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Understanding Knight Vision

There will be a variety of ways in which the campus community can be involved with the Knight Vision program. A few of those include quarterly open forum meetings with Knight Vision progress updates and additional information, feedback and survey opportunities, volunteer opportunities and more. Visit the Get Involved page for additional opportunities and updates. 

Throughout the project, people will have opportunities to get involved. Some examples include:

  • Many full-time positions with the project have been filled by internal candidates and any subsequent openings will be posted to the UCF jobs site.
  • The Campus Community Advisory Group (CCAG) will ensure that people who will use new Knight Vision processes and applications on a day-to-day basis have a means of sharing their  perspectives.
  • Subject matter experts in functional and unit areas will be asked to participate in customer review sessions, provide feedback and also provide specific input to the project team during the architecture phase.
  • People from across the university will have opportunities to be change agents, ensuring people understand the changes and are prepared to adopt them.
  • Training will be provided in a “train the trainer” model that will allow people in each functional area to train their colleagues.
  • Staff will have opportunities to test functionality by running through scenarios they typically have in their respective units or functional areas.
  • There will also be multiple opportunities to participate in open labs and open forums to get information, ask questions, and provide input.

Learn more at our Get Involved page.

The divisions and departments will be asked for input and information as the project progresses. Current state processes will be assessed, and future state processes will be designed based on Workday functionality and industry best practices. The Campus Community Advisory Group (CCAG) and subject matter experts will work with the project team to assess impacts of process changes and make adjustments to ensure processes are effective, efficient and decisions are made in the best interests of the entire university. 

Workday has been implemented and adopted by a variety of colleges and universities of all sizes. Two of the most notable benefits of Workday include process standardization and a modern-user interface on both PC and mobile devices. This will reduce process variation and how the processes are experienced via the systems.

It is our goal to actively engage the community in the implementation process. We have already started by conducting numerous interviews and collecting feedback via surveys at the beginning of this program. We have also developed a Campus Community Advisory Group (CCAG) that serves as a bridge of communication between the Knight Vision program and the campus community. There will be a variety of training opportunities on the new applications and processes in the spring of 2022.  

Carry forward funds may only be used for non-recurring expenses by Board of Governors Regulation. Faculty and staff promotions are paid for from recurring dollars and therefore would be ineligible for use of carry forward funds. The Knight Vision project is eligible for non-recurring funding because it is a time-limited project. 

Article 14 of the Collective Bargaining Agreement (CBA) for the United Faculty of Florida (UFF), requires the university to have a promotion process for all in-unit faculty. Tenure-earning faculty are generally promoted from assistant to associate professor when they receive tenure. They have one other opportunity for promotion, from associate to full professor, but the standards are rigorous, and many faculty members remain associate professors their entire careers. Additionally, non-tenure earning faculty at UCF only have two promotion opportunities with their own specific requirements.  

A&P and USPS employees are not constrained or limited in the number of promotions or reclassifications they can receive in their career at UCF. Promotions or reclassifications are based on the employee meeting the requirements of the position based on their experience, skills, prior performance, knowledge, education and competencies, and may require certifications or licenses.  

Carry forward funds may only be used for non-recurring expenses by Board of Governors Regulation. Faculty and staff promotions are paid for from recurring dollars and therefore would be ineligible for use of carry forward funds. The Knight Vision project is eligible for non-recurring funding because it is a time-limited project. 

 Article 14 of the Collective Bargaining Agreement (CBA) for the United Faculty of Florida (UFF), requires the university to have a promotion process for all in-unit faculty. Tenure-earning faculty are generally promoted from assistant to associate professor when they receive tenure. They have one other opportunity for promotion, from associate to full professor, but the standards are rigorous, and many faculty members remain associate professors their entire careers. Additionally, non-tenure earning faculty at UCF only have two promotion opportunities with their own specific requirements.  

A&P and USPS employees are not constrained or limited in the number of promotions or reclassifications they can receive in their career at UCF. Promotions or reclassifications are based on the employee meeting the requirements of the position based on their experience, skills, prior performance, knowledge, education and competencies, and may require certifications or licenses.  

All PowerPoint presentations will be made available on the Knight Vision website.  

Yes. At various stages in the project, units from across the university, including colleges and Direct Support Organizations (DSOs) will be asked to participate.

