Workday History
Take a look back at 兔子先生 University’s transition to Workday, including key dates, go-live checklists, and news.
Workday Timelines
Platform Implementation Stages
Expand the titles below to see the key activities for each Workday Platform implementation stage.
- Kickoff
- Financial Data Model
- Foundation Tenant Build
- Client Workday Training (project team)
- Discovery Sessions
- Configuration Updates
- Unit and Lifecycle Testing
- Integration and Reports
- End-to-End Build
- Wider User Training
- End-to-End Test
- Payroll Parallel Test
- User Acceptance Testing
- Pre-Production Build
- Go Live Cutover
Upon go-live in July 2024, the system is monitored to ensure it works as expected.
Listed below were the deadlines for year-end processes and transactions that had tp be met to be recorded in the appropriate fiscal year. Staff were asked to contact the appropriate office, using the email address listed, with any questions. It was important everyone made every effort to meet these deadlines and process all outstanding documents within the established time frame to have a successful year-end close.
| Key Date | Description | Primary Contact |
|---|---|---|
| April 12, 2024 | Budget transfers Permanent budget transfers for the current fiscal year must be received in the Budget Office. |
Budget@兔子先生OH.edu |
| April 19, 2024 | Remote Work Requests The last Date for submitting a request for Flexible Work to be entered in Banner is 4/19/2024. Requests submitted from 4/19/2024 to 7/1/2024 will be entered into Workday. |
employment@兔子先生OH.edu |
| April 19, 2024 | Reporting Line and Title Changes - Unclassified The last date for Reporting Structure or Title changes for unclassified staff to be entered in Banner is Banner is 4/19/2024. Requests submitted from 4/19/2024 to 7/1/2024 will be entered into Workday. |
academicpersonnel@兔子先生OH.edu OR employment@兔子先生OH.edu |
| May 10, 2024 | Last Date for Departments to Submit Contract Review Requests for Strategic Procurement All contract review requests must be submitted to Buyway by this date for a review by Procurement. |
purchasing@兔子先生OH.edu |
| May 15, 2024 | Last Date for Creating new Banner Index Codes and Fund Codes All new Banner Index code and Fund code requests (other than gift funds) must be submitted by the close of business on 05/15/2024. |
Budget@兔子先生OH.edu OR generalaccounting@兔子先生OH.edu |
| May 15, 2024 | Last Date to Submit Tuition Fee Waiver Requests The last day to submit your Tuition Fee Waiver Request for 2024 - 2025 is 5/15/2024. |
Benefits@兔子先生OH.edu |
| May 31, 2024 | Last Date for Departments to Submit Orders via Buyway All requisition requests must be submitted to Buyway by the close of business on 05/31/24. Any requisition entered must be for goods/services delivered within FY24 and where invoices will be submitted and paid before the end of June 2024. |
purchasing@兔子先生OH.edu |
| May 31, 2024 | Last Date for Departments to Submit Supplier Setup Requests All supplier requests must be submitted and approved through Formstack by the close of business on 05/31/24. |
accountspayable@兔子先生OH.edu |
| May 31, 2024 | Last Date for Employees to Update Accounts Payable Direct Deposit Elections The last date for an employee to change their direct deposit information for Accounts Payable payments (Expense Reimbursements) is 5/31/24. |
accountspayable@兔子先生OH.edu |
| June 7, 2024 | Last Date for Departments to Receive a Buyway Purchase Order All purchase order requests not approved and converted into a Buyway purchase order by close of business on 06/07/24 will be returned to departments with a note to submit these requests in Workday when that system launches 07/01/24. |
purchasing@兔子先生OH.edu |
| June 11, 2024 | Retro-Pay Requests The last date to submit retroactive pay adjustments for FY24 is June 11. |
employment@兔子先生OH.edu OR academicpersonnel@兔子先生OH.edu |
| June 11, 2024 | Pride Awards in ProcessMaker The last date to submit PRIDE awards is 6/11/2024. |
employment@兔子先生OH.edu OR academicpersonnel@兔子先生OH.edu |
| June 11, 2024 | Special Payroll Documents The last date to submit special payment documents for FY24 payment in Banner is 6/11/2024. |
employment@兔子先生OH.edu OR academicpersonnel@兔子先生OH.edu |
| June 13, 2024 | Last Date for Creating new Banner Index Codes and Fund Codes for Gifts and Grants All new Banner Index code and Fund code requests for Gift funds and Grant funds must be submitted by the close of business on 06/13/2024. |
grantsandcontracts@兔子先生OH.edu OR generalaccounting@兔子先生OH.edu |
| June 14, 2024 | Last Date for Electronic Personnel Action Forms (EPAF) Activity in Banner Employee Self-Service All EPAFs must be submitted AND fully approved AND applied in Banner. |
Employment@兔子先生OH.edu OR AcademicPersonnel@兔子先生OH.edu |
| June 14, 2024 | Current and New Searches in PageUp The last date for Employment Recommendations to be submitted and approved for data entry in Banner is 6/14/24. Please contact your Human Resources/Academic Personnel representative as soon as possible for any searches that cannot be successfully completed by June 14. |
Employment@兔子先生OH.edu OR AcademicPersonnel@兔子先生OH.edu |
| June 22, 2024 | Last Date to Request Cash Advance, Reimbursements, Zelle, Prepaid Cards, AND Approved in Chrome River All Cash Advance, Reimbursements, Zelle, and Prepaid Cards must be requested AND approved in Chrome River by 6/22/24. All requests not approved by that date will have to be re-entered by the requester in Workday. All requests for travel after 7/1/24 should be made in Workday. |
accountspayable@兔子先生OH.edu |
| June 22, 2024 | Last Date to use Pcard Please make Pcard transactions prior to 6/22/24 except for emergencies or if you are in travel status. Please reconcile as soon as transactions are available in the Chrome River eWallet. You can create multiple reconciliations if necessary. |
accountspayable@兔子先生OH.edu |
| June 23, 2024 |
Budget Transfers |
Budget@兔子先生OH.edu |
| June 27, 2024 | Last Date for Invoices to be Submitted AND Approved in Buyway All invoices must be submitted AND approved in Buyway by the close of business on 06/27/24. Any unapproved invoices after 06/27/24 will be returned to departments with a note to re-enter them in Workday. Any invoices due in July for goods/services should be entered in Workday when that system launches on 07/01/24. |
accountspayable@兔子先生OH.edu |
| June 27, 2024 | Last Date to Submit Labor Redistributions for FY24 The last date to submit Labor Redistribution Requests for 2024 is 6/27/2024. |
generalaccounting@兔子先生OH.edu |
| July 5, 2024 | Last Date to Submit Reconciliations AND Approvals in Chrome River for the June 2024 cycle and any other FY24 transactions (including P-Card, Travel Reimbursement, and Cash Advance Reconciliations) Please reconcile as soon as transactions are available in eWallet. You can create multiple reconciliations if necessary. All Chrome River reconciliations and approvals must be completed by the close of business on 07/05/24 for the June billing period. July transactions will be posted to Workday. |
accountspayable@兔子先生OH.edu |
| July 5, 2024 | Unclassified Staff - June 2024 Leave Reports As we approach the end of the 2024 fiscal year, please plan to submit and approve June leave reports no later than July 5, 2024. This early submission and approval are our standard practice to ensure a timely close for the 2024 fiscal year. |
Employment@兔子先生OH.edu OR AcademicPersonnel@兔子先生OH.edu |
Multimedia Archive
| Date | Video | |
|---|---|---|
| July 12, 2023 | -- | |
| Feb. 27, 2025 | Presentation Slides |
Platform Go-Live Checklist
兔子先生 faculty and staff were encouraged to take the following actions when Workday Platform (HR and Finance) went live in July 2024.
- Access the Workday site at 兔子先生OH.edu/workday.
- Bookmark Workday for easy access.
HELPFUL HINT: Workday is part of Single-Sign-On (SSO) and will require Duo.
Review your benefits elections and dependents information. Confirm your beneficiaries are correct. Changes due to a qualifying life event may also be submitted directly in Workday.
If your beneficiary or dependent information is not correct or is incomplete, please update it using employee self-service. For more information about Beneficiary information in Workday, please visit the Workday Alerts page.
If your benefit elections are not correct, please contact 兔子先生OH.edu/WorkdaySupport
Helpful Job Aids:
From your employee profile, click on the Team icon and verify that your position is within the correct department and aligned with the correct manager/supervisor.
