Are exempt employees required to clock-in/-out and log worked hours with Workday?
Exempt employees will only enter exceptions such as sick or annual leave.
Are requisition approvers going to be in the workflow so they can edit worktags as needed and approve the requisitions?
Yes, there are reviews and approvals in the business process. When a requisition is created, the user’s default worktags will pre-populate based on their HCM data. The SET role at the college/division level will review worktags for appropriateness. Additional approvals may be required by the appropriate areas based on worktag selection (i.e., grant, gift, project, etc.) and/or selection of spend category.
Are the numbers about integrations, customizations and retrofits inclusive of current student integrations and customizations?
No, not at this time. We’re really focused on the major bolt-ons that we know will not transition into Workday.
We have not gone through every single customization that will be part of the student implementation process.
As only faculty members and students/post-docs travel on UCF funds, are they going to be required to complete the new Workday expense reports?
Employees will be able to complete expense reports via Self-Service. There will also be the option for expense reports to be completed on their behalf by someone centrally within the college/unit. Individuals who are not UCF employees will have to provide expense report documentation to be completed by the central preparer for the college/unit.
Can all the elements of the off-boarding process for employees leaving the university be managed in Workday?
We will be able to expand our current off-boarding capabilities with Workday. Employees will be able to submit their own resignation and will be required to include documentation with that submission. Additional features can be added during rolling adoption.
Can anyone please tell me about the expected timeline for converting Financial Edge to Workday for the UCF Foundation?
The UCF Foundation, along with the university’s other direct support organizations (DSOs), is on the same timeline as the university. Go-live is planned for July 1, 2022.
Can employees still submit time on behalf of their supervisors with Workday?
Workday is very easy to use and I hope that all employees will take advantage of that! There is the possibility of having “timekeepers” that can assist.
Can I update my headshot in Workday?
With the launch of Workday, your Workday photo will be the same photo as your current photo on file at the UCF Card office. To update your photo, simply visit any UCF Card Location.
When is the best time to visit the UCF Card Office to update my photo? The best times to update your Workday photos are:
Between Spring and Summer Semesters: After the last final on finals week until the start of Summer B Semester, typically early May until Mid-June.The week before the start of the Spring Semester: typically, the first week of January.
How often can I update my photo?
To keep this service complimentary, photos can be updated no more than once annually.
How much does it cost to update my photo?
There is currently no cost to update your photo.
Will my UCF ID be updated with my new photo?
Not unless you print out an updated card or badge. Note that while updating your Workday photo is complimentary, printing out an updated card or badge may incur a cost. Contact the UCF Card office for questions about printing an updated card or badge at the time of your photo update.
Can I update my photo on my own, without visiting a UCF Card location?
We are looking into options for self-updating photos, however, currently the only way to update your photo is by visiting any UCF Card Location.
Can time entries be edited if an unexpected occurrence comes up or an error occurs?
Worked time can be edited and updated by your Supervisor/Manager or Timekeeper. Time Off on the other hand can be edited by you, as well as your Supervisor/Manager or Timekeeper.
Can you clarify what a "gift manager" is? Would this be a role in the college/division business center, or a Foundation role?
This relates to when a gift worktag is used. When you’re using Foundation funds, an additional level of approval will take place both at spend authorization and expense report level. Most colleges that have Foundation funds have a gift manager. Today, when you make a purchase using gift funds, you submit it and then you’re reimbursed once the University has paid. You will not have to wait for that reimbursement in this case. Certain people will have access to see funds available in Workday and you will not have to go to a separate Foundation system.
Can you give us an idea of how travel will work with Workday? Will requisitions and purchase orders (PO) still be needed?
You won’t have a requisition or PO; instead you’ll have a spend authorization in Workday. It gives approval to travel and it will go through a workflow process (an abbreviated process) that will work similar to what the requisition/PO looks like today (i.e. who the traveler is, what the expenses that will be incurred are, where they’re traveling). It can be initiated by the traveler and is a self-service feature, but it also could be initiated by one of the roles of the Service Centers. To view more details regarding Expense Reports, view the recorded Workday Community Information Session from October 7, 2021.
Concerning IT needs, when will UCF IT know about a new hire so that they can get equipment ready for them?
The current process for requesting IT equipment will not change with this project.
Could you touch on Knight Vision’s impact on employee-side ability such as “on-demand” review of paychecks/W4’s or update Direct Deposit information (e.g. split direct deposit information between different accounts, etc.)?
The on-demand, self-service capability will be elevated in Workday with more self-service capabilities.
Do individuals create their own spend authorizations?
An individual can create their own or someone else at the college-level. That workflow is still being ironed out, but it can be a self-service function.
Do time off requests have a CC option? (i.e., for assistants to track an executives direct reports)
No, there is not at this time. However, managers and supervisors will have access to a full calendar in Workday that allows them to view all the time off as needed.
Do we still need an account with Staples or Amazon if we use punchout?
No, because if you’re able to create a requisition in Workday, there’s not additional login information needed. It’s all tied together.
Does a punchout link to our PCard or the new expense card?
No, it does not. Invoices for punchouts will be paid through Vendors Payable via the suppliers payment method on record (i.e., ACH, check, epayable).
Does becoming more efficient through Knight Vision mean that some UCF departments will need fewer employees to do their required work?
