Workday Today 2022R2 Release

 With the Workday Today 2022R2 release, there will be changes to the Workday Home Page, Enhanced Search Functionality, and the addition of a new Employee Initiated Flexible Work Arrangements process. 

Release Date: 12 September 2022

 

Module EnhancementsPreview
Workday Home Page

Workday now automatically displays the People Experience Home page (Workday Today), simplifying and streamlining how we surface information to our employees. This enables us to customise the information displayed for our employees on the Home page and search results, adding flexibility and personalisation. Workday applications are now accessed via “View All Apps” and displayed as a list on the left hand side of your screen. 

New Home Page

 

App display

Enhanced Search FunctionalityWorkday search results now are displayed with additional categories and information for a better user experience. More customisation is available through  “Saved Categories” where you can configure which search result categories you would like to be pinned to the top of your search results page.  
Search View
Search Configuration

Flexible Work Arrangements

Flexible Work Arrangements (Change of Hours/Work Pattern)

Full-time and part-time employees are encouraged to discuss any proposed changes to work hours or patterns with their manager prior to requesting through Workday. To request a change of hours or work pattern, navigate to Worker Profile and select the "Actions" button. Select ‘Job Change’ then "Request Flexible Work Arrangement" from the options.

You will be required to complete the Request Form where you select your appropriate work pattern and then the Questionnaire to enter the hours and days of your work request.

If you have multiple positions at UQ you will need to select the position/s for which you are seeking a change of hours or work pattern.

Flexible Work Arrangements are reportable at an enterprise level and also visible on the Worker Profile, providing the history of such arrangements.

For further details on the new process, please see the Flexible Work Arrangements (Change of Hours/Work Pattern) guide on the Systems Training Hub.

Flexible Work Arrangements (Change of Location/Interstate/Overseas)* 

A Flexible Work Arrangement request for a Change of Location be that interstate or overseas is currently made via Manager through Job Change – Change of Location. Further enhancements around this workflow are currently being developed.  

Arrangements for staff to work interstate or overseas need to be reviewed in consultation with HR Client Partnering and Global Mobility due to insurance and tax implications.   

Request Change of Work Hours/Pattern

Request Form & Questionnaire

Summary of Workday Enhancements: 

Since Workday was implemented in October 2021, Workday has had 1.2 million logins and almost 1.2 million transactions. The team has been busy making over 500 enhancements and responding to over 35,000 AskHR enquiries. Some of the most notable user impacting changes include:

  • Simplification of the process to directly appoint casual staff  

  • Improving the job requisition and onboarding processes 

  • Deployment of a new Job Board for Australian Indigenous Peoples Employment in line with our Reconciliation Action Plan 

  • Enhancements to equity and diversity fields including visibility of pronouns and Aboriginal and Torres Strait Islander information 

  • Enhanced UQ Careers site for a better candidate experience 

  • Improved display of leave balances  

  • Improved training material available through the Systems Training Hub  

  • Creation of a number of new dashboards including the release of the General Management Dashboard 

We continue to hold fortnightly discussions with UQ General Managers (Faculty Executive Managers, School Managers, Institute Deputy Director Operations, central representatives) through our Workday Feedback and Enhancements meetings. 

 If you would like more detail about Workday enhancements, please expand the relevant section below. 

Absence Enhancements

ModuleEnhancementsCompleted

Absence

  • Updating of public holiday calendars in Workday to 2025 

27 April 2022

  • Revised Workflow for Cash Out of Leave to include the absence partner role (HR) in the workflow

31 March 2022

Application Enhancements

Module

Enhancements

Completed

Applications

  • Any application on the dashboard that is for a staff members own information will now include “My” at the beginning. For example:
    • My Absence
    • My Talent & Performance
    • My Learning
    • My Personal Information
    • My Team Performance 
  • Please note there is a system limitation to this as once you click through into the application the title will remain as what it was originally called. For example: My Talent and performance displays as Talent and Performance. 

10 September 2022

Onboarding Enhancements

Module

Enhancements

Completed

Onboarding

  • Automation of onboarding set up for all worker cohorts. Due to this, the Onboarding setup task will no longer be skipped for Casual Academics. The Onboarding set-up task for all workers will be automatically progressed overnight. 
  • Updated text for the 6 week check-in task for Managers
26 September 2022
  • Updates made to Onboarding tasks for Employees and Managers
    Following feedback from clients and consultation with a HR onboarding working group, the following updates and consolidations have been made to the Employee onboarding tasks in Workday. 
     
