calendar function integrate with Office365 so that approved leave appears on an Outlook calendar?
There are out-of-the-box integrations for Outlook regarding the Learning Module. Other modules are on the Workday roadmap for integration.
Is there a way to designate an alternate approver if our supervisor is out of office or on vacation?
Yes.
Some of the demos have shown how expense receipts can be tracked in Workday, uploaded from phones and tied to expense authorizations. Are there discussions yet about whether Concur will be able to integrate and send expense information into Workday, or if it will need to be done manually?
The Knight Vision Finance team is currently working on how our travel processes and the utilization of Concur will be incorporated into the Workday Expense functionality. More to come.
The changes required for Go-Live with Adaptive Planning added additional work at the unit level. Is this extra work being considered, and are other requests to the units being reduced to offset the additional work?
Yes, the additional workload is being considered. As a result of the new tools and processes, staff is freed up from the tasks associated with manual and inefficient processes to more collaborative process management. It is our goal that budget management becomes more effective once Workday is fully implemented.
The HCM demonstrations have showed user interface (UI) support for second last names for Hispanic employees, and even Chinese characters as alternate display options. Can these be enabled and integrated into the system to support our diverse employee?
Because we are still in the early stages, we cannot provide an answer to that question. However, we will be testing those capabilities.
We need to move off paper, but we still need the capability of almost anyone to generate a document that needs "signature” approval from multiple people. Is there be a way to create arbitrary signature processes around a document or webpage?
Some paper eliminations are natural. Workday has a great workflow process development platform. At this stage, we are not conflating digitization and forms elimination with the tool. We have also purchased a university-wide license for DocuSign that allows users to send documents for as many electronic signatures as needed. It is being rolled out in phases by UCF IT.
Where is historical data from UCF Financials (PeopleSoft Financials) stored?
Some historical data will be available, but most will be housed outside of the new system. Requirements are still being evaluated.
With no more LAPERs on paper, how can we record approvals/request changes? For example, how can employees save proof of approvals for time-off? By requesting this time off and getting it approved, does that eliminate the LAPER?
All this information is recorded in Workday. Employees are able to see the history of their leave requests, including manager approval. You also have access to your balances within the system. When you make the request, it will automatically flow in the time tracking so that it is recorded in the pay period.
With the vacation time off request, is there an email that prompts the supervisor to check the portal for the request? Supervisors may get busy and not always enter the portal regularly to see employee requests.
Yes, they will receive that notification two ways: (1) the system generates an email to the supervisor and (2) a task appears within Workday. Requests can be approved conveniently via mobile phone.
Related FAQs
How about integration with data apps on cell phones, like Expensify for travel expenses, so employees can put data on purchases or activities directly into the system and not involve a data-entry employee?
Logging into Workday is not going to inherently track your on and off time. It will be a Kronos or Workday time clock, laptop or Geofence. This process is still being discussed.
Requesting leave through the new system seems like it requires more time and more steps to achieve the same as a quick email and reply?
The new process streamlines activity. Today, we have administrative employees that spend nearly 90,000 hours in leave and absence activities to update our systems manually.
The College of Sciences will not be adding additional staff to support Knight Vision work in the department. Do we get a chance to look at that Adaptive data before Go-Live?
The Central Budget Office in collaboration with Financials Support Services is actively assisting with data validation into the new Adaptive system. If there are questions or concerns about a specific unit, reach out to the Financials Service Desk at fntrain@ucf.edu.
What is the timeline for the Service Enhancement Transformation (SET) implementation?
All the details are not available now, but the Knight Vision team will be working with stakeholder groups such as the Campus Community Advisory Group (CCAG), Provost’s Council, Dean’s Council, etc. to obtain feedback on the order for implementation that would work best for the campus community. The Assessment phase is in its final stages, with the next phase being Mobilization and then Implementation. Expect that most of it will be completed by Go-Live in July 2022, but some of it may extend further. For more information, refer to the CCAG webpage.
What does the PCard process look like in Workday?
This process has not yet been detailed. We expect there to be efficiencies, but specific changes are not yet outlined. Some processes may have more steps or clicks; some will have less or will change completely.
Will I lose any functionality that I had in existing applications such as UCF Financials (PeopleSoft Financials)?
Workday will replace custom applications built in PeopleSoft over the last 20 years with alternative solutions.