Many custom applications built on the PeopleSoft platform will not transfer directly to Workday and will need to be replaced over the course of the Knight Vision implementation. Some of these applications will need to be replaced or addressed prior to the Workday HR and finance modules going live. Others will remain in place and be addressed during the Workday Student implementation project. 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 appropriate solutions.

Yes, UCF data will be encrypted and stored on secure servers in state-of-the-art data centers.

Learn more about Security and Trust with Workday.

General

There will be a variety of ways in which the campus community can be involved with the Knight Vision program. A few of those include quarterly open forum meetings with Knight Vision progress updates and additional information, feedback and survey opportunities, volunteer opportunities and more. Visit the Get Involved page for additional opportunities and updates. 

Throughout the project, people will have opportunities to get involved. Some examples include:

  • Many full-time positions with the project have been filled by internal candidates and any subsequent openings will be posted to the UCF jobs site.
  • The Campus Community Advisory Group (CCAG) will ensure that people who will use new Knight Vision processes and applications on a day-to-day basis have a means of sharing their  perspectives.
  • Subject matter experts in functional and unit areas will be asked to participate in customer review sessions, provide feedback and also provide specific input to the project team during the architecture phase.
  • People from across the university will have opportunities to be change agents, ensuring people understand the changes and are prepared to adopt them.
  • Training will be provided in a “train the trainer” model that will allow people in each functional area to train their colleagues.
  • Staff will have opportunities to test functionality by running through scenarios they typically have in their respective units or functional areas.
  • There will also be multiple opportunities to participate in open labs and open forums to get information, ask questions, and provide input.

Learn more at our Get Involved page.

The divisions and departments will be asked for input and information as the project progresses. Current state processes will be assessed, and future state processes will be designed based on Workday functionality and industry best practices. The Campus Community Advisory Group (CCAG) and subject matter experts will work with the project team to assess impacts of process changes and make adjustments to ensure processes are effective, efficient and decisions are made in the best interests of the entire university. 

The Training Tenant often referred to as the sandbox tenant, is one of the “on-demand learning” methods that will be utilized for Workday training and will be available to the end-user community in early May.

Carry forward funds may only be used for non-recurring expenses by Board of Governors Regulation. Faculty and staff promotions are paid for from recurring dollars and therefore would be ineligible for use of carry forward funds. The Knight Vision project is eligible for non-recurring funding because it is a time-limited project. 

Article 14 of the Collective Bargaining Agreement (CBA) for the United Faculty of Florida (UFF), requires the university to have a promotion process for all in-unit faculty. Tenure-earning faculty are generally promoted from assistant to associate professor when they receive tenure. They have one other opportunity for promotion, from associate to full professor, but the standards are rigorous, and many faculty members remain associate professors their entire careers. Additionally, non-tenure earning faculty at UCF only have two promotion opportunities with their own specific requirements.  

A&P and USPS employees are not constrained or limited in the number of promotions or reclassifications they can receive in their career at UCF. Promotions or reclassifications are based on the employee meeting the requirements of the position based on their experience, skills, prior performance, knowledge, education and competencies, and may require certifications or licenses.  

All PowerPoint presentations will be made available on the Knight Vision website.  

Yes. At various stages in the project, units from across the university, including colleges and Direct Support Organizations (DSOs) will be asked to participate.

Many custom applications built on the PeopleSoft platform will not transfer directly to Workday and will need to be replaced over the course of the Knight Vision implementation. Some of these applications will need to be replaced or addressed prior to the Workday HR and finance modules going live. Others will remain in place and be addressed during the Workday Student implementation project. 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 appropriate solutions.

Yes, UCF data will be encrypted and stored on secure servers in state-of-the-art data centers.

Learn more about Security and Trust with Workday.

System Functionality

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. 

The transparency of the Knight Vision program implementation stems from engagement with the campus community through open forums, the Knight Vision newsletter, official website and the Campus Community Advisory Group (CCAG). We are still in the early stages of the implementation, but as we move forward, we will continue to make decisions and update our program timeline. Transparency and execution are what we strive for! 

“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.

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.  

Yes, the additional workload will be considered. As a result of the new tools and processes, staff will be 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 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.   

Some paper eliminations will be 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 will allow users to send documents for multiple electronic signatures as needed. It will be rolled out in phases by UCF IT. 

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. 

Some historical data will be available, but most will be housed outside of the new system. Requirements are still being evaluated. 

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. 

Yes, it will be used for everyone getting a paycheck from UCF. We are still working on decisions for Kronos and other external systems, but we have not made those decisions yet.  

As we are still in the early stages, we also cannot confirm that yet. It is our understanding that it will, however.  

Workday will replace custom applications built in PeopleSoft over the last 20 years with alternative solutions.  

There are out-of-the-box integrations for Outlook regarding the Learning Module. Other modules are on the Workday roadmap for integration.  

Yes, a demo on the electronic timesheet dashboard was done during the Knight Vision Open Forum on May 26, 2021.  

Emails will be sent to the UCF email address and within Workday’s inbox. You will be able to view your tasks in one place and not have to deal with your email. We currently do not have information on a text option. 

Timekeeping will be a separate activity. The employee use of it will be similar to myUCF

You will have the ability to modify all leave requests. Also, the system will allow for some retroactive changes as well, such as forgetting to report a day off or if an employee forgot to punch in or out. 

All this information will be recorded in Workday. Employees will be able to see the history of their leave requests, including manager approval. You will 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.  

Yes, the system will generate an email to the supervisor and there will be a task within Workday. They will receive that notification two ways and it can be approved via mobile phone.  

Security

We recommend you view the Workday Security assertions. Workday has third-party audits and certifications, and we have full faith in the system. Data is housed for the use of UCF, but it cannot be monetized. They host their data across three secure locations.

View more information about Workday Security here – https://www.workday.com/en-us/why-workday/security-trust.html#trust-security  This provides details regarding Workday security and privacy concerns. We have full faith and confidence in the company’s ability to provide appropriate protections for data put into their custody. We are all vulnerable and these large firms maintain a critical security investment, since if they lose trust, they will lose their revenue base. Additionally, there are contracts protecting against use of employee or UCF data for any other purpose but for UCF administration. It cannot be monetized. 

Hundreds of different institutions, including OPM and the NSA, are on premium high-security hosting. The NSA had leaks. In-house hosting is not inherently more secure or compliant relative to the risks and labor costs to maintain it. We are making an intentional risk acceptance and transfer to Workday hosting relative to other costs and risks. 

Workday has disaster recovery built into the solutions it uses. Workday has a combination of their own data centers distributed across the world, but we’ve been assured that our data will be inside the United States. They have at least three locations with automated failover.

Think of it as a set of GPS coordinates registered by a mobile device similar to the GPS boundaries of the UCF campus. Within these boundaries, would be consider a Geo- (geographic) fence. https://en.wikipedia.org/wiki/Geo-fence 

Yes. Workday Mobile applications are compliant with UCF security policies “out-of-the-box”. It has been a primary focus for the Knight Vision program team to ensure compliance.

Workday follows the guidelines set forth by Apple and W3C to prevent data being stored on any device, both through the native applications and the browser. Only simple values that facilitate reconnecting to the correct destination persist across sessions such as Tenant, Connection URL and Username.

Workday will handle the backup of the UCF data (as well as their other customers) to an alternative data center. This also includes the disaster recovery process.

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.

Staffing

Yes, those who work with the processes everyday will have the opportunity to provide feedback and discuss the pros and cons regarding the decision on how to configure a business process. For this project, we are very interested in hearing from not only senior-level administrators, but also the boots on the ground people who engage with the system procedures regularly. The feedback of those who will be using these systems is extremely valuable to the Knight Vision team and their input is of great interest.  

During COVID, we learned how to better adapt to more digital methods to reduce the stress of paper-based processes, especially with processes requiring signatures.  

We will be posting jobs both internally and externally which will lead to a greater diversity of applicants. Since this is a highly specialized project, certain skills and experiences will be paramount to joining the Knight Vision team. We are interested in attracting diverse individuals to work on this project as well as following our guidelines for staffing, diversity and inclusion. As always, we look for the most qualified person for the role and maintain a transparent and open hiring process. 

This approach allows us to spend our valuable time customizing Workday to meet our needs at UCF. Our time is better spent configuring and customizing to yield the most value for UCF stakeholders. 

In the coming months, we will be establishing a Change Ambassador Program (CAP) comprised of people across campus. This group will learn about the project and share information with colleagues ensuring understanding of the change and how to prepare for that change. There will be many opportunities to participate in outreach activities, labs, testing and open forums to learn more and ask questions. For more information visit the Knight Vision  website and the  Get Involved page.  

Training

We are still in the process of developing a training calendar and have a dedicated team that will strategize around this process to ensure that a variety of training opportunities are made available and are accessible to the entire campus community.  

Workday will integrate with Canvas as PeopleSoft does today; however, most of the PeopleSoft trainings will no longer be applicable. We are working with leadership to identify recommended training per role in Workday. We will also be working to eventually move all that training directly into Workday Learning, the LMS platform for Workday.

The success of the Workday Implementation project is ultimately measured by the value it provides to the UCF community. End-user training will be determined based on general Workday system requirements and business processes performed in job roles and responsibilities. We will be exploring a variety of real-time (synchronous) and self-paced (asynchronous) delivery methods to make learning more accessible.

In addition, a training calendar will be developed and will include a variety of training opportunities made available and accessible to the entire campus community. These opportunities will be promoted through various Knight Vision  communication channels such as our main website, upcoming open forums, targeted emails, UCF Events calendars, Campus Community Advisory Group (CCAG) and the Knight Vision newsletter. 

Just-in-Time (JIT) training will be provided starting on May 2022, which will include access to a Workday training tenant for the end-user community. JIT training promotes active learning in the workplace and provides the best opportunity for employees to return from training and immediately apply the new knowledge and skills to a Workday training environment. It is a common workplace training method that allows training to only be applied as needed and not too much ahead of time that knowledge is not retained. Be sure to review our published training calendar and catalog in April 2022 to determine your learning path and learn how to register for available training sessions.

The Training Tenant often referred to as the sandbox tenant, is one of the “on-demand learning” methods that will be utilized for Workday training and will be available to the end-user community in early May.

Information regarding training opportunities and sessions will be provided in early Spring 2022 to the UCF community regarding session details and our official training calendar. Some training will be targeted for specific audience groups and other sessions will have open registration.

Yes, training will offer a combination of real-time and on-demand learning methods in an effort to better accommodate various workstyles and learning preferences. Real-time learning options may include learning labs, virtual webinars and instructor-led workshops. On-demand learning options may include open access to job aids, video demos, user guides and training tenant (environment) practice.

Yes, Addy Notes are the same as job aids and we will be developing job aids for all Workday business processes in scope. Additional training materials will also include video demos, cheat sheets/infographics (similar to “Addy Tips”) and user guides.

We will offer most hands-on training closer to go-live as just-in-time (JIT) training in May 2022. JIT training is very common with system implementations to ensure availability of a practice Workday tenant (online environment) for the end-user community following system testing. We want to encourage an active learning environment while learning various system processes and functionality. A practice tenant will allow the UCF community to practice functionality and business processes during training sessions and at their own pace. 

Why Service Enhancement Transformation

There are no additional monies allocated for SET positions. Each college will make the decision on how funding would be handled on a case-by-case basis.

The Knight Vision SET project directly aligns with two of the President Cartwright’s goals:

  1. Build a strong leadership team with a focus on improving administrative infrastructure and systems that drive operational excellence, efficiency and effectiveness.

Through organizational alignment, process improvements and a focus on efficiency and effectiveness, we can ensure we are maximizing our investment in our institutional missions of education, research, student development and public service, and moving toward becoming a leading public metropolitan research university.

  1. Build a culture of trust, engagement and accountability that also makes UCF one of the best places to work for our faculty and staff.

The SET Project will enable: “clear and consistent administrative structure; streamlined use of administrative systems; operational effectiveness, efficiency, and excellence; opportunities for engagement in operational transformation; transparency that can help establish trust; structures and metrics for accountability; enhanced employee experience for functional and support staff and improved services for administrators and faculty.”

Both the SET project and the Workday ERP Implementation project are part of the broader Knight Vision program.

The SET project defines the roles, responsibilities and organizational structure that will inform the final configuration of the new Workday ERP system for HR and finance. Similarly, features available in the new Workday system require changes in the way we currently conduct certain university processes, which require a streamlined organizational structure. By coordinating each project with one another, our university will be able to cohesively address HR and finance service opportunities across people, processes and technology.

The SET project worked with each college and division to outline the estimated size of each business center, starting with a standard set of metrics. These numbers and final organization charts may continue to evolve. Each college is responsible for the staffing and size of their Finance and HR Business Centers.