  • Removal of the following inbox tasks:
    • Change Emergency Contacts
    • Change My Other IDs
    • Change My Licenses
    • Photo Change
    • Update additional information - Equity & Diversity
       
  • Updates to the following inbox tasks:
    • "Please update your Tax File information" to "Tax File Number Declaration"
    • "Review your information on your Worker Profile" to "Review and Update Your Worker Profile"
6 July 2022
  • Ongoing updates to Onboarding Checklist

22 June 2022

  • Adding an onboarding process for additional jobs where onboarding previously did not occur (e.g., HDR Scholar who is then offered a casual position)

  • Updating of the 6 weeks check in onboarding ‘to do’ step for employees to be independent of the goal setting process

  • Removal of the superannuation ‘to do’ step for unpaid employee onboarding process

25 May 2022

  • Removal of Onboarding Summary and 6 Week Check In for HDR Scholars​.
25 February 2022

Reporting Enhancements

Module

Enhancements

Completed

Reporting

  • Course delivery history report created for learning instructors
24 October 2022
  • Scheduling of overdue mandatory training report to primary manager

  • Costing Allocation Officer report developed to identify cost centres

26 September 2022
  • Addition of tabs and reports to the My Team Management dashboard in the areas of absence, compensation, learning and probation
10 September 2022
  • Creation of Termination and End Additional Job Report 
    A newly created Termination and End Additional Job report has been added to the GM, People Services and Client Partnering Dashboards and is found under Staff Movements.
15 July 2022
  • New Data Integrity Report – Lapsed Placement Transactions

  • New Data Integrity Report – Broken Management Chain

  • New Data Integrity Report – Level 5 Manager Review and Audit Report

  • Updates to General Manager / Probation Report

  • Update to Fixed Term / Secondments ending report to include all positions (not just primary)

  • Update to Adjunct and Honorary Appointments Report

22 June 2022

  • Updates to Course Offering Report and push report to Dashboard

  • Updates to Future Hires Report for Internal Transfers and employees with Additional Jobs

  • New CAHP Report for School of Psychology

  • New Staff Movement Reports (3) for use by Governance and Risk

  • New Part Time Staff LSL Eligibility and Accrual Report

  • Updates to Probation Report for HR Client Partner teams

8 June 2022

  • Data Integrity Report – Casuals with FTE > 1

  • Data Integrity Report – Terminations effective after contract end date

  • New Hires and Visa Details Report

  • Additional Recruitment Activity Reports

  • Updating of Visa Expiry Alerts Report and Frequency

25 May 2022

  • General Management dashboard available to all managers to view HR operational reports such as leave balances, recruitment activity, contract end dates, probation periods.

23 May 2022

  • Visa expiry report updated with alerts and frequency 

  • 5 x recruitment activity reports available for HR 

11 May 2022

  • New reports created to support the Finance team:  

  • Current list of Staff on Secondments ​ (and costing/org unit info on their substantive position)  ​ 

  • Status of Recruitment Activities ​– enables finance to identify timing changes to budget​ 

  • Reports for management of HDR scholarships: 

    • Time Off Report​ 

    • Absence Report​ 

    • Interruption of Candidature Report (unpaid Scholars)​ 

25 February 2022

The following operational reports have been developed and are now available on a dashboard:

Worker Details Reports

  • Worker Details – FT & PT
  • Worker Details – Casuals
  • Worker Details – excl scholars

Leave Reports

  • Excess LSL and Annual Leave Report
  • Leave of Absence Requests
  • Time off Requests

Talent Acquisition

  • All Open Job Requisitions
  • Future Hires

Contracts Ending

  • Ending Contracts and Secondments

Probation

  • Academic Employee Due for Probation Review
  • Workers with Probation Periods

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

Performance and Learning Enhancements

Module

Enhancements

Completed

Performance and Learning

  • Updates of performance review process to route to Primary Manager only

22 June 2022

  • Add notifications to employees for course changes and cancellations

  • Change to business process to allow approval of Employee goals Managers on Leave as part of performance review

8 June 2022

  • Changes to security to allow Learning Administrators to cancel course enrolments

  • Changes to security to allow Learning Administrators to cancel course offerings in catalogue

  • Updates to the mid-term and final probation review process

25 May 2022

  • Update to user interface improving the learner experience

11 May 2022

Talent Acquisition Enhancements

Module

Enhancements

Completed

Talent Acquisition

  • Updates made to the casual academic offer letter template

  • Additional visibility of support documentation added to the Employment Agreement approval process

26 September 2022
  • Updates to the Fixed Term Contract Renewal letter to correct the notice period and add loadings if included. 
13 October 2022
  • New Job Board - Australian Indigenous Peoples Employment 
    Establishment of an additional job board where external Australian Aboriginal and Torres Strait Islander persons can apply for UQ professional positions which are advertised internally only in line with UQ’s Reconciliation Action Plan. 
     