The goal of Knight Vision is not to reduce the number of employees in any area, but instead to streamline the efficiency and effectiveness of all business processes. Any changes that occur will occur over time as we settle into a new way of working and doing our jobs. Knight Vision is going to have a positive impact on those who work at UCF. Our work will be more efficient and effective as we switch to a different technology system, make changes to business processes and make sure that people have the tools to do their job well without unnecessary duplication.
Does the Workday transition mean all my reports will go away?
Workday Adaptive Planning will provide leadership and managers business modeling, analytics, management, and board reporting, and allows for collaboration. Workday HCM/Finance provides the ability for users to easily generate HR and Finance reports and gain visibility into budget data. Workday utilizes many delivered reports and we will be reviewing the need for custom reports as well. All data access is managed by security groups. Key benefits include the ability to drill down and filter data, make more informed decisions, create reports and analytics using real-time transaction data, analyze across finance, HR, and payroll, and bring all data in to one system.
For areas that lose critical custom applications utilizing PeopleSoft integrations, will there be financial support for purchasing and developing alternative solutions?
The Knight Vision team will work with the owners of these applications to understand their functional needs and make plans to ensure solutions are in place before the respective PeopleSoft applications are turned off. These plans will address the budgetary, technical and project resources needed to implement alternative purchasing and developing solutions.
For business processes that cross Campus Solutions to Workday like student refunds, are there plans to discuss and document those differently from purely-business processes within Workday?
There is an integration that is planned for Workday, but for now Campus Solutions, PeopleSoft and Workday will all be working together. Campus Solutions will also eventually work together with the new FDM. The long-term goal is to transition everything to Workday. We will start the analysis and examination of Workday Student/student systems in the spring of 2022.
From an A&P point of view, if you only do LAPERS and not time cards, will you now be required to do time cards again?
A&P exempt employees will not have to do time cards. They will enter their sick/vacation time directly into Workday.
Given the economic climate, why are we moving forward with this costly Knight Vision effort?
There is never a good time to start one of these large projects. The Knight Vision funds have been set through an approval process. The cost of moving forward with the effort is necessary for the future of UCF and the Knight Vision program will bring greater efficiencies and better financial management to the institution in the long term. It is difficult to justify continuing to operate in the way we have in the past at UCF.
Has it been decided that Workday Student will be implemented at UCF, or is it being evaluated and compared with others for a future final decision?
Workday Student will start after Phase I (finance and HR) go-live and the current project ends. The timeline for Workday Student is still being determined.
Has it been determined that we will continue using the current location decals for tracking assets, or will this change?
Currently, we are exploring using a sequential numbering format but having the current location decals on historical data. More information will be provided as a final decision is determined.
How are employees who manage out-of-office calendars notified if requests are approved?
There are reports available that can be run for your area to pull any time off during a specific period. We can also schedule these reports to go to your inbox when a request has been approved.
How are key requests going to be made if Campus Solutions is going away?
How can the Workday ERP implementation go live in July 2022 with the new FY23 budget model if that piece does not go-live until after? Would this cause unnecessary rework?
Yes, some rework will be necessary, but the data gathered was essential to start the evolution. We encourage you to visit the Budget Model Redesign webpage for more information at Yes, some rework will be necessary, but the data gathered was essential to start the evolution. We encourage you to visit the Budget Model Redesign webpage for more information at https://fa.ucf.edu/budgetredesign/process-and-timeline/.
How can users login to see how many orders were placed in September to date? How many orders have been completed and how many are still pending receipt?
The ability to see reports will be based on security roles in Workday. There are Workday Standard Reports, which come “out-of-the-box” with Workday. The “Find Purchase Order” Report allows a user to find purchase orders by company, supplier, date, status, requestor, worktags and other fields. The report also shows the business documents associated with the purchase order; so if a receipt is approved, that will show on the report. When the business document field is blank, that means there are no other associated business documents with that purchase order (i.e., receipt, invoice, etc.), indicating that a receipt is still pending.
There is also the “Purchase Order Lines Not Received” Report; however, this report has less searchable fields. Once the report is run, you could filter by specific purchase order numbers to determine if your purchase orders are still pending receipt. Users can also run the “My Requisition” report to view requisitions, the subsequent purchase order that was created and the status of related business documents. Suppliers may be also be able to acknowledge orders or send advanced ship to notices, which can assist with the status of orders.
How difficult would it be to correct any issues (people forgetting to log in/out, taking time for the meals) that come up with Workday?
All managers will have a Workday dashboard that allows them to see who missed punches. The manager can then check in the employee and add a comment about why the employee missed clocking in.
How does Workday affect our use of PageUp?
Workday will replace PageUp.
How many from UCF will be helping Workday shape student functionalities?
The exact amount has not been determined at this moment, but we will need cross-functional engagement from every area that touches students because we have already started to look at the depth and breadth of the student implementation. We are currently working with a group of individuals from SGA and we’re putting together a Student Advisory Council that will hopefully grow and allow us to leverage their input.
How much is this project costing the university?
$50 million has been allocated for the ERP Program so far. Workday HR & Finance implementation will cost $27.6 million, including the software implementation and associated consulting support. Additional costs related to the ERP project are still being evaluated. These include improvements to HR & Finance service delivery, reporting & analytics, and replacement of select custom PeopleSoft applications. Implementation costs and funding requirements for the student application will be evaluated over the next 18 months.
