Frequently Asked Questions
- About Workday
- Time and Absence
- Future State
General Go To Top
Why is the A&M System replacing its HR and payroll tools?
Although BPP has served the A&M System well, it has reached the end of its life. It is difficult to modify when we need it to do something differently, it does not support many of our business processes and it is expensive to maintain. Commercial HR/Payroll tools offer significantly more functionality than what we can develop on our own and they can grow with us as our needs change.
Is our finance tool FAMIS being replaced by Workday?
FAMIS is not part of Project Helios at this time. We are focused on replacing our HR and payroll tools first and will look at replacing FAMIS at a later date.
What is the timeline for implementing Workday throughout the A&M System?
Project Helios is a multi-year implementation that began in October 2015. We are targeting to go live in December 2017 with the following modules:
- HCM (Core HR)
- Time Tracking
- Performance Management
- Talent Management
Will each member have their own job board / career site?
About Workday Go To Top
What is Workday?
Workday provides unified finance, human resources and student, faculty and staff lifecycle management cloud applications designed for the way people work in today’s organizations. We believe a new experience is coming to the A&M System — one that is modern, focused on users and streamlined, with common business processes across the A&M System.
The A&M System will benefit from Workday’s intuitive, web-based applications with self-service and mobile capabilities. Workday is designed to work the way we work today and will help create a more nimble, process and data driven organization.
Many universities are adopting Workday because it is easy to use by HR and payroll employees, faculty, staff, managers and student workers; it supports what we do in higher education and it emphasizes a collaborative approach to designing business processes.
Have other Higher Education institutions implemented Workday?
The A&M System joins other institutions including the University of Chicago, the University of Miami, the University of Southern California, the University of Texas, the University of Washington, Louisiana State University, Brown, Carnegie-Mellon, Cornell and Yale.
What does “ERP” mean and how does it relate to Workday?
“ERP” is an acronym for “Enterprise Resource Planning” and is a generic industry term for integrated suites of business systems (such as payroll, HR, and finance systems). Currently, the A&M System uses separate applications for payroll, HR and finance.
What are some of the benefits of Workday?
- Workday provides 24/7 access to information over a secure network.
- Workday functionality offers employee and manager self-service, enabling staff to update or access their information privately from any computer or mobile device with internet access.
- Positions our organization to make changes and upgrades more readily in the future.
- Workday is designed to support the unique needs of higher education.
When and where can I see Workday?
The Project Helios team is identifying opportunities where you can see Workday in action. Please check back for more information. For now you can view a brief video that provides an overview of Workday.
Will Workday work with any platform?
Workday is supported by most internet browsers, including Internet Explorer, Mozilla Firefox and Google Chrome. Users may access Workday from a PC, Mac or mobile device.
Is Project Helios customizing Workday or configuring it?
The A&M System’s legacy systems are customized to respond to our unique needs, which adds a layer of complexity that must be addressed whenever system updates and/or changes are required. Workday offers configurable frameworks that can be modified and extended, but prevent changes from being made to the system that will disrupt Workday’s ability to offer updates in the future.
Since Workday provides updates to its software every six months, how will users know what is coming and how they will be impacted?
Before each Workday update, Workday gives us an opportunity to see the changes and determine how the changes impact us. We will let users know about changes before they appear in our Workday solution.
Employees Go To Top
Will Workday impact everyone in the A&M System?
Workday will give all faculty, staff, student workers and retirees greater control over their personal information through 24/7 access to information over a secure network. You will be able to access your personal data from any computer or mobile device with internet access.
Employee Self-Service will allow you to initiate tasks through your “All About Me” landing page. The self-service functionality features real-time data and reports and enables you to take action in a variety of business processes.
Will my personal information be secure?
Workday delivers world-class infrastructure, policies and procedures to ensure data is protected. Security threats and risks are mitigated through strong internal controls and a comprehensive security program designed to ensure the protection and integrity of personal data. Workday consistently passes rigorous third-party compliance audits, including multiple SAS70 Type II audits, and certifies to the U.S. Safe Harbor program for data privacy.
Will employees still have a UIN?
All employees will continue to have a UIN, and new employees will be assigned a UIN during the on-boarding process.
How will I find contact information for another employee in the system?
Workday provides an excellent search tool that allows you to search for and locate directory information on employees within the A&M System.
Managers Go To Top
Who is considered a Manager in Workday?
Anyone who has employees reporting to them will have the Workday security role entitled “Manager”. The security role is not related to your specific title.
