HCM workday Workstream
Workday will provide many benefits to HR processes at UCF. This system will provide a mobile-friendly, configurable platform for employees at the university. Although the Workday implementation is still in the early stages, certain functionalities that will streamline business processes can be expected.
WHAT YOU CAN EXPECT
- Reduction of paper processes
- Paper timesheets (LAPERs) will be going away.
- Many HR services will be accessible from mobile devices.
- Requesting/approving time off will all be done in one system and will not require multiple channels of communication.
- Managers and Supervisors will have easy access to view their teams’ information, run team reports and initiate actions.
- A dashboard interface will provide customizable visibility and access to important reports and actions.
All UCF employees will utilize Workday time tracking for the following:
- Create and correct absence or time-off requests through self-service on a desktop or mobile device (including iPhone, iPad, Android, and additional web-enabled devices)
- Upload attachments when requesting time off on a mobile device
- Request time off for specific jobs if employee has multiple jobs
- View time-off balances through self-service
- View history of time-off or absence requests
- Realize a unified experience for entering time-off or leave
of absence requests
NON-EXEMPT EMPLOYEES (OVERTIME ELIGIBLE/HOURLY):
In Workday, a non-exempt employee at UCF will:
- be required to clock in/out via Workday to log their clock-in time, lunch break and clock-out time.
- be able to select/edit the time frame for their requested time off
- only be paid for the hours they submit and get approved on time
With Workday mobile, non-exempt employees can clock in and clock out from their mobile device, and with geofencing, UCF will define the boundaries of each college/division that requires employees to clock in/out. Geofencing will require employees to be at their respective work locations in order to clock in/out with Workday mobile.
KRONOS TIMECLOCKS TRANSITION TO WORKDAY
Part of the Workday implementation includes the removal of Kronos timeclocks. Employees who currently use Kronos to clock in/out will transition to Workday, tentatively scheduled to go into effect in July 2022.
UCF is working toward solutions for this transition from Kronos timeclocks. As these decisions are finalized, information will be shared with all impacted staff. Training, resources and support will be provided to all employees.
EXEMPT EMPLOYEES (NOT OVERTIME ELIGIBLE/SALARIED):
In Workday, an exempt employee at UCF will:
- not clock in/out in Workday
- utilize the Workday absence calendar to enter exceptions such as sick or annual leave
- enter time off by submitting the number of hours in the days requested off
- be able to add comments to specify the reason for time off and time of day taken off
HCM WORKSTREAM STRUCTURE
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.
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.
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.
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 currently are at UCF.
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.
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.
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.
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.
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.
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.
Why not utilize the carry forward funds to provide bonuses for our OPS Staff?
State statutes prevent the university from paying OPS employees for anything other than hours worked.
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 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 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 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.