What's Changing With Workday?
Workday at Clemson will streamline many existing Clemson systems into one, cloud-based system – allowing information to interact easier, move quicker, and simplify the employee experience!
Workday Wins How Workday DiffersWorkday will replace:
CUBS* HR
HR and Payroll: Data, Functions and Self-Service
CUBS* Finance
Finance Data and Functions
Kronos
Time Tracking
Tiger Talent
Employee Recruiting
Tiger Training
Employee Learning
OnBase
Performance Management
Departmental Asset Tracking (DAT)
Trackable Assets
FBIS
Faculty Business Information System
*CUBS = PeopleSoft
Workday will change:
Concur
Travel Booking and Expense Reports
- Travel Booking will remain in Concur
- Expense requests and reporting will move to Workday
AiM
Facilities Management
- The Capital Assets Module will move to Workday
BuyWays
Procurement
- Procurement will move to Workday with the exception of shopping via catalogs and punchouts.
Workday will not impact:
iROAR
Student Information System (Banner)
Adaptive Planning
Budgeting and Planning
Interfolio
Faculty Recruiting
Watermark's Faculty Success
Faculty Activity Reporting
Transparency Spending
State Requirement
Business Objects
Data Warehouse for Student Data
Info Ed
Pre-award Research
CU Navigate
Academic Advising
Workday Wins
Workday Mobile App
The Workday Mobile App lets you manage tasks in the palm of your hand, including time-entry and expense approvals. This way, employees aren’t reliant on a computer for simple tasks on the go.
Connectivity Between Systems
With HR, payroll and finance tools in one platform, faculty and staff no longer need to switch between systems to complete daily tasks.
Enhanced Visibility
Workday brings visibility to processes, allowing users to identify where in a workflow or business process their requests and submissions are. For example, performance review reporting allows managers and employees to see where in the queue the form sits and what happens next. Employees will also be able to see their benefits selections in Workday, providing quick visibility to their coverage.
Organizational Charts
Workday functionality offers better visibility into organization structure, including organizational charts. These organizational charts can be exported to PDF and PPT files to make creating and external organizational chart easy! Within Workday, teams can see how they connect throughout Clemson and easily access organizational charts.
Reduction in Paper/Email Processes
Many HR and Finance processes currently exist through PDF or web forms, routed through emails and hallway conversations for approval. Workday provides the opportunity to streamline these approvals and bring them into one system – allowing for better visibility and a smoother experience for faculty and staff across the University. Actions like requesting changes to a position description or submitting a request for a new supplier are now integrated into Workday, providing better visibility and efficiency throughout the process.
Absence Calendar
Workday’s Absence Calendar provides enhanced visibility into time off across a team. Now, managers can see one central calendar with all team absences to better visualize coverage across their unit.
Employees can also see when co-workers may be scheduled to be away, though they cannot see the leave type or reason, to protect employee privacy.
Performance Reviews for Temporary Employees
With Workday, TLP, TGP and TMP employees no longer have to use a clunky PDF form to complete the optional performance review process. Workday includes the functionality to allow these employees and their supervisors to complete the process within Workday’s performance module.
How Workday Differs
As we transition from several disconnected systems to one streamlined place to complete HR and Finance tasks, Workday will change many of our current processes and functions. Explore an overview of some of the changes you may notice as you navigate Workday below.
Understanding Your Paycheck in Workday
Through Workday’s implementation, some current processes and practices will experience slight changes that may impact how faculty and staff see or interpret their paycheck. This article includes key details to know as you see your first paycheck in Workday on July 15.
What Is Changing?Workday is Search Driven
In PeopleSoft (CUBS) HR or Finance, faculty and staff navigate through a menu to get to the functionalities or information they need.
Workday is search driven, not menu driven. That means if a principal investigator needs to look at specifics of their grant in Workday, they’ll use specific search terms, like “Create, Find, Extract, or View” to pull up the information they need.
While searches drive navigation in Workday, there is a global navigation menu in the system to allow employees to transition between different functional areas in Workday.
Time Approval Required
Currently, hourly employees are paid for each pay period they work, regardless of supervisor approval by the pay period deadline.
In Workday, supervisors must approve all time submitted by the employee before the pay period deadline (1st and 16th of each month) for an employee to be paid in a timely manner.
If supervisors are on leave or unable to approve time for any reason, they remain responsible for this task and must assign a delegate to review and approve time entries to ensure their employees are paid on time.
Delegation for Purchasing
Workday security ensures the right people have access to the right information.
When completing tasks in Workday’s “Spend” module (purchasing), the process and parameters where faculty and staff can assign a delegate will change.
In Workday, a faculty or staff member can assign anyone in their supervisory organization as a delegate, including their peers or supervisors.
Assigned delegates who are peers or supervisors of an employee can start, approve, and complete any tasks on the employee’s behalf.
If an employee selects a subordinate as a delegate they may only initiate creation of a spend authorization or an expense report, or verify p-card transactions. Subordinates will not be able to approve inbox tasks or start any other tasks on an employee’s behalf.
Faculty and staff will have to review and reassign delegates every 180 days.
Department Numbers Become Cost Centers
As the University transitions to Workday, we will also transition from our legacy Chart of Accounts to the Foundation Data Model (FDM). The FDM is the foundation for all transaction processing and reporting.
In the FDM, departments are represented as “cost centers.” As we transition to the FDM, historic department numbers that faculty and staff may associate with their area will change to reflect their new cost center designation in Workday.
A crosswalk will be available at go-live to support faculty and staff in finding their cost center.
Submitting Receipts for Purchases
Workday will replace Concur for travel requests and expense reports. The Concur booking tool will remain.
Similar to Concur, Workday requires employees to upload receipts directly into Workday for p-card or CUF card purchases. In Workday, these receipts cannot be emailed or uploaded through the app, for p-card purchases.
For employees submitting receipts for purchases on central Clemson Aircards or personal cards they may email receipts or upload them to the Workday app.
Employee Reimbursements
In legacy systems, expense reimbursement payments are processed every Tuesday and Thursday. This timing is expected to remain the same in Workday.
In PeopleSoft, if this payment aligns with a payday, the payment is combined and sent to the employee’s bank accounts in a single payment.
In Workday, reimbursement payments and compensation payments will be kept separate, displaying as two separate payments to the employee.
Employees may also choose to have reimbursements sent to a different bank account than their regular pay.
Employee ID Numbers
While our systems prior to July 1 create several employee ID numbers, depending on the system, in Workday, the CUID will be the only displayed employee identification number for simplicity and consistency.
FAQs
-
Will my benefits change with Workday?
No. Workday is a system change, not a benefits change.
-
Will pay dates change?
Pay schedules are expected to remain the same unless otherwise communicated.
-
What changes for managers?
Managers will use Workday to:
- Approve time and time off
- Initiate hiring and job changes
- View team information and reports
-
Will approvals still happen via email?
Approvals will primarily occur within Workday. You may receive notifications, but actions must be completed in the system.
-
Will suppliers/vendors change?
The vendor database will be managed in Workday, but existing vendors will be transitioned as part of implementation.
-
What happens to current systems?
The following legacy systems will be retired on July 1.
- PeopleSoft HR and Finance
- Kronos
- Tiger Talent
- Departmental Asset Tracking (DAT)
- Faculty Business Information System (FBIS)
OnBase-Performance and Tiger Training will gradually sunset throughout the Fall.
-
What will be different for me on day one?
Key changes may include:
- New processes for common tasks (time entry, approvals)
- A single system replacing multiple tools
- Increased self-service capabilities
