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Workday is a comprehensive human resources and financial management system that brings together a wide range of HR and Finance functionality into one single and inclusive system. As a self-service tool, Workday puts the power of access and information into employees’ hands, allowing for extensive self-service functionality.
Workday will enable process efficiencies across the University, empower our community to make timely strategic decisions and offer effective tools to improve how we operate as a higher-ed institution.
MSU Denver is reimagining the way University business is conducted to simplify, transform and streamline our HR and Finance processes to maximize productivity and employee satisfaction. Our current system Banner, along with several other stand-alone systems, is outdated and cumbersome, and can no longer meet the evolving needs of our staff, faculty and students. We need to become more agile, efficient and modern to better support 21st century higher education. The transition to Workday will help us do this.
Implementing Workday will transform how MSU Denver delivers essential business services by providing a more scalable platform. Workday is going to make many daily and weekly tasks more streamlined for both end-users and for those employees who use University data to perform their job functions.
Workday will enable operational efficiencies, reduce employee burnout and allow us to create sustainable processes. As a result, the University will be able to standardize, automate and centrally manage current HR, payroll, procurement, budgeting and other financial processes that are presently manually intensive through Banner.
Workday will allow for powerful access to information and a variety of self-service functionality. The tool is also inclusive, allowing employees to view and customize personal data and job-related information.
And most importantly, Workday will empower our employee community to make timely strategic decisions supporting our students and Pillar V of our strategic plan to become one of Colorado’s most desired places of employment.
No. All staff, faculty and student employees, will be impacted by the transition to Workday and benefit from this highly intuitive and inclusive system. Employees will use Workday to select and manage their benefits, enter and track their time, keep tabs on their leave balance, access their compensation, view their career growth development plus so much more.
Workday will automate our onboarding processes, enhancing the new employee experience; and streamline our procurement functions, making the invoicing, PR and PO processes much more user-friendly. And for employees whose role requires accessing data, Workday is an incredible reporting tool allowing for customization of data and the ability to easily and quickly pull information to make data-driven informed decisions.
Students who are interested in a student job at MSU Denver will use the Workday system to search and apply for any student employment opportunities they are interested in pursuing. Student employees will use Workday to complete employee onboarding documents, as well as manage their personal employee information. Through Workday, student employees will also be able to view their paycheck, submit their hours, track time, request time off and more, depending on their job responsibilities. As a result of implementing Workday, processes will become more streamlined and how work is conducted will generally be more efficient. Staff will be spending less time on processes and administrative tasks and have more time to focus on meaningful high-impact work, allowing them more time to provide the highest level of service to our students.
The current Workday implementation is focused primarily on operationalizing and maximizing efficiencies for several Finance and HR processes, making the switch to Workday beneficial in so many ways. Employees will benefit from a system that is inclusive, mobile-friendly and allows for single sign-on. Workday is a powerful tool with hundreds of reports and dashboard capabilities allowing insights to make timely and data-driven decisions. Workday will also provide users with self-service functionality not previously available, making it easier to manage personal employee information and become more efficient when performing financial and HR job-related tasks.
Workday is a dynamic and efficient tool for all employees, but it is an especially powerful tool for supervisors and managers who lead a team. While supervisors and managers will use Workday the same way individual employees do, the system will provide extra functionality and tools to help supervisors support and manage their teams daily. Through Workday, supervisors and managers will be able to:
Through Workday, supervisors will also have access to dashboards to help make decisions affecting their teams and system tools to manage budgets and create succession plans, supporting their teams’ career development.
Workday is a powerful, all-in-one inclusive tool that will enable the University to bring together a host of HR and Finance functionalities into one system. Workday will provide lots of self-service functionality and ease-of-use, allowing employees to manage their personal employee information, conduct job-related tasks much easier and much more. Depending on your job responsibilities and/or employee classification, below are some examples of how employees will use Workday.
All this, plus much more will be accessible via one single system – Workday.
