Workday is an innovative, cloud-based platform for the modern and mobile workforce. Together with strategic design partners at several universities, Workday developed the first higher education based human resource & financial management solution in the cloud.
Workday is delivered in the cloud and leverages a modern technology platform, which will provide SJU employees greater information accessibility.
Aligned with SJU's strategic plan and the initiative to foster greater strength and stability, the Workday Human Capital Management (HCM) system was launched in June 2022, followed by the Workday Financial Management Platform in June 2023 and the Workday Recruit and Talent, was launched on May 1, 2024.
Workday will give you greater control over personal information through 24/7 access to your information over a secure network. The self-service functionality allows employees to update their personal contact information, view pay stubs, and deductions, view and update benefits, access directory information, and much more!
What are some of the benefits of Workday?
- Workday is designed to support the unique needs of higher education.
- In addition to 24/7 access to information over a secure network, Workday’s Software as a Service (SaaS) or cloud-delivery model offers employee and manager self-service, enabling staff to update or access their information privately from any computer or mobile device with internet access.
- We will be able to streamline multiple systems and services, provide single-sign on, and automate some processes to create a smoother experience and provide more functionality for all SJU employees.
- Deliver a strategic, new, state-of-the-art Enterprise Resource Planning (ERP) solution to support the University for years to come
- Enhanced self-service and autonomy in managing processes
- Opportunities for greater efficiencies by streamlining and automating processes
- Significant transparency into process statuses, details, and communication, allowing everyone to access more information about each process timeline
- An enhanced and integrated environment for data sharing
- Provide faculty, staff, and student workers with cloud-based, mobile-friendly tools
- Provide faculty and staff with greater access to HR and Finance information
Recruit and Talent
Recruit
| Workday Support Features |
With Workday, you can |
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Open jobs
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- View the Workday Recruiting App - easily create a job requisition, view open and in-progress jobs, see and review candidates
- Easy visibility into multiple jobs
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| Recruiting & Search Committees |
- Hiring managers can easily designate a person to assist with the full recruiting process as well as designate search committee members.
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| Notifications & Actions |
- Specific, detailed inbox items with actions/to-do items to move jobs and candidates through the work flow.
- Saving/submitting any of these actions moves the process along, just like all other Workday processes
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| Final Hire |
- Candidates are not moved through two systems, resulting in a faster, more streamlined, and more reliable process.
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Talent
| Workday Support Features |
With Workday, you can |
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Goals
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- Update goals manually or the University can launch a goal-setting process
- Align to University goals
- University leaders can set department- or division-level goals
- Goals and alignment are viewable and reportable for University targets
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| Staff Performance |
- Customizable templates based on employee type (union vs. non-union, faculty/staff, etc.)
- Historical evaluations are easily available on the worker profile
- Recent performance ratings are visually captured and shown on the worker profile
- Auto-updates based on manager changes
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| Professional Achievements |
- Available sections of the Career tab on each employee's Workday profile:
- Achievements (contains awards, activities, & publications)
- Certifications
- Professional Affiliations
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Workday Finance
Procurement
| Workday Support features |
With Workday, you can |
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Expenses
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- Snap a photo & upload your receipts either online or with your phone
- Monitor the automated workflow & approval status online
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| Travel Authorizations |
- Approval workflow is automatic & pre-populates expense reports
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| P-Card Processing |
- Reconcile transactions directly in Workday
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| Requisitions |
- Enter requisition and supporting documentation directly in Workday, which is then automatically routed for approval
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Financial Reporting
| Workday Support Features |
With Workday, you can |
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Financial Reporting
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- View actuals, budget, and other financial information in Workday in real time
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| Foundation Data Model |
- Streamlined foundation data model utilizing custom dimensions
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| Budget Amendments |
- Initiate and enter budget amendments into Workday
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| Journal Entries |
- Enter journal entries and attach supporting documents in Workday
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Workday HCM Functions
| Workday Support Features |
With Workday, you can |
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Core HR Transactions
(e.g., personal information, viewing job information/details, compensation, separations, etc)
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- All core HR transactions are performed in Workday, except for recruitment of new employees. Employee recruitment is scheduled to move to Workday by Fall, 2023
- All employees will have access to view personal compensation information in Workday
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| Payroll |
- Instead of using Self-Service Banner, all users will log into Workday to view paychecks and view/update direct deposit and W-4 information
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| Employee and Faculty Self-service |
- All employees will access Workday to update demographic information, including but not limited to address, emergency contacts, etc.
- This includes updating preferred names
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Benefits
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- All employees will view benefit information, update benefits when possible due to life and job events, and select benefits during open enrollment
- Retirement plan updates will still be made via the TIAA website, but all other benefits can be updated within Workday
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| Position Management |
- Workday will enable managers to process title changes, salary increases, and status changes, while also allowing SJU to create accurate FTE reports, manage and analyze our workforce, and better facilitate compliance
- PeopleAdmin will remain the system for the recruiting and the job requisition process until Fall 2023.
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| Absence/Leave Management |
- All employees can request time off and view their sick time, vacation time, and any PTO balance in Workday
- Managers will be able to approve time off requests from any device with internet access (including smart phones)
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| Time Tracking |
- All non-exempt, non-union employees will enter and submit time electronically in Workday
- Managers will approve time electronically in Workday
- Union members will continue to use time clocks at this time
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| Faculty Information Management (rank and tenure) |
- Academic appointment information will be maintained in Workday
- Faculty members will be able to view rank, tenure and academic appointment information.
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Accessing Workday
What devices can I use to access Workday?
Workday can be accessed from a PC, Mac, tablet or smartphone (Apple or Android devices) with a secure internet connection. You can learn more about the mobile app and how to download it in this Knowledge Base article.
Will Workday work with any internet browser?
Any browser will work to access Workday (Safari, Firefox, Google Chrome, etc.). Workday does not have a preferred browser. If you use a specific configuration for IE as a necessary part of your job, you should try using another browser running a more up-to-date version (Safari, Google Chrome, Firefox, etc.) for Workday access.