Summary
This article contains a table that provides a high-level overview of Workday functions and what systems it will replace, including information on each point about how it will impact the SJU community.
Body
Saint Joseph's University has embarked on a multi-year, phased implementation of Workday. 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. The next phase of the implementation is focused on Workday Recruit and Talent, which will be available to the SJU community on May 1, 2024.
The tables below provide an overview of the functions that Workday will support, the systems Workday will replace, and what Workday means for members of the SJU community. Please review the Table of Contents for links to all Workday-related job aids and training items, as well as what systems and processes have not yet moved or are not moving to Workday.
Benefits of Workday:
- 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
Workday Recruit and Talent: Key Highlights (Live as of May 1, 2024)
See and download a full list for Recruit & Talent, including additional terminology here.
Recruit:
| Workday will support: |
Right now... (Current State) |
With Workday, you can... (Future State) |
|
Open jobs
|
- PeopleAdmin search function is robust but confusing
- Jobs must be tracked individually
|
- 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
|
| Recruiting & Search Committees |
Managers must work directly with HR over email to request additional hiring member or search committee access |
Hiring managers can easily designate a person to assist with the full recruiting process as well as designate search committee members. |
| Notifications & Actions |
- Non-descriptive emails with few details in the system; many people have these filtered out.
- Managers must specifically update the workflow after saving/submitting, causing confusion and delaying some processes
|
- Specific, detailed inbox items with actions/to-do items to move jobs and candidates through the workflow.
- Saving/submitting any of these actions moves the process along, just like all other Workday processes
|
| Final Hire |
HR moves each candidate from PeopleAdmin to Workday manually |
Candidates are not moved through two systems, resulting in a faster, more streamlined, and more reliable process. |
Talent
| Workday will support: |
Right now... (Current State) |
With Workday, you can... (Future State) |
|
Goals
|
Goals in Bridge must be put in, updated, and fully managed by the employee, with no ability to align to University goals and no reporting available.
|
- 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
|
| Staff Performance |
Bridge is limited to full-time, non-union, staff positions due to limited question and template functionality
Limited ability to change managers/reviewers.
|
- 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
|
| Professional Achievements |
General "Achievement" functionality in Bridge, free text with a simple associated date |
Available sections of the Career tab on each employee's Workday profile:
- Achievements (contains awards, activities, & publications)
- Certifications
- Professional Affiliations
|
Workday Finance: Key Highlights (Live as of June 1, 2023)
Procurement:
| Workday will support: |
Right now, users... (Current State) |
With Workday, you can... (Future State) |
|
Expenses
|
Prepare paper expense reports & receipts
Manually track the status of expense reports
|
Snap a photo & upload your receipts either online or with your phone
Monitor the automated workflow & approval status online
|
| Travel Authorizations |
Bookings are handled through Concur with no prior approval |
Approval workflow is automatic & pre-populates expense reports |
| P-Card Processing |
Reconcile monthly statements outside of Banner through PNC Visa Spend Clarity |
Reconcile transactions directly in Workday |
| Requisitions |
Completed requisition form in Banner and upload supporting documentation in TeamDynamix |
Enter requisition and supporting documentation directly in Workday, which is then automatically routed for approval |
Financial Reporting
| Workday will support: |
Right now, users... (Current State) |
With Workday, you can... (Future State) |
|
Financial Reporting
|
Reports generated through multiple systems, updated periodically |
View actuals, budget, and other financial information in Workday in real time |
| Foundation Data Model |
(Previously FOAPAL) Outdated chart of accounts with inconsistent structure & hierarchies |
Streamlined foundation data model utilizing custom dimensions |
| Budget Amendments |
Enter budget adjustments into excel and send to Budget office |
Initiate and enter budget amendments into Workday |
| Journal Entries |
Enter journal entries into excel and send to Controller's office with support |
Enter journal entries and attach supporting documents in Workday |
Workday HCM Functions Overview (live as of June 1, 2022)
Workday functionality, what system it will replace, and brief overview of impacts
| Workday will support: |
Previously, users went to... |
Now, in Workday, you can see... |
|
Core HR Transactions
(e.g., personal information, viewing job information/details, compensation, separations, etc)
|
Banner HCM |
- 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
|
| Payroll |
Banner HCM (accessed through The Nest) |
- Instead of using Self-Service Banner, all users will log into Workday to view paychecks and view/update direct deposit and W-4 information
|
| Employee and Faculty Self-service |
Banner HCM (accessed through The Nest) |
- All employees will access Workday to update demographic information, including but not limited to address, emergency contacts, etc.
- This includes updating preferred names
|
|
Benefits
|
Benefits/IBX Portal (accessed through The Nest) |
- 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
|
| Position Management |
PeopleAdmin |
- 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.
|
| Absence/Leave Management |
Banner HCM (accessed through The Nest) |
- 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)
|
| Time Tracking |
Banner HCM (accessed through The Nest) |
- 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
|
| Faculty Information Management (rank and tenure) |
Information is maintained in Banner (PEAFACT), academic departments, Deans’ Offices, and the Provost’s Office |
- Academic appointment information will be maintained in Workday
- Faculty members will be able to view rank, tenure and academic appointment information.
|