As an all-in-one data management system, Workday will simplify how many HR and Finance processes are managed, allowing for maximum efficiency, ease of use and a better employee experience. Workday offers a host of new capabilities that will transform how MSU Denver employees access their personal information and perform work duties. Some capability highlights include a system that is:
These capabilities will change how employees manage their workday. Employees will benefit from a modern talent management system, to include streamlined job posting and a more robust recruiting and applicant tracking system. Its self-service capabilities will allow employees to easily view their benefits and better manage and track their expenses and budgets. Workday is inclusive and customizable, enabling employees to choose how they view and receive data, with the ability to personalize their own data too! Its mobile friendly platform will allow quick access so employees can complete critical tasks while on-the-go and will allow MSU Denver to sustain processes and systems to support 21st century higher education.
To learn more about the Workday project, we recommend you visit the Workday webpage to get news and stay up to date on the latest project happenings. This webpage is updated regularly and is a reliable source of information. All-employee communication will also be available via the Early Bird at least once a month to keep you tuned into what you need to know about the Workday implementation.
The Workday project team has also formed and will continue to engage a Sponsorship Coalition and a Change Agent Network, comprised of members from across the University, to champion communication, engagement efforts, training and overall strategy for successful Workday end-user adoption. Because the Workday implementation is full scope, communication will be shared strategically and when information is appropriate to share with applicable audiences. The Workday project is in full gear, working toward “Go Live” in early 2023. All communication about the Workday project will be timed to support this timeline.
Workday can be accessed using just about any computer with an up-to-date web browser such as Google Chrome, Mozilla Firefox, Safari or Edge. Links to Workday will be available on the Faculty & Staff Hub once the new system has launched.
All employees should plan to log in to Workday as often as is required to submit their work hours, since all time tracking will be handled within the new system. Otherwise, the answer will vary from employee to employee, depending on their job responsibilities; some employees may need to log in multiple times a day, while others may only need to log in once a month. Managers should consider logging in daily to keep on top of requests from their team or HR processes that require their input.
Only as much time as you need to. Most employees will spend a small amount of time each month entering their work hours into Workday. For managers, spending a small amount of time each day addressing inbox items can help processes move along and prevent pileup of work down the chain.
Workday will optimize our business processes and operationalize the way we support our employees. Banner HR and Banner Financials, along with other stand-alone systems, will be retired and/or replaced by Workday. The functionality of the systems currently used at MSU Denver will eventually be transitioned to Workday. A comprehensive list of systems will be provided as they are confirmed, but below are the primary ones:
Yes. Language and terminology will change with the new system. To support this change in terminology, we have developed a Workday Glossary, which includes a list of commonly used terms and language to make it easier for you to use the Workday system. Our goal is to provide a seamless transition and positive user experience. The glossary is available on the Workday Transformation Teams Site and will be updated regularly as the project progresses.
Yes. Training for all the various aspects and functionalities of Workday will be available to all employees for a successful end-user experience and transition. Various training resources have been compiled in the training section of the Workday website. Training will be provided in various forms including job aids, videos and instructor-led training (ILT). To accommodate diverse types of Workday users and ensure success for all employees, training will be targeted and customized based on audience needs and requirements. Different training formats will be used and be specific to role type and/or job function to facilitate the knowledge and skills needed to be successful.
Training resources have been compiled
No, paper forms will no longer be required; you will be able to manage your own personal information entirely within Workday.
To see your payslips (a.k.a. a digital paycheck) within Workday, select the Pay Worklet. Select Payslips under the View heading, then select the paycheck to view.
To change direct deposit elections within Workday, select the Pay Worklet. Select Payment Elections from the Change heading. To add a direct deposit account, select Add Account and follow the on-screen prompts. Then, select Change Election under the Payment Elections header area to designate which portions of your check should go to which accounts.
To see benefit elections within Workday, select the Benefits Worklet (or bubble) from your home page, then Benefits Election from the View area. To view benefit elections you’ve previously had or have elected for the following year, select Benefit Elections as of Date. Select the date which has the benefit elections you want to see, then click OK.