19 August 2022
  • Updates to content (swap) of Job Description vs Job Advertisement box templates in Job Requisition

22 June 2022

  • Change to business process to allow approval of Job Requisitions and Employment Agreements for Managers on Leave

8 June 2022

  • Update to the Employment Agreement process to allow renegotiation of salary rates for casual offers without having to sending back the agreement

  • Update of candidate questionnaires as part of collection of visa information on application form

25 May 2022

  • Removal of approval steps for Hire / Additional Job for HDR Scholars

  • Update of policy links in Letters of Offer

  • Update of communication templates in relation to Global Mobility activities

  • Updates to Level E Adjunct and Honorary Offer Letter

  • New CAHP Questionnaire crated for School of Human Movement and Nutritional Sciences

  • Updates to UQ Information on Careers Site

  • Consolidation and removal of additional Employee Sub-types

  • Removal of approval steps in Unpaid Appointment work-flows

  • Pre employment questionnaire changes completed

11 May 2022

  • Automation of To Do Step for managers and induction officers for new hires 

  • New casual appointment process via request framework 

27 April 2022

  • Aboriginal and or Torres Strait Islander Identification questions in candidate application (Workday Release 2022R1)

  • Removal of Employee Step in Return from Secondment Process

  • New process in place to link to a booklet where required for Senior Positions

31 March 2022

  • The volunteer job board has been renamed to UQ Opportunities.

  • Removal of steps during Onboarding for Unpaid new hires (Unpaid Workers and Volunteers).

  • Addition of the notifications for the Recruiter/Primary Recruiter for send back and deny in Job Requisition and Employment Agreement and where the Candidate accepts/declines an offer.

  • Academic Title Holders Application Form has been replaced with Academic Title Holders Application Form Level A-C and Academic Title Holders Application Form D-E.

  • Primary Recruiter has been reinstated and all Recruiters have been assigned relevant jobs in order to maximise use of Recruitment Dashboards.

  • Removal of Costing Allocation Officer approvals for Unpaid Appointments (Unpaid Workers and Volunteers).

  • Removal of nomination form step for Adjunct & Honorary, Conjoint and Visiting Academic & Research Students.

10 February 2022

Workforce Admin Enhancements

Module

Enhancements

Completed

Workforce Admin

  • Redevelop and launch Additional Recreation Leave (IFA) process via request framework
26 September 2022
  • Pronouns visible in Workday Profile 
    Pronouns are now visible on the Employee/Worker Profile in Workday. Pronouns will only appear if you have added your pronoun under the Personal Information section of the Worker Profile.
19 August 2022
  • Update to Job Change business process to remove redundant steps

  • Addition of ‘Judge’ salutation in Employee Profile

22 June 2022

  • Updates to business process for Visa Checks for Permanent Resident Visa Holders (simplified)

  • Update to business process for Verification of Qualifications notification in HR Partner Inbox Task

8 June 2022

  • Removal of approval chain for HDR Scholar termination process

  • Adding of termination reason code for HDR Scholar terminations

  • Removal of approval chain for allowances for HDR Scholars

  • Skip one-time payment approvals for some allowances (eg., ex-gratia)

  • Update to termination business process to ensure employees retain access to systems up to end date and short time after to complete offboarding

  • Adding of Emerita and Emeritux in Worker Salutation

  • Update to approval process on visa changes by employees

25 May 2022

  • Removal of one-time payment process for unpaid appointments in business process

  • Additional Committee Membership types

11 May 2022

  • Return from Secondment Simplification​ – easier and quicker for HR Client Partnering teams to action these changes in Workday  

  • Costing Allocation officer Dashboard Released

11 March 2022

  • If an employee updates their qualification in the Employee Profile tab, this now follows an education verification workflow 
  • Removal of Gender Identity within Employee Profile 
  • Review and update of disability declaration options within Employee Profile 
27 April 2022
  • 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
  • Recording of Aboriginal and Torres Strait Islander status via new Workday functionality.
9 March 2022
  • Graduate School Dashboard​ Released

  • Graduate School Custom Role​ Created

  • Decoupling of change of hours, change of location and change of supervisor transactions (Data Change) to not escalate beyond Management Level 3 in line with the Sub-Delegations policy

  • 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

  • Updating of Job/Data Change fields and notifications so more intuitive for Managers.

  • 'De-coupling' of compensation in change of location, reporting line and hours/schedule.

25 February 2022

  • Removal of Costing Allocation Officer on Change Job for Unpaid appointments (Unpaid Workers and Volunteers) for Fixed Term Renewals.
8 February 2022

Workday Release 2022R1

 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 EnhancementsPreview
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:

  • Required for you (if you have required learning)
  • Based on Your Interests
  • Popular in Your Role

 

My Learning

The second page is My Learning. Here you will find sliders and links for:

  • Continue Learning
  • Learning History (Learning Transcript)
  • Drop Enrolment
  • Required for You (if you have required learning)
  • Recommended for You
  • Manage Learning Preferences

 

Discover

The third page is Discover. Here you will find sliders and links for:

  • Browse learning catalogue
  • Learning Topics
  • Most Popular
  • Popular in Your Role
  • Recommended for You
  • Based on Your Interests
  • Recently Added

Learning Home

 

My Learning

 

Discover

 

Issue Update Status

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

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 TaskWorkday 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

 

 

 

IssueResolution Completed

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 Workday8 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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