We continue to hold regular 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.

Employee and Personal Details Enhancements

ModuleEnhancementsCompleted

Employee & Personal Details

N/A

N/A

 

Absence Enhancements

ModuleEnhancementsCompleted

Absence

The maximum limit of paid Indigenous Cultural Leave has been modified from 5 to 8 days per annum.

In addition, a new leave type has been created for unpaid Cultural Leave to accommodate the new leave provision of 10 days of unpaid Aboriginal and Torres Strait Islander leave.This can be found under Unpaid and Leave Without Pay > Cultural Leave.

25 January 2024

The maximum limit of paid Domestic and Family Violence leave (Special Paid Leave) has been modified from 5 to 8 days per annum.

New Reproductive Health Leave type has been created in Workday to accommodate the new leave provision for five (5) days of reproductive health and wellbeing leave per annum (non-cumulative).

This can be found under Personal Leave > Reproductive Health Leave.

New Gender Affirmation Leave type has been created in Workday to accommodate the new leave provision for eligible employees to access up to twenty (20 days) per annum.

The following new leave types have been created in line with new Parental Leave provisions:

  • Parental Leave - 75% Pay Up to 34 Weeks
  • Parental Leave -No Pay 34-52 weeks

A new ‘Additional Fields’ section has also been added to enter the ‘Expected Due Date’ or ‘Adoption Placement Date’, whichever is relevant. 

A new request framework has been created for eligible employees to request to substitute the Australia Day public holiday during the annual application period. 

Once approved, the employee receives a To Do Task in their Workday Inbox to submit a time off request for the selected alternate day to take leave in place of the Australia Day public holiday. 

A new leave type has been created for this purpose – Public Holiday Alternate

Workforce Admin Enhancements

ModuleEnhancementsCompleted
Workforce Admin

 

A new Allowance Plan - Language Allowance has been added in Workday to accommodate the  introduction of a language allowance of $3,500 per year (subject to eligibility criteria) in recognition of the importance of Aboriginal and Torres Strait Islander Languages.25 January 2024

A new request framework - Pre-Approval to Work Overtime has been created for Professional HEW 1-8 employees to seek pre-approval to work overtime. 

A Quick Reference Guide has been developed and is available in the Systems Training Hub outlining the process steps: QRG - Pre-approval to work overtime.

This process must be completed by professional employees HEW1-8 and approved by Management level 7 as per the University’s HR Sub-Delegations Policy prior to any overtime being worked. 

A new request framework - Flexible Work - Working Outside Span of Hours has been created for HEW 1-7 Professional employees to request to work outside the span of hours for their occupational category through a Flexible Work request in Workday. 

A Quick Reference Guide has been developed and is available in the Systems Training Hub outlining the process steps: Flexible Work - Working Outside Span of Hours

Onboarding Enhancements

ModuleEnhancementsCompleted

Onboarding

N/A

N/A

Talent Acquisition Enhancements

ModuleEnhancementsCompleted

Talent Acquisition

N/A

N/A

Learning Enhancements

ModuleEnhancementsCompleted

Learning

N/A

N/A

Talent and Performance Enhancements

ModuleEnhancementsCompleted

Talent & Performance

N/AN/A

Reporting Enhancements

ModuleEnhancementsCompleted

Reporting

N/A

N/A

We continue to hold regular 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.

Employee and Personal Details Enhancements

ModuleEnhancementsCompleted

Employee & Personal Details

Validation for United Kingdom Country of Birth

A validation step has been added into the business process for employee personal detail changes. If an employee selects the United Kingdom as their country of birth, they will  now also be required  to update the Region of Birth field. 

9 November 2023

Employees requesting a Jury Duty Exemption letter in Workday will now receive an inbox task to complete the details for the letter before it goes to their manager for approval.Previously the letter would go to the manager to fill in the required details and provide approval before a copy of the finalised letter was sent to the employee.

7 September 2023

Mail Forwarding Process for Title Holders

Title Holders who have historically missed email correspondence due to not regularly logging into Workday will now be given an option to opt into mail forwarding as part of their onboarding process. They will be provided a To Do task with prompts on how to set up this functionality. They must declare they acknowledge potential privacy risks associated with email forwarding.

31 July 2023

Service Date New Tab and Hidden fields in Workday

We have created a new tab for “Service Dates” with the correct length of Service Calculation (from Hire Date), show only the required fields and hide the old Workday standard service dates tab which displayed data that appeared incorrect.

19 July 2023

Request Flexible Work Arrangement – Working from Home has been updated. Employees will now be prompted to select the days of the week from the request screen and won't be required to manually update their Worker Profile upon approval of their request. 

28 June 2023

The annual disclosure notifications are moving from a manual launch to an automated launch through Workday. Staff will still make their disclosure through Unitask/My.UQ Requests.

Workday will automatically email eligible staff to:

  • inform them when they need to make a disclosure, and
  • when it has almost been 12 months since their last disclosure (the reminder will send 11 months out so the staff member has 30 days to submit)

The schedule is as follows:

  • Conflict of Interest – Wednesday 21 June 2023
  • Secondary Employment – Tuesday 11 July 2023
  • Sensitive Research – Tuesday 18 July 2023
  • Foreign Interest – Tuesday 25 July 2023
21 June 2023
Google Powered Workday Address Lookup functionality has been implemented. When you enter in addresses into Workday, it is now powered by Google allowing autocomplete. Simply enter address into Search Address field.
The following guidance text has been added:
The Address Lookup feature uses Google Maps to provide real-time address suggestions when you ener any part of an address in the search address field. By submitting information to the search address field, you understand and agree that the following apply: 
(1)    Google Maps/Google Earth Additional Terms of Service
(2)    Google Privacy Policy
5 June 2023
BSB validation has now been integrated into Workday. Under ‘View Profile – Pay – Payment Elections’ - this allows users to more accurately input/select the correct BSB details into Workday, leading to less errors in pay processing. As a result the following has been implemented:
•    Workday Configuration - Turn on the BSB Validation
•    Added help text and guided tours - ‘If your BSB is not listed, please contact AskHR within Human Resources on (07) 3365 2623 or email askhr@uq.edu.au’

31 May 2023

 

Absence Enhancements

ModuleEnhancementsCompleted

Absence

Cultural Leave Validation

A validation step has been added for Cultural Leave allowing only employees that have the Aboriginal and Torres Strait Islander flag marked as ‘Yes’ to apply for this leave type. 

9 November 2023

Rescind Future Leave step added to Termination Business Process

This new validation step in the Termination business process will be initiated only in instances where an employee has future leave or time off beyond the date of termination. A To Do task will trigger for HR Partner to cancel the relevant future leave or time off occurrences prior to the termination business process being finalised. