In This Issue:
- Expanded Workday Help Desk Hours for start of Fall Semester
- ICYMI – Recent Workday Training Sessions
- Upcoming Student Onboarding Sessions
- Job Costing Tool Updated for Fall 2019
- Introducing the Workday Process Finder
- Encumbrance Availability Update for 2019-20
- Reminder – Use Workday Qual to Practice and Learn
- Update on Legacy I-9s and Workday
- ICYMI – Cancel or Rescind? What to do When Things go Wrong
- Upcoming Open Labs
Expanded Workday Help Desk Hours for start of Fall Semester
To help everyone get off to a smooth start this fall, the Workday Help Deskwill offer extended hours between August 26 – September 13. During that time, you can reach the help desk from 7:30 a.m.-5:30 p.m. by calling 512-471-8802 or email askUS@austin.utexas.eduwith Workdayin the subject line.
ICYMI – Recent Workday Training Sessions
If you missed any of our recent Workday Training Session, you can any available session materials and video linked below. Looking for more Workday Training opportunities? Check out the Preparing for Fall 2019or Training Eventspages on the Workday@UT website.
- Change Job Demystified–Presentation Slide Deck
- Recruiting Basics for Managers, Recruiting Coordinators, Screeners, and Viewers–Presentation Slide Deck/ Session Video
- Getting to Ready for Hire for Recruiters– Presentation Slide Deck/ Session Video
- ProTips – Troubleshooting– Presentation Slide Deck/ Session Video
Upcoming Student Onboarding Sessions
Centralized student onboarding sessions will begin on August 1 in the Flawn Academic Center (FAC). Student workers will be able to complete onboarding tasks, including completing the form I-9.
- August 15, 1–3 p.m., FAC 101B
- August 16, 11 a.m.–2 p.m., FAC 30
- August 19, 1–3 p.m., FAC 101B
- August 20, 2–5 p.m., FAC 101B
- August 22, 1–3 p.m., FAC 101B
- August 23, 11 a.m.–2 p.m., FAC 101B
- August 26, Noon-3 p.m., FAC 101B
- August 27, 11 a.m. – 2 p.m., FAC 101B
Reminder for Hiring Departments: For students to be eligible for centralized onboarding, their hiring department must final approve hires and launch onboarding in Workday. Students will also need to bring original acceptable documents to establish identity and employment authorization.
Job Costing Tool Updated for Fall 2019
An improved Job Costing Tool for long the session/general use is now available. Improvements include consolidated instructions, mini tools incorporated onto the header tab, a new longevity calculator, and January proration. Two updated example files are also available.
- Job Costing Tool
- Example – JCT Faculty Release from Instructional Budget – Percentage Basis
- Example – JCT Hourly Employee including Longevity Pay – Dollar Basis
Look for these resources and more on the Financials Training Materialspage.
Introducing the Workday Process Finder
“How do I…in Workday?”This is the question Workday Training’s newest resource is aimed at helping you answer. The Workday Process Findercombines examples and tips with the Workday Process Overview (WPO) and related Workday Instructional Guides (WIG) for each business process. Starting twelve common HCM business processes to start with, Workday Training will continue expanding the Business Process Finder to make it the go to resource for both new and experienced Workday users. Take it for a spin and let us know what you think.
Encumbrance Availability Update for 2019-20
In the past, encumbrances for salary and fringe were posted separately to DEFINE, with salary posting in early September followed by fringe in October. Going forward, Workday will post both salary and fringe encumbrance information to DEFINE in early September. For 2019-20, this information will be available for review by colleges, schools, and units (CSUs) on September 6, 2019. To learn more, continue reading How does Workday interact with DEFINE?on askUS.
Reminder – Use Workday Qual to Practice and Learn
Did you know you have access to a Workday test system? It’s called Workday Qualand is available to Workday users who need to practice a transaction or want a place to learn without worrying about changing live data. That’s what makes Qual such a great tool for self-paced learning. Just open the Workday Process Overviews and Workday Instructional Guidesyou need, login to Workday Qual, and step through an entire business process or two at your own pace. Access Workday Qual now.
Update on Legacy I-9s and Workday
To help improve onboarding, eBITS staff have been working on a plan to load legacy I-9s into Workday. Currently, the team has identified and prepared 22,000 I-9s and 7,000 supporting documents to be loaded into Workday. The load is planned to take place by the end of September. The initial load will be followed by additional I-9 loads, as data becomes available. by removing the need for many new hires to complete a new form I-9, this process will help improve the onboarding across UT. While the onboarding and I-9 process remains unchanged for now, we will continue to provide updates on the progress of this initiative.
ICYMI – Cancel or Rescind? What to do When Things go Wrong
Even under the best of circumstances mistakes happen and situations change. The important thing is to know what to do when things go wrong or don’t go as planned. Some issues can be handled quickly and easily, while others are more difficult and will require time and effort to fix. Unfortunately, the time required to address those issues will only increase the longer it takes to address them. Knowing what to do and what to expect can make all the difference. To save time and effort when a mistake happens in a business process or a situation changes, learn when to cancel and when to immediately request a rescind. Continue reading Cancel or Rescind: What to do when things go wrong.
- Find/View, Cancel, or Rescind a Business Process Event(WIG) – Updated
- Request for a Rescind of Completed Transaction Matrix—Updated
- Request for a Rescind of Completed Transaction Form—Updated
Upcoming Open Labs
Open, walk-in sessions are being offered to allow users to bring transactions with them to initiate in Workday and receive hands-on assistance. There will be dedicated Workday experts available to assist and guide users through transactions.
General labs focus on staff, student, and other general topics. There will be dedicated Workday experts available to assist and guide users through transactions. Open labs are appropriate for anyone who attended instructor-led training and has an HR, finance, academic, or security role in Workday. To help with preparations for Fall 2019, we have scheduled the following labs:
- August 21 – Open Lab – General (Staff and Student)
- August 28 – Open Lab – General (Staff and Student)
- September 4 – Open Lab – General (Staff and Student)
- September 11 – Open Lab – General (Staff and Student)
- September 18 – Open Lab – General (Staff and Student)
Release Notes Available Online/Via Email
Release Notes, which include known issues, fixes, improvements, and links to new guidance, are posted twice-per-week on the Workday Release Notespage. You can also subscribeto receive release notes via email. Workday posts release notes on Wednesdays and Fridays.