The SET project will enhance the quality and consistency of HR and finance service delivery, eliminating inefficiencies and clarifying and streamlining complex processes. These changes will improve the customer experience and reduce the amount of time that students, faculty and staff must dedicate to administrative activities, thus enabling them to focus their time on supporting or engaging in mission-centered activities such as learning, teaching, research and service.

The new SET operating model is not intended to reduce staff or resources:

  • Some staff will be hired into a new HR position in a college or division (within a HR Business Center).
  • Some staff will be hired into a new finance position in a college or division (within a business center).
  • Some staff who currently have HR or finance responsibilities will stay with their department and will have new capacity to perform other roles and responsibilities through realignment of local responsibilities.

Benefits to our People:

  • Creating defined, uniform roles, responsibilities and competencies for staff and supervisors.
  • Providing staff with more effective training opportunities.
  • Providing service coverage so staff have specialist backup in their absence.
  • Reducing duplicative work by simplifying and standardizing processes.

Benefits to our University:

  • Increasing service speed, quality and consistency.
  • Reducing risk from non-compliant processes and practices.
  • Using modern, state-of-the-art technology to improve upon outdated processes, providing a uniform, high-quality customer experience.
  • Aligning with Workday to simplify processes, reducing approvals and oversight.

Why Shift to SET?

We have come a long way from our origins and many of you have witnessed our impressive growth! In fact, we grew so fast, that our organization’s structure did not keep pace. Currently, there is inconsistency in processes based on college/division level, leading to a lack of specialization, and often duplication in efforts across many different units. With the implementation of Workday, all processes will be changed and simplified, which will lead to consistency in processes through the university, as well as consistency in roles and responsibilities across campus.

The Service Enhancement Transformation (SET) project is a method which will redefine, streamline and optimize the ways in which human resources, payroll, finance, unit-based post-award and procurement operations are provided at an institutional level. Efficiency and effectiveness are achieved by realigning roles and responsibilities and improving processes.

The SET project has established a Project Champions team and Advisory Committee responsible for evaluating options and making decisions. The SET project has three executive sponsors, Interim Provost and VP for Academic Affairs Michael Johnson, VP for Information Technology and CIO, and Senior VP for Administration and Finance Gerald Hector, who are accountable for making decisions and confirming alignment with the  Knight Vision Governance Structure

Business centers will be embedded in the colleges. Logistically, it will be up to each individual college or HR/budget directors to determine where to physically position staff.

Campus Community Advisory Group

Efforts were taken to make sure representation came from units across UCF. Members were selected based on their ability to represent their areas, their familiarity with the overall university and processes, and approval from their managers.  

A subcommittee from the Knight Vision Business Owners Council (BOC) reviewed applications and sought to select representatives from various units across UCF. Knowledge of UCF was a factor, as well as deep understanding of processes within their units. The goal was to select a variety of employees who could assess the impacts to their respective areas and provide feedback.  

Knight Vision Campus Community Advisory Group.

The CCAG will serve as an advisory council to the Knight Vision Business Owners Council (BOC) and Executive Steering Committee (ESC), providing information and recommendations based on its diverse knowledge and campus perspective. Committee members will provide input regarding business processes, review Knight Vision options, assess impacts to end users and make recommendations to Knight Vision project teams and governance groups. 

The CCAG has a good sample of people from across campus from both the colleges and the administrative units. Our goal was to have a nice cross-section and representation of the campus community so that we have a good sample of input from everybody. 

We do have various levels on the CCAG. Members were selected based on their ability to represent their areas, their familiarity with the overall university and processes and approval from their managers.  

The CCAG plays an integral role in providing a campus perspective on Knight Vision initiatives and offers valuable input to the program team on key processes, impacts and decisions. Members of the CCAG are not the decision-makers for the entire program, but they do provide impactful input that helps shape our future processes.  

Depending on current members and representation from various areas, it is possible that additional opportunities could come up. If there are, opportunities will be posted on the Knight Vision website.  

Miscellaneous

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.

We are thrilled that you would like to be involved in Knight Vision. Phase II of the implementation (in 2022) will involve students, but at this time we are still very early on in process for Phase I. If you would like to be involved in receiving more granular updates about the implementation process and become involved in sharing updates to your colleagues and community, we encourage you to participate in the Campus Community Advisory Group Communication Network.  