Employees will use Workday to review and make benefit plan elections. For other benefit-related activities, including viewing summaries and detailed information, employees should continue to use BeneCenter.
The increased hourly pay rate of $17.29 per hour will be updated in the new Workday system immediately after the January 13 pay date, which is currently processing hours for the last pay period of 2022 (Dec. 16 – Dec. 31).
MSU Denver is honoring the new Denver minimum wage of $17.29 per hour, effective January 1, 2023. All hourly employees, including student hourly employees, who were at the minimum wage pay rate will be automatically bumped to $17.29 per hour. This increase will be reflected in the employee’s first 2023 paycheck (January 31), and going forward.
MSU Denver work phone numbers for employees are set in Workday by Active Directory and use a VOIP (voice over IP) telephone system that integrates several Office 365 components. Upon commencing employment at MSU Denver, most employees are assigned an official University work phone number and added to the all-employee directory. Therefore, making changes to an employee’s MSU Denver work phone number is not available through employee self-service functionality in Workday. Employees can list and/or update an alternate phone number, such as a cellphone number, using the self-service functionality.
To request a new MSU Denver work phone number or for corrections to the number listed in the directory/contact card, employees can submit a service desk ticket through Team Dynamix using the Information Technology Service Portal. The ticket will be routed to the VOIP team for support and resolution. For more information about the MSU Denver’s phone system, see this Knowledge Base article: What is MSU Denver’s phone system?
No, all time tracking will be done in Workday once it goes live. One of the goals of the Workday Transformation project is to combine HR and Finance functionality into a single, inclusive, easy-to-use system. Workday contains its own time management and tracking features, so TimeClock+ will no longer be needed.
All employees will input their time using Workday.
Non-exempt employees will no longer be expected to clock in and out for their shifts and will instead submit a monthly report of their time worked. This process will be similar to the paper timesheets used previously but will be completely electronic and centralized in Workday. Time can be entered manually for the whole month or auto filled from a schedule within Workday.
Exempt employees will be expected to submit a monthly absence request, which will be similar to the leave reports used previously.
Employees are generally responsible for submitting their own time reports. However, managers will be able to enter time for their direct reports in the event those employees are unable to submit their reports themselves. VPs and AVPs can also assign an assistant as their delegate to submit time reports on their behalf.
No, Workday has not been configured for negative leave balances and will not allow vacation requests that would result in a negative balance. However, Workday will account for future time off earned when submitting vacation requests. For example, if in July you are scheduling a four-day vacation in December, but only have two available days now, the system would allow you to submit that vacation request if you would earn another two days of vacation by December. Otherwise, if a supervisor approves of a planned vacation but the employee does not have enough vacation time, the employee will need to mark that time as unpaid time off in their request.
Yes. Managers are responsible for approving the time of their direct reports and will receive notifications within Workday whenever a submitted timesheet or leave report requires their approval.
Yes. Whenever one of your direct reports submits a timesheet or leave report, you will receive a notification within Workday to review and approve the submission.
Workday Core HCM (Human Capital Management) is the foundation of the human resources system and includes benefits, compensation, recruiting, payroll, absence monitoring, time tracking and talent management – everything a human resources organization needs to effectively help its employees and the broader organization thrive.
The financial suite of Workday applications is broad and inclusive. The finance portion of Workday will allow the Finance team and fiscal managers across the University to more effectively manage all aspects of our finances including payroll, financial accounting, budgets, tax filings, expenses, grant management, procurement, and project, supplier and customer accounts.
Yes! Workday will manage all expenses.
No, Workday does not do travel booking.
Yes. In Workday, these are called spend authorizations. At the time you create a spend authorization, you will also need to request any travel cash advance needed for out-of-pocket per diem.
Yes. In Workday, these are called requisitions. You will use the requisition task for anything that would have previously required an SPO or NPS, as well.