Workday system updates
| Module | Enhancements | Completed |
|---|---|---|
| Absence |
| 27 April 2022 |
| Talent Acquisition |
| 27 April 2022 |
| Absence |
| 31 March 2022 |
| Talent Acquisition |
| 31 March 2022 |
| Workday Release | With the 2022R1 release of Workday, there will be a range of mandatory and compliance changes as well as some cosmetic changes. See the Workday Release 2022R1 tab above for further information. | 12 March 2022 |
| Workforce Admin |
| 11 March 2022 |
| Reporting | New reports created to support the Finance team:
| 25 February 2022 |
| Workforce Admin |
| 25 February 2022 |
| Talent Acquisition |
| 10 February 2022 |
With the 2022R1 release of Workday, there will be a range of mandatory and compliance changes as well as some cosmetic changes to the Learning application with a new structure and navigation, as well as the UQ External Careers site.
Release Date: 12 March 2022
| Module | Enhancements | Preview |
|---|---|---|
| Learning | Learning is now displayed over three pages: Learning Home, My Learning and Discover.
Learning Home The first page is Learning Home. Here you will find sliders and links for:
My Learning The second page is My Learning. Here you will find sliders and links for:
Discover The third page is Discover. Here you will find sliders and links for:
| Learning Home
My Learning
Discover
|
| Issue | Update | Status |
|---|---|---|
| Onboarding |
| In progress |
| Talent Acquisition |
| In progress |
Delegations If a GM has approved a business process as themselves, it workflows to supervisor for approval. Workday has a rule built in so you can't double approve as the delegate.
Delegation prompt when you take leave is causing confusion. | This was a business decision- options are currently being explored. Temporary Work around: Level 3 approvers will need to be informed so that they can complete the approval.
Options are currently being explored. Additional information to be added to the systems training hub. | In progress |
| Issue | Resolution | Completed |
|---|---|---|
| Workforce Admin |
| 27 April 2022 |
Job Requisitions (Casual Recruitment)
| The process to recruit casual staff has been simplified through the use of a request framework instead of a job requisition. This new change will be effective from 19 April 2022. | 26 April 2022 |
Non renewals/terminations When an employee has multiple appointments it is not clear which is primary and secondary
| Further information on multiple positions has been added to the Systems Training Hub - Managing your Team - Systems Training Hub. | 30 March 2022 |
Inbox Task
| Workday limits the amount of information that is detailed on an inbox task. Please contact AskHR or HR Client Partnering for support. | 30 March 2022 |
Notifications for certain tasks, some of which are not required, including HDR Scholars. | Ongoing work is taking place to review what notifications can be turned off/removed. | 30 March 2022 |
| Job Requisitions | A new approach is in place to include a link to a booklet when required for senior positions. | 30 March 2022 |
| Workday/ UQ Contacts Integration | An employee’s work contact information (phone number and email address) has now been integrated and will update from UQ Contacts to Workday on a daily basis. | 28 March 2022 |
| Equity and Diversity Data | Recording of Aboriginal and Torres Strait Islander status via new Workday functionality. | 9 March 2022 |
Reporting Reports not available to understand leave types taken by HDR scholars | Reports for management of HDR scholarships: - Time Off Report - Absence Report - Interruption of Candidature Report (unpaid Scholars) | 25 February 2022 |
Workforce Admin Inability to record work from home arrangements | Recording of Work from Home Arrangements is now possible in Workday. For further information on how to complete this please refer to this guide: Recording Working from Home in Workday | 25 February 2022 |
| Workforce Admin | Updating of Job/Data Change fields and notifications so more intuitive for Managers. | 25 February 2022 |
| Workforce Admin | 'De-coupling' of compensation in change of location, reporting line and hours/schedule. | 25 February 2022 |
| Notifications | Removal of Onboarding Summary and 6 Week Check In for HDR Scholars. | 25 February 2022 |
Reporting Operational reports were not available on a dashboard for managers or the general manager cohort to see across the whole school/faculty | The following operational reports have been developed and are now available on a dashboard: Worker Details Reports
Leave Reports
Talent Acquisition
Contracts Ending
Probation
Consultation has taken place with PBI who are on board to ensure these are fit for purpose and over time can retire the operational reports in the Reportal. Relevant data will continue to feed through to the Reportal for the purposes of management reporting. | 10 February 2022 |
Costing Allocation Officers Costing allocation officers were included in the unpaid appointment process for hires and change job. | Removal of the Costing Allocation Officer on Hire for Unpaid appointments (Unpaid Workers and Volunteers). Removal of the Costing Allocation Officer on Change Job for Unpaid appointments (Unpaid Workers and Volunteers) for Fixed Term Renewals. | 8 February 2022 |