Yes. The experience at University of California-Santa Barbara (UCSB) with HCM and Finance conversions was to deploy the basic service and then move to continuous process improvement mode based upon the Workday business process models. This question would take another whole hour to discuss as we would have to examine 25 modules in Workday and the associated business processes. Focus, sequencing and prioritization will be critical to make those dates.  

It is our goal to actively engage the community in the implementation process. We have already started by conducting numerous interviews and collecting feedback via surveys at the beginning of this program. We have also developed a Campus Community Advisory Group (CCAG) that serves as a bridge of communication between the Knight Vision program and the campus community. There will be a variety of training opportunities on the new applications and processes in the spring of 2022.  

We learned that trust is a pivotal element to the success of this program. It is important that we ensure that we continuously share information and keep inventory of feedback. It is not going to be easy, but we are confident that transparency and a strategic timeline will help propel the program forward. 

Faculty positions are bargained for so we do not have the control of those. Faculty positions have specific timelines for promotions, and that makes it different than other jobs. Always know the faculty promotions are coming and we can build into the budget. If promotions are received by USPS and A&P, they will get an increased salary with the new responsibilities, and they are reclassified. 

Workday ERP Implementation

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. 

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.

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.

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.

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/.  

Workday will replace PageUp.  

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.

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.

Supervisors will get an email and they will also get a task within Workday.

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.

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. 

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.  

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.  

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.  

You may send questions or comments to the Knight Vision email at knightvision@ucf.edu. 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

We will have plenty of demos and training as we get closer to the final product.  

We are in the process of determining that. There has not been a final decision yet. It will be part of our architecture phase.  

  • Moodle/Canvas
  • PeopleSoft for student information, schedule of classes and grading   
  • Banner for enrollment registration, etc.  
  • Degree Works and other advising tools 

Workday can be accessed from a PC, Mac, tablet or mobile device (Apple or Android).  

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.  

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.

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.  

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.

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= 

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.  

Personal Information  

  • 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.

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.

The end-users for the new Workday Foundation Data Model are all UCF employees who will be using the new Workday ERP system.

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.  

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.

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.

Workday Student is now being evaluated for a Phase 2 implementation after our launch of Workday with HR, Finance and Payroll.

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.

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. 

At this point, we have not fully designed the system and we do not completely know what will or will not be accommodated.  

Reporting/Analytics

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.

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 are still too early in the process to determine this information. 

IKM Data/Pegasus Mine Portal will continue through Phase I. Minor changes may occur in reports that include HR or Finance data. 

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. 

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. 

General HR

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. 

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. 

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. 

$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. 

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.

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.  

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. 

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. 

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 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. 

The project was funded with prior year carry forward budget in June of 2020.  

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.  

State statutes prevent the university from paying OPS employees for anything other than hours worked.  

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. 

There are no requirements to do work from your electronic devices. This would be a discussion to be had with your supervisor on expectations.  

The goal is standardization. There are no requirements to put medical information on LAPERs and HR would advise against doing so. 

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.  

General Finance

No, because if you’re able to create a requisition in Workday, there’s not additional login information needed. It’s all tied together.

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.

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.

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.

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.

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.

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.

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.  

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.

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.

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.

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.

It’s a self-service functionality in Workday, but some decisions are still being made on that.

Any HR-related items that arise are brought to our attention and have been/will be shared with the HR/HCM team for consideration.

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.

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.

UCF will be processing sponsor invoices within 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.

Time Tracking (i.e., KRONOS, Workday Mobile)

Exempt employees will only enter exceptions such as sick or annual leave.

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.

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.

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.

A&P exempt employees will not have to do time cards. They will enter their sick/vacation time directly into Workday.

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.

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.

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.

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.

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. 

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.

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

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.

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.

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).

When employees with more than one job clock in and out, they will select which job they are clocking in for.

Hourly employees should clock in when starting work and clock out when stopping. A supervisor can enter time if a punch is missed.

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.

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.

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.

Integrations and PeopleSoft Retrofits

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.

The Keys system will continue to live on in PeopleSoft Campus Solutions until a new application is identified by the CARP project and transitioned to a new application platform.

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.

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.

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.

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.

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.

We will be deprecating Campus Solutions eventually. Workday Student is a strong candidate. That analysis starts in the Spring 2022.

Not at this point. If there are other solutions for policy management that are available within Workday in the future, they will be considered.

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