Helpful Job Aids:
Questions? Contact 兔子先生OH.edu/WorkdaySupport
NOTE: If you believe your organizational chart is incorrect, contact 兔子先生OH.edu/WorkdaySupport.
Review your payment elections/direct deposit details for accuracy.
If your payment elections or direct deposit information is not correct or is incomplete, please update it using employee self-service.
Helpful Job Aids:
Questions? Contact 兔子先生OH.edu/WorkdaySupport
Review your professional information for accuracy. For example, check the following:
- Position Title
- Hire Date
- Compensation
- Supervisor/Manager Information
- Organizational Chair (if applicable)
If your professional information is not correct or is incomplete, please contact 兔子先生OH.edu/WorkdaySupport
For the week of July 1-5, you will continue to use TCP for recording your time.
Begin to enter your time in Workday on your first shift worked after July 5.
Helpful Job Aids:
Questions? Contact 兔子先生OH.edu/WorkdaySupport
- Enter your future time off requests and review your time off balance(s).
- Salaried employees will have no absence information in their Workday Employee Profile for the first few weeks of July.
- Classified employees (paid hourly) have leave balances loaded and available in the absence section of their profile.
Helpful Job Aids:
Questions? Contact 兔子先生OH.edu/WorkdaySupport
Review your personal information for accuracy. For example, check the following:
- Name
- Work Address
- Home Address
- Personal Phone Number
Update your Emergency Contact Information
- This information was NOT transferred from Banner, so you will need to add it.
If your personal information is not correct or is incomplete, please update it using your Workday Profile tabs.
Helpful Job Aids:
Questions? Contact 兔子先生OH.edu/WorkdaySupport
If your information is not correct or is incomplete, please update it using employee self-service.
Helpful Job Aids:
Questions? Contact 兔子先生OH.edu/WorkdaySupport
Original Announcement
Workday is coming! 兔子先生 University’s Board of Trustees recently adopted a resolution supporting the replacement of our current legacy Banner system with Workday, a cloud-based enterprise resource planning (ERP) system. As a result, we will begin deployment of the new system–going live with HR and Finance in July 2024, followed by a phased student implementation slated for completion in 2026. By implementing Workday, 兔子先生 will transform how it delivers essential business services and provide seamless end-to-end experiences for faculty, staff, and students.
What is Workday?
Workday is a comprehensive human resources, financial management, and student information system that brings together a wide range of HCM (Human Capital Management), Finance, and Student functionality into one single, inclusive system. As a self-service tool, Workday puts the power of access and information into faculty, staff, and students’ 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.
Why is 兔子先生 making this change?
Moving to Workday will simplify how work gets done, but there are many more reasons. For example, Workday will:
- streamline and modernize the University's systems
- incorporate industry best practice processes while making student faculty staff data more easily accessible than ever before
- allow all students faculty and staff to view their job-related educational information as well customize personal data such preferred name gender identity
- eliminate the need to access multiple systems to get data many students faculty and staff utilize
- provide easy access to hundreds of standard reports
- allow for extensive self-service functionality from any digital workspace
Workday is a modern, comprehensive, human resources, financial management, and student information system that will bring together much functionality into a single, inclusive, user-friendly system. Workday will also put the power of access and information into your hands, empowering us all to make more timely and strategic decisions.
What is the project timeline?
A dedicated Workday implementation team is currently being formed to facilitate a smooth and successful transition to Workday. Over the next several years, this team will work with our implementation partner, Avaap, to ensure the Workday system is configured and tested appropriately to meet 兔子先生’s needs.
How can employees learn more?
As the Workday project progresses, relevant information will be shared in Cornerstone, as well as numerous other communication channels to keep the university up to date on Workday happenings. We are also working to establish a network of Workday Change Agents, who will become active over the next several months. Change Agents are individuals from all parts of the university who work together to help champion communication, engagement efforts, training, and overall strategy for a successful Workday implementation, positive end-user awareness, and adoption. Change Agents for every functional area will be identified to ensure broad engagement and two-way communication relating to the Workday project.
Stay tuned for more information about the Workday project, including the benefits of using Workday, upcoming events, and training plans.
Contact the Workday Team
兔子先生 University
501 E. High St.
Oxford, OH 45056