How were salaries determined for the Knight Vision program?
The backfill budget for Knight Vision is limited, and employees moving onto the project will have a salary based on their current salary plus a small stipend.
How will asset Physical Inventory work going forward? Will our current scanning process work (CipherLab scanners) or will there be a new set of tools for Workday?
We are currently designing to work with the CipherLabs scanners. We have explored other opportunities, but at this moment, we are working with CipherLabs. There are no new design updates at this moment, but we will explore more options at a later time.
How will attractive assets be tracked when purchased with PCards?
The attractive assets will be tracked in Workday via the worktag. There will be a specific unique worktag for attractive assets. A lot of transactions in Workday will be selected from a list of spend categories. It will be more intuitive and the spend categories will sync up behind the scenes to account posting roles. To learn about the worktag structure, visit our Foundation Data Model webpage.
How will bulk payroll process be approved? Any info on the workflow that will occur after everyone has (or hasn't) submitted their time?
Managers will have a dashboard that will assist them with making sure employees enter time, submit time and identify who are ready for approval. Managers will also have access to mass approve their employees time as long as they have all submitted. The Central HR office will be able to mass submit and approve if needed as a last resort.
How will Knight Vision affect PeopleSoft systems?
The Human Capital Management (HCM) and Finance PeopleSoft (UCF Financials) systems will be replaced with the Workday product. The Campus Solutions PeopleSoft system will remain until after HCM and finance systems are live. The transition from PeopleSoft Campus Solutions to Workday will require a project separate from Knight Vision.
How will procedure development will be handled?
Training needs are currently being identified and more information will be shared in the future.
How will supervisors get notified if there is a request in Workday?
Supervisors will get an email and they will also get a task within Workday.
How will the new time recording systems work for employees who fill out both timesheets and LAPERS? Will they have to fill out both forms?
You will have a couple of options. If you are requesting time off in the future, you can request that time off via the Absence Calendar. But let’s say you are unexpectedly sick during the pay period, you can add that sick time right into your timesheet and it will route for approval once you submit your timesheet.
How will this new system integrate with Huron, Cobblestone, PARIS and Wellspring?
Workday has very robust and modern integration capabilities. The Workday project team is evaluating all systems that need to integrate with the new Workday platform.
How will Workday change our business processes?
The current processes will be redesigned, based on Workday’s best practice recommendations, to better support our campus community. This will result in more efficiency and accuracy, while affirming the UCF commitment to sustainability. Processes are currently being evaluated and configured in Workday. Additional details will be provided prior to go-live.
How will Workday handle equivalent PS/nVision reporting for Financials?
PS/nVision reports will not be carried forward with Workday. However, Workday reporting provides robust drill-down capabilities right on the page so you will not lose that functionality that you had with the PS/nVision reports.
I have heard that there will be lots of self-service options in Workday. What are some of these for all employees or for managers?
The on-demand, self-service capability will be elevated in Workday with more self-service capabilities than before. Tasks and notifications will be accessible through the Workday inbox, processes will be mobile-friendly and dashboards will be customizable.
I noticed that the questions about race and gender allowed for a "I prefer not to answer" response. However, the one that asked if you are Hispanic/Latino required a Yes or No response. Following the same logic as the other questions, shouldn't "I prefer not to answer" also be an option for this section as well?
Hispanic/Latino is defined as an ethnicity, not a race, and an applicant can be both a specific race and Hispanic. The answer to this question is not available to the department to review and is used for Equal Employment Opportunity (EEO) reporting purposes only.
If a PI/student requests travel or ROTT (reimbursement other than travel) and uploads receipts on Workday, will the department processor have access to retrieve them to finalize reimbursement? Or will a department processor collect and upload receipts to Workday?
Just like today, students who are not employees will not be able to initiate travel requests on their own; someone will have to initiate that on their behalf. For ROTTs and Expense Reports, there is an approval process workflow. It requires approval from a supervisor, and a review from the Cost Center Expense Coordinator to review the spend authorization and make sure that it’s in accordance with spend policies. Depending on what source of funds are used (i.e. grant or gift), additional approvals might be required. This process will take out some of the back-and-forth with dropping off receipts.
If an employee purchases an item directly and is getting reimbursed by a gift worktag, will this be able to take place by direct deposit instead of by check?
If an employee submits an expense report in Workday, they will be reimbursed via direct deposit regardless of the funding source.
If five employees in a division have four levels of security access related to journals (as an example) and a journal is processed, does Workday send only one notification to each of the five employees when the journal is processed? And, if one employee approves the journal, does it remove the journal notification from the other four employees' inboxes?
From a security standpoint, if an employee is part of a business process and their approval is required, they will receive a notification in their inbox. Multiple people at the university can hold the same security role. When the business process is ready for that security role, as long as that employee holds a position within the division/cost center (meaning they are part of the business process approval), they will receive a notification. Thus, multiple people can be notified to approve the same process. Once approved, the notification does not disappear. However, Workday has lots of Inbox Filters which will help our users manage their tasks.
If someone in the department/college submits a request for travel and gets the necessary approvals, is it possible that the chair or director of the college will not know about this purchase?
There will always be supervisor approval for travel. A supervisor is not required on a requisition. Details are still being determined.
In terms of asset transfers, do we have a workflow of this process? Also, do we have a better understanding of what oversight would be included in this process?