What can a Manager view and do in the system?
Workday’s Manager Self-Service provides supervisors with the necessary and relevant job, position and compensation information about their team. This includes access to numerous built-in reports with information about your team to support all HR-related analytics and decisions. Manager Self-Service tasks are accessible through Workday’s “My Team” landing page.
Will managers be able to see information about their employees that have more than one job?
Managers of both jobs will be able to see information about the employee.
Training Go To Top
How will I learn how to use Workday?
The Project Helios team is developing a training program that will provide you with a training experience tailored to your use of Workday.
Essential Training, Just in Time
Delivered to the right people with the right resources at the right time
Will Train the Trainer resources be provided to each member before Go-Live in December 2017?
Training for our Core HR, Payroll and Benefits employees, our managers and our HR Departmental Processors and HR Liaisons will be coordinated and delivered by the project team. Members are welcome to use the help videos, practice simulations and job aids created by the project team to put together additional training for their employees.
Time and Absence Go To Top
Will members be able to cancel timesheets for employees who do not have time to submit to payroll?
Great news – you won’t need to cancel timesheets any longer if the employee has not worked any hours. If no time is reported, the timesheet does not feed to payroll and therefore doesn’t need to be cancelled.
Can you set a work schedule in Workday?
Yes, you can set your work schedule in Workday.
In what increments will we track time in Workday?
Time will be recorded in ¼ hour increments, similar to what we use today in TimeTraq and LeaveTraq.
Will the time reporting work week continue to be Thursday through Wednesday?
UPDATED:No, beginning September 1, 2017, the work week will change to Sunday through Saturday.
Payroll Go To Top
Can I see my paychecks in Workday?
Yes. The Workday terminology for paychecks is payslips. You will be able to view and print a copy of your payslip.
Will I be able to change my payroll deductions, direct deposit, and tax withholdings in Workday?
Yes. Workday will allow you to view and modify information about your payment elections.
Who will be able to see my compensation information in Workday?
You will be able to see your current compensation information in Workday. In addition, your manager will be able to see your compensation in Workday. This information is often required for forecasting and budgeting purposes.
Can employees have more than one payroll direct deposit account?
Employees can have up to five direct deposit accounts for their payroll earnings.
Will we still do “Payroll Corrections” the same way?
Payroll corrections that do not affect an employee’s gross to net calculation will not be done in Workday. Payroll source of funds corrections will be done in FAMIS.
Will departments be required to submit a manual supplemental form when a monthly paid employee starts near the end of the month and payroll has already been processed?
Workday has a retro process that will identify these employees and will add the missed salary to their next monthly paycheck. The retro process also works for biweekly paid employees who submit / adjust hours for prior periods.
Benefits Go To Top
Will employees be able to enroll in Tax Deferred Accounts on-line?
Talent Go To Top
How will performance reviews be handled in Workday?
Employees and managers will have the ability to conduct and complete performance reviews in Workday. Each member has the ability to set up member-specific performance review configuration using the approved templates provided in Workday.
On-boarding Go To Top
Will Workday eliminate all the paper forms that must be completed by new employees during the on-boarding process?
All new hire documents will be electronic and will be maintained within Workday.
How will a new hire get access to Workday in order to do their on-boarding process?
During the recruiting process, a candidate will enter an email address that will be used to communicate with the hiring department. Workday will use this email address to provide the new hire with their official institution or agency email address and a temporary password.
Once an employee is on-boarded, they will access Workday through the SSO menu.
Mobile Go To Top
What are the typical functions that are mobile enabled?
Employees and managers will be able to review and approve many items using the Workday mobile app. The most common functions used include entering and approving time and time off requests, finding people with the directory and org chart, and taking action on items in your Workday Inbox.
Future State Go To Top
How long will items attached to business processes be kept for records retention purposes?
Items attached to business processes will be kept indefinitely. Workday is not a document management system and there is no facility for purging documents once they are attached.
How will we decide what to change in the new system?
The Project Helios team will work with representatives from HR, Benefits, Finance, Computing Services and A&M System members (a cross-section of representatives from the academic and business units). Additional subject matter experts (i.e., Recruiting, OGC, etc.) will also provide recommendations.
Will Workday be able to integrate with FAMIS?
Will we continue to use the A&M System Data Warehouse?
Yes, we will continue to use our Data Warehouse. We will feed data from Workday into our Data Warehouse.