Unpaid appointments Completing a job requisition for an unpaid appointment required an additional step of also completing the nomination form. | Nomination forms for Adjunct & Honorary, Conjoint and Visiting Academic & Research Student that are completed by a Manager when creating a job requisition have now been removed. | 8 February 2022 |
Reports required for management of HDR scholarships The graduate school were not receiving information regarding leave for HDR scholars. | Two reports have been created to resolve this issue:
| 8 February 2022 |
Daily Digest Email A daily digest email is recieved every day including on the weekends and public holidays. | Workday Digest email identifying that there are outstanding tasks in Workday will now only be received Monday, Wednesday and Friday moving forward. There will be no emails sent on weekends. | 10 December 2021 |
Fixed Term Renewals Fixed Term Renewals and change of hours are two separate requests, instead of one. | The process of renewing a fixed term appointment can now include either a decrease or increase of hours or a change of work days within the same process. | 10 December 2021 |
Market Loading Management/Market Loadings equalling 25% were escalating to the VC for approval. | This has been resolved and market loading 25% or less will not iniate a workflow approval to the VC. | 10 December 2021 |
Personal Information When adding or updating information related to the 'Date of Birth', 'Citizenship' or 'Disability', please attach supporting documentation. Please update 'ATSI' information via the 'Additional Data' tab within the 'Personal' tab of your worker profile. Can this text be amended Aboriginal and or Torres Strait Islander? | This wording has now been updated in Workday | 8 December 2021 |
Approvals Costing Allocation Officer are in the approval steps in Employment Agreements for unpaid cohorts. | Costing Allocation Officer's have been removed from the approval step in Employment Agreements for unpaid cohorts | 3 December 2021 |
Mentorship The assign a mentor (onboarding buddy), this task could be initiated by an employee at any stage. | Resolved so this step is only accessible as part of the onboarding process to assign a buddy. | 1 November 2021 |
Delegations All business processes were displayed as able to delegate | This has now been reduced to a smaller number based on what is appropriate as per the HR Sub Delegation Instrument | 1 November 2021 |
Job Requisitions Additional help text required as part of the Job Requisition process to assist managers | Help text has been updated with further information | 1 November 2021 |
HR Authorisations Some processes initiated incorrect workflow which does not follow the HR Sub-delegations Instrument. | Updated in system, any business process initiated after 23 October will now go to the correct approval authority. | 23 October 2021 |
HDR Interruption Confusing process for Scholars to enter Personal Leave to interrupt their studies. | Interruption of candidature through request framework in Workday is now available. Under requests> Request Types without Workday Objects> Interruption to Candidature (HDR Scholar)> OK. | 26 November 2021 |
Inbox Filters Inbox filters are required for the Talent Acquisition Team. | Inbox Filters have been created for the talent acquisition team. | 26 November 2021 |
Notifications Probation notifications are going to both managers if the employee has more than one position. | Notifications regarding probation will now only go to the primary manager and not every manager for employees who have multiple positions | 26 November 2021 |
Glossary of Terms Require a Glossary to assist with the new terminology. | A Glossary of Terms is available on the HCMS Website | 1 Oct 2021
|
Absence functionality Not being able to view balances prior to requesting leave | Available Balances as of Today table now available. | 26 November 2021 |
Absence Predicting balance for a future date not accruing all leave. | This has been fixed, no further issues when predicting leave. | 24 November 2021 |
Job Profile Name Edit Job Profile name- Level E, Professor and Head of School (Management Level 4) and update to Level E, Professor and Head of School/Centre Director (Management Level 4) | This has been completed, now updated to Level E, Professor and Head of School/Centre Director (Management Level 4). | 23 November 2021 |
Reporting New report required for enrolments in Learning. Indigenous staffing Workday Report required additional fields. | New report for the coordinator/instructor to get the enrolment data. Added two columns into Indigenous staffing report, location and Manager. | 11 November 2021
19 November 2021 |
Onboarding Summary To Do Task Link is sending to an incorrect page- resulting in an error | Updated link in the inbox task to the correct link | 4 November |
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