Yes, we do have a workflow process for transfers that includes oversight by Office of Research and Finance.
In terms of cost sharing for business assets, how will "stewardship" be determined? In what part of the process will a department/project be identified for ownership over the equipment?
This will be done during the asset registration, whereas the respective cost center will be determined during the registration of the asset.
In the customer preview session, the applicant questions selected were about the criminal background check. If UCF is a proponent of "ban-the-box", can those questions be deleted?
The criminal background questions cannot be deleted from the questionnaires by the initiator of the job requisition.
In Workday's General Ledger (GL), will we still be able to drill-down in some way to the student detail coming over from Student Accounts?
The data model in Workday is much more flexible than what we have had to date. You can go from Student Accounts directly into GL or from the GL to see the Student Account record and without signing into another module.
Is McMaster Carr being considered as a punchout option?
Yes, we will review spend and punchout capabilities with McMaster Carr.
Is my information secure on Workday?
Yes. Workday is protected by a secure socket connection, the same protection used for online financial transactions. Your information is safe whether accessed within UCF environment or on another web connection. We will be using Two Factor Authentication. Learn more about Security and Trust with Workday.
Is the foundation payment authorization process through Workday still being worked on?
If a purchase is made using foundation funds (gift worktag), the transaction will be routed to a gift manager for approval.
Is the function on sponsor invoices available for everyone or is special clearance needed?
Security is tied to users who can produce sponsor invoices.
Is the plan for the individual departments using UCF Financials on a small scale for Grants and PCards to continue doing this work, or will this work be moved to a specific individual in the university as we reevaluate all our processes?
We are asking the community to participate in the Activity Assessment and interviews. Until we inventory the data, it would be very challenging to answer these types of questions. Once we know how Workday works, different people and roles will evolve into more strategic and higher-purposed roles in their units. We will be using the data to drive the decisions with intention.
Is the tax exempt certificate attached with punchouts?
Our tax exempt certificate is already included in the punchout. Therefore, tax exemption will already be in place. No need to provide when using a punchout.
Is the timeline for the PeopleSoft Retrofits project realistic, or will it create a risk for the program?
The integrations and the Foundation Data Model (FDM), which is the account structure, have led us to better understand what retrofits are needed to make the Workday implementation successful. It took a significant amount of work to get to that point and that is why the timeline is so aggressive. There are a couple factors that come into play when avoiding a risk to the overall program – the expedited timeline and the complexity of identifying the analysis of our Campus Solutions environments. Although the kick-off of the project was announced recently, it has been well underway for quit some time.
Is there a designated Knight Vision email employees could use to submit their questions or concerns about the Workday implementation?
You may send questions or comments to the Knight Vision email at firstname.lastname@example.org. There is also a feedback form for questions and comments available on the “Get Involved” tab of the Knight Vision website, or directly at https://ucf.qualtrics.com/jfe/form/SV_e2rAiYZVWCIsGtU.
Is UCF adopting the Workday method of processing subawards?
Yes, UCF will be modifying the subaward process to align with Workday functionality. The subaward process in Workday allows for more transparency to the individual subaward.
Kronos submits automatically and time can be added almost last minute whereas the paper timesheets must be submitted early for entering. Is Workday going to go off the paper timesheet schedule or will this be assessed when the decision is made about Kronos?
The answer to this will emerge when they come to a shared understanding and a decision. There is a ton of business logic, and we must make sure it carries forward in our deployment.
Moving payroll online is a huge benefit of Workday. Can we get an overview of that function?
We will have plenty of demos and training as we get closer to the final product.
Previous projects, such as PageUp, have taken away time, effort and money from the university but have not been successful implementations. How do we know that this project will not be a similar waste of resources?
We have spoken with many institutions using Workday. We will be building on their templates to customizing Workday to meet our needs at UCF. We will work closely with the campus community to ensure that the configuration of Workday will be useful. The team will actively collaborate with those who work closest to the processes. We have learned a lot through the implementation of PageUp. Thoughtfully leveraging the lessons learned of our past will make this effort a smoother integration process.
The elimination of paper forms/processes can lead to longer and more complicated business processes in some cases, correct?
It may be that the paper is faster for your personal preference, but when you look at the business process from beginning to end, the end user with the stack of forms can address it more quickly through technology. There are three data centers for Workday, so the likelihood of the software going down, is near impossible. It will be optimization of an entire business process. Ease of use question is understood, but if we design the processes to be seamless across the university and it, will allow us to do our work more effectively and efficiently. The current processes are very manual and labor intensive.
The release cycles of cloud-based services may impact downstream system integrations. How can this be managed so Workday has a planning process to provide notice for what's coming in their releases?
We will have to be very proactive and look at those new releases and the impacts they may have on downstream system integrations. There is a methodology that Workday has in place to help customers go through this process as well.
We currently positively acknowledge that no leave is required via email. Will there be a quick box to check in the system to do the same in Workday?
Exempt employees will not need to take action in the system if they have no time off to report.
We currently use queries to pull data in PeopleSoft. How will this translate in Workday?
Workday has amazing reporting functionality! Rather than running queries, you can run delivered Workday reports to get the information for your job role, or custom reports and dashboards can be created to meet information needs. There’s a central Workday Reporting team devoted to writing custom Workday reports to replace and enhance old PeopleSoft reports.
We use Kronos Timekeeping in some areas of campus. Will we use Workday timekeeping in the future?
We are in the process of determining that. There has not been a final decision yet. It will be part of our architecture phase.
What actions/features are only for Grants and how many are just redundant to what will be available for E&G funds as well?
Similar to our current environment in Peoplesoft, many actions/features for E&G funds could also contain a Grants element if a grant is involved. Grants will be highlighted in training and business processes for those areas as applicable.
What applications will NOT be replaced by Workday in July 2022?
- PeopleSoft for student information, schedule of classes and grading
- Banner for enrollment registration, etc.
- Degree Works and other advising tools
What are the business benefits of having employees update their own business profiles?
Allowing employees to add their own work history and details will allow for better succession planning and internal recruiting. Employees will not be able to update their own business address or phone number.
What are the plans for keeping budget and accounting records from PeopleSoft accessible to department administrators?
We will have access to historical records beyond what records are converted and will reside in Workday. These decisions are part of the overall Knight Vision program. We anticipate having more details to share on the game plan for this reporting and analytics infrastructure by September 21, 2021.
What areas specifically in grant management will be streamlined?
We are still exploring new functionality delivered in Workday to determine features that would benefit Grants Management. Some options we are exploring are moving tasks into Workday that are currently handled manually outside of the system and creating validations to prevent invalid actions or incorrect data.
What devices can I use to access Workday?
Workday can be accessed from a PC, Mac, tablet or mobile device (Apple or Android).
What does ERP mean and how does it relate to Workday?
Enterprise Resource Planning (ERP) is an industry term for business process management software that allows an organization to use a system of integrated applications to manage the business and automate many back-office functions related to technology, and in this case, human resources (HR). UCF will implement Workday as our ERP beginning with Human Capital Management (HCM) to manage HR, payroll, leave, benefits and finance.
What financial reports will be available through this system?
We are still too early in the process to determine this information.
What happens if you forget to clock in and out your time of one particular day/time? Can a non-exempt employee go back and punch time?
Your manager has the tools to help you add missed punches and make any corrections to your timesheet on your behalf. There will also be Timekeepers in the HR Business Center to assist as well.
What hiring systems/processes will go away with Workday?
PageUp and JobX will both be replaced by Workday.
What is a punchout?
A punchout is a supplier’s link within Workday that allows you to shop on suppliers websites, while completing checkout, approval, receiving and payment processes in Workday. To learn more finance-related terms, review our glossary.
What is a Timekeeper?
A Timekeeper assists the supervisor/manager with auditing the worker’s timesheet for accuracy and makes sure time is submitted and approved by deadlines.
The timekeeper role allows for a supervisor/manager to mass approve the time. The supervisor/manager can leverage the Timekeeper to make sure time is ready for their approval without the supervisor/manager getting involved with making corrections etc.
They can edit a worker’s timesheet if necessary to:
- add missed punches,
- make corrections,
- submit time
- and request time off on behalf of a worker
Timekeepers can also run reports to view (just to name a few):
- team schedules,
- time clock history,
- time block audit
- and time off summary
They will also have access to the Time and Absence Dashboard which will allow them to see who:
- has checked in today,
- has unmatched events,
- has not submitted time,
- has a timesheet that is not approved
- and/or has not entered any time
What is SailPoint?
SailPoint is an identity management tool that we have been using at UCF. We have also purchased a SailPoint product called Identity Now that is dedicated to managing the life cycle of identities. This product is designed to take identities from different sources like PeopleSoft and Workday and meld them together to make sure they have the right attributes, the right provisioning workflows, the right access controls at the right time and the right deprovisioning workflows to manage that entire life cycle of an account.
There is also a password management tool with SailPoint that is going to be a highly available cloud password-management tool for Self Service. It will also replace the account management tools that some of us are accustomed to using for helping end-users and looking up general information about accounts. There are some new features for certification campaigns so those who own a certain type of access can receive an email to check that the access still looks appropriate for the number of users that are in that particular access group. This is so they can re-certify them when necessary.
What is the difference between a retrofit and an integration?
The following explains the basic form of a retrofit: We’ve built applications and PeopleSoft delivers applications in the PeopleSoft module so that the data structure can rely on HR and Finance data. Now, we’re going to have two disparate systems for HR, Finance and students, so the underlying data structures are going to need to change to accommodate the new data structure for Workday.
The following explains a bridge integration: The bridge integration will feed PeopleSoft the retrofits needed to the underlying application code to take the new data structure into account.
What is the difference between customization and customization in Workday? How soon will you be ready to start building new applications?
There will not be any new applications built within Workday; however, we will have a lot of control and flexibility with data validation and modifications to existing apps.
What is the reasoning behind the $1,000 threshold for the Expense Cards in Workday and what will happen to PCards?
Who will Procurement Cards be issued to and how will they be used in Workday?
- The Procurement Card will be issued to individuals in the College/Division Business Centers and the Knights Experience Team (kNEXT) and can be used for non-travel purchases over $1,000.
- In Workday, Procurement Cards are tied to procurement functionality and purchase orders should be in place for these purchases prior to verifying the Procurement Card transaction in Workday.
What will happen to PCards?
- Current PCards will be called “Expense Cards” in Workday.
What will Expense Cards be used for?
- Expense Cards can be used for travel related purchases as well as routine, non-travel related purchases under $1,000.
- This threshold only applies to non-travel purchases.
- Travel-related purchases over $1,000 may be paid for via an Expense Card.
- Expense Card purchases are reconciled through Expense Reports in Workday and are not tied to a purchase order.
We anticipate the use of Expense Cards and Procurement Cards to decrease with the punchout functionality and the addition of suppliers to punchouts over time.
Why the $1,000 threshold?
- The university has a state requirement to track attractive assets. Due to this requirement, purchases over $1,000 should be purchased through a purchase order to ensure compliance.
- Purchasing equipment through expenses limits the university’s ability to approve and register the equipment at the time of purchase.
There are many changes to existing business practices that will be introduced with Workday. Training will be provided to acclimate the community to these changes.
It’s difficult to understand the end-to-end impacts that these changes and many others will have on workloads across the university. We will continuously revisit process changes post Go-Live and review supporting data to determine if adjustments need to be made.
What is the timeline for the transition to Workday?
The UCF project team has joined with Accenture, a Workday implementation partner, to build our Workday system from the ground-up, using Workday best practices as a guide. Through data gathering, design sessions and integration workshops, UCF processes are being analyzed and mapped into our Workday tenant building efficiencies wherever possible. Go-Live is scheduled July 1, 2022.
What is Workday?
Workday is the secure, cloud-hosted enterprise software platform that will be replacing PeopleSoft (UCF Financials). Workday is equipped to evolve to meet the needs of higher education and has been implemented at dozens of institutions. The platform provides 24/7 access to data and information in an intuitive, web-based interface that is easy to navigate from mobile or desktop devices.
What other colleges and universities use Workday?
There are over 100 colleges and universities currently using Workday with many more moving toward Workday just like UCF. A partial list of colleges and universities using Workday includes Indian River State College, Arizona State University, Broward County, Brown University, Carnegie Mellon University, Cornell University, Georgetown University, Palm Beach State College, Furman, High Point University, Nevada System of Higher Education, Ohio State, Penn, University of Virginia, Texas A&M University System, Louisiana Tech University, Vassar and many more. View all higher education and industry Workday users: https://www.workday.com/en-us/customers.html#?q=
What type of reports are available in Workday?
Workday gives employees the ability to run a variety of reports based on their role. Many of these reports can be viewed as results on the screen, based on the criteria entered by the user. Results can be filtered by column and exported to Microsoft Excel for additional sorting, formatting, and analysis. “Drill-down” capability exists throughout the application, so the details of summary information can be easily extracted.
What will happen with College of Medicine's Volunteer Faculty Database which uses both HR and CS pages/tables?
They will have to build an integration. Many custom solutions today consume HR/HCM data. Our program leadership will review concerns pertaining to this system in order to ensure continuity with the new data model. For more information, please visit our CARP project webpage.
What will stop employees from clocking in/out when they are actually not at work?
Employees that are required to work on campus will need to be within a predefined geofence perimeter to be able to click on the “check-in” button on their mobile device. If they are NOT within the appropriate perimeter, their check-in button will be disabled.
What will the COS-RA role be and will it be assigned by default like Huron?
Security roles are still being finalized. Workday delivers standard roles that are either user- or role-based, which affects how they are assigned. UCF has the option to modify them, which is being considered during business process discussions.
What will you do in Workday?
- All paid faculty, staff and student employees can easily view their profile information, compensation, benefits, and other personal employee information.
- Mobile access to all personal and other UCF data.
- View your paycheck and tax forms Human Resources tasks.
- UCF job applicant recruitment and hiring.
- Make benefits selections during annual open enrollment.
- Conduct performance evaluations with staff.
- Quickly access your division organization chart.
- Request time-off or submit a sick or other leave request Finance & Payroll tasks. Look up your budget account and see your expenditures, encumbrances
,and available balances.
- Seamlessly purchase from Amazon and OfficeMax websites with a Collin-customized checkout.
- Submit expenses and reimbursement requests.
- Create simple reports or request advanced reports.
- Clock-in and out for your hourly position (student and hourly workers).
- Allow supervisors to validate hours for payroll.
When will the HR compensation project continue?
The Workday project (Knight Vision) has no impact on the compensation and classification project. We are still in the design phase where we are determining what the workflow will entail when making changes to employment.
When will UCF implement the Workday Student System?
The Workday Student project will start after finance and human resources (HR) go-live and the current project ends. The duration of the Workday Student project will be at least 20-24 months. The preliminary estimate for completion of the Student System is June 2025. As we learn more, we will refine this estimate.
Where is the funding coming from?
The project was funded with prior year carry forward budget in June of 2020.
While we need to make investments and work more efficiently, can we also invest in our people as well?
It is necessary to invest in training our people to successfully navigate the new way of doing their jobs – at all levels. We want to keep our staff relevant in the workplace. We look to keep our staff at competitive salaries, but we must look at building sources for reoccurring money.
Who can see my leave requests, my supervisor only or is that public information?
Your supervisor is the only one that sees the request. A calendar can display at a supervisory organization level, but does not show details – only who is out of the office on specified days.
Who will be the end-users for the new Foundation Data Model?
The end-users for the new Workday Foundation Data Model are all UCF employees who will be using the new Workday ERP system.
Will A&P employees have to check-in/-out in Workday?
FLSA non-exempt employees (typically OPS, USPS, students) will have to use check-in and check-out. A&P are typically FLSA exempt, and would only use the app to report time off requests (ex: annual leave).
Will access to Cost Center reports (payroll) be based on role instead of access to an individual account?
The FDM will make a translation from our current PeopleSoft department projects. Cost Centers and other segments defined in Workday will have their own security. As long as you hold a role in the Cost Center for a particular worktag, you will be able to see reports for those values. If you’re at a division level you can initiate and approve transactions within that division. There will be hierarchies.
Will applicants be able to alter an application after submission (i.e. upload a revised resume, etc.)?
No, a candidate will be able to view their application, but not edit it after submission. However, they could withdraw their application and reapply.
Will banking information be used in UCF’s version of Workday?
We will definitely be using banking information to record payments and deposits in Workday. Workday will be used to streamline bank reconciliation, which is currently a very manual process.
Will campus solutions be converted to Workday eventually, or is it just HCM and Financials?
We will be deprecating Campus Solutions eventually. Workday Student is a strong candidate. That analysis starts in the Spring 2022.
Will employees complete onboarding tasks prior to first day of work?
No, employees are never expected to work without being compensated.
Will employees working in multiple different areas have to fill in separate timesheets?
When employees with more than one job clock in and out, they will select which job they are clocking in for.
Will exempt employees who do not currently clock in/out with a time clock be required to do so with Workday?
No, they will not be required to clock in/out with Workday.
Will faculty have the ability to access the punchout to place orders or obtain quotes?
It’s a self-service functionality in Workday, but some decisions are still being made on that.
Will faculty/staff be able to order items and then have them approved by a Business Center authority?
Correct. This is a self service functionality as far as initiating a transaction, however, it will always route for approval through a center. An employee can make a purchase via a punchout, but it will not be processed without approval from the Cost Center Manager within the college/division business center.
Will hourly (non-exempt) employees need to enter their time daily, weekly or at the end of the pay period?
Hourly employees should clock in when starting work and clock out when stopping. A supervisor can enter time if a punch is missed.
Will HR be involved to avoid Huron Grants (HRS) issues?
Any HR-related items that arise are brought to our attention and have been/will be shared with the HR/HCM team for consideration.
Will IKM data/Pegasus Mine Portal still be around or is that also being replaced for reporting?
IKM Data/Pegasus Mine Portal will continue through Phase I. Minor changes may occur in reports that include HR or Finance data.
Will Knight Vision assist HR in the completion of the employee compensation project? Employees have been stuck at minimum salaries within their pay grade for going on three years. Salary compression adjustments and review to increase salaries from the minimum to accurately represent experience were promised and never fulfilled in 2019.
Workday is only a technology platform, but the project to move to the next phase for the compensation project needs resources and budget to support those issues. The compensation processes in Workday will make managing compensation easier in the future. Workday will also afford the capability of streamlining department requests once business processes are configured.
Will local HR representatives have access to review all time submitted to ensure everyone completed their timesheets? Also, will they be able to approve payroll in the absence of employees and their supervisors (so adjustments can be made later if need be)?
There will be Time Keepers to assist with running reports and making sure everyone has submitted and/or approved time.
Currently, it is the responsibility of the employee to submit time and the supervisor/manager to approve time. If the supervisor/manager delegates their role to someone else, then the delegatee can approve the time and can also make changes to an employee’s timesheet. More information about specific roles and the associated UCF titles will be published once defined.
Will my personal information be secure with Workday?
Protecting the security and privacy of personal data is a priority for Workday. Their global data protection program is founded on strict policies and procedures regarding access, use, disclosure and transfer of customer data.
Will procurement of an asset that qualifies for a sole source keep the same process or will it be handled directly though Workday?
Sole source purchases will be similar to how they are today. Procurement will review and approve the sole source.
Will punchouts be available at the department/school level or only at the service centers?
It’s a self-service functionality in Workday so it’s beyond just the individuals working in the business centers. The supervisor, budget director and others depending on the requisition/expense dollar threshold or what’s being purchased will provide approvals for the purchases based on the approval workflow built into Workday.
Will reporting abilities be better in Workday than they were in PeopleSoft?
Yes, Workday provides many modern solutions for generating HR and Finance reports and gaining visibility into data. All data access is managed by security groups. Key benefits include:
- The ability to drill down and filter data to make more informed decisions;
- Create reports and analytics using real-time data; and,
- The ability to analyze finance, HR, and payroll information together since the data is in one system.
Will staff be receiving cell phone allowances since more and more things will be able to be done from our phones during meetings?
There are no requirements to do work from your electronic devices. This would be a discussion to be had with your supervisor on expectations.
Will staff, that's being hired to deploy the custom applications being built, be retained to manage and maintain the custom application services beyond go-live?
This will depend on the situation. Our first priority is taking a look at the functionalities that we can move into Workday. Then, we look out for anything outstanding beyond that that could require a third-party. However, we want to keep using internal UCF employees to either build new applications or continue to run those services after go-live.
Will the "Attractive" assets be inventoried as well (i.e., laptops) and will property still do annual scans?
The processes to inventory the attractive assets are still being vetted. More information will be provided as it becomes available.
Will the Copy Award feature be used?
Sponsored awards will continue to be created in Huron Grants (HRS) and will be pushed to Workday via an integration. No sponsored awards will be created directly in Workday and thus, the copy award feature will not be used. If a new award needs to be created, it needs to be created in HRS.
Will the ePAF channel still need to be paused during Payroll calculations?
There will be no ePAF channel and we will not be pausing business processes during payroll processing. The payroll process is much more dynamic in Workday.
Will the grants interface allow us to see the breakdown of which categories of money we have spent (i.e., OPS vs. grad student, tuition vs. other direct costs, etc.)?
Yes, budget categories today are called Object Classes in Workday. You will be able to see budget and spend per object class since each transaction will include a spend category and its related object class.
Will the Knight Vision project standardize the processes for HR in the various departments on campus?
The goal is standardization. There are no requirements to put medical information on LAPERs and HR would advise against doing so.
Will the mobile check-in and check-out feature be location based? For example, what prevents a student from checking in from home and not the office?
We are leaning towards enabling Geofencing (location), which will only allow employees to check-in when they are within the perimeter of the building. If the employee is outside that perimeter, Workday will disable the check-in/-out button on their mobile device.
Will the paycheck review process be changing for employees (such as the history and updating every pay week on Tuesdays)?
There are no plans to change this access now.
Will the PCard process be better streamlined with the ability to verify multiple lines if applicable?
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 the sponsor invoice feature be used?
UCF will be processing sponsor invoices within Workday.
Will the system allow for uploading the advertisements? If so, will the advertisements be placed by the hiring unit (i.e. Chronicle, etc.) to be uploaded so it is recorded with the posting?
The system is not automated to post a job to a job posting website. The Talent or Academic Affairs teams are responsible for posting the job after the job requisition has been approved. The job posting website indicated on the job requisition by the initiator is reviewed by Talent or Academic Affairs and they will select the job posting website as part of their approval process.
Will the system be able to catch a mistake if the student puts in hours during a time the student would/should be in class?
Workday has not been configured to look for that situation. It is still a manager’s responsibility to create a work schedule that does not interfere with the student’s primary reason for being at the university – to be a student that becomes a graduate. The manager and supervisor need to coordinate times.
Will the traveler be responsible for their own travel reports from beginning to end with Workday?
The traveler can do this through self-service, but there will be the option that it can be prepared by somebody at the college-level as well.
Will the Workday implementation allow business processes to continue improving and evolving?
There will likely be iterative changes, even after go-live. We will learn more as we do more end-to-end testing and there will be opportunities for us to provide updates, bug fixes and enhancements to new applications along the way to provide room for improvements.
Will there be a need to keep the original receipts if travelers will be able to upload photos of their receipts while they're on the go?
There will not be a need to save original receipts. You actually do not need to submit originals today as long as the copy is legible.
Will there be standard university hiring procedures for all classes?
Different types of employees will have different built-in processes and procedures. However, we anticipate a more streamlined process across the university.
Will time off submitted through Workday be reflected in Outlook calendars so the information does not have to be entered twice?
That integration does not exist at this time.
Will UCF also move to Workday Student?
Workday Student is now being evaluated for a Phase 2 implementation after our launch of Workday with HR, Finance and Payroll.
Will we be able to generate IKM-like queries to create our own reports and stats without having to get them done by a data professional on a case-by-case basis? Will training for this be available?
Workday delivers much more expansive operational and transactional reporting and analytics than has previously been available, so you should find that the need to run data queries for reports and stats is significantly reduced or eliminated altogether. Because reporting in Workday is significantly different and has a very steep learning curve, there is a central team of full-time Workday report writers who will be supporting the university by creating custom reports and dashboards to supplement what’s provided by Workday, and to meet specific information needs. There will also be individuals in various units, based upon their job role and function, who will have access to generate ad-hoc reports.
Will we be able to maintain access to our supervisor's PCard transactions if we currently do with UCF Financials?
Yes. Similar to the security we have for UCF Financials (PeopleSoft) today, all of those working in Workday HCM or Finance will have the appropriate security assigned based on their organization and roles.
Will we need to set up DAL (department authorization list) in Workday?
The DAL will not be in Workday, but something similar with security and workflows will be set up. There will be a lot of different roles in Workday that depend on your training and current position. We are currently in the early conversations regarding the security of assigning roles.
Will we still have PCards to make purchases or will all purchases be done through the business centers?
Workday will use both Expense Cards and Procurement Cards (PCards). People who have a Pcard today will likely have an Expense Card in Workday. Expense Cards will be used on purchases less than $1,000. They will be used in a way that most people use PCards today and they can be tied to Expense Reports in Workday. However, PCards cannot be tied to Expense Reports in Workday. These will be tied to a Purchase Order (PO) instead. PCards will also be distributed to a smaller population of users at the college/division service center level. Finance and Administration Service Centers will have some as well. In general, fewer people will have access to PCards in Workday.
Will workday replace all processes that are housed in PeopleSoft or just those relating to HR?
We have over 264 custom integrations emerging out of PeopleSoft, 56 applications and 25 Workday modules. Workday will replace many processes, particularly on data integration and data related transfer based upon Workday’s Foundation Data Model.
Will Workday replace PowerDMS?
Not at this point. If there are other solutions for policy management that are available within Workday in the future, they will be considered.
With Workday, will we change the way encumbrance is calculated on employee salaries?
This has not been designed yet.
You indicated that there are 55 things that will not be accommodated by Workday. Is it more the HR side or finance side?
At this point, we have not fully designed the system and we do not completely know what will or will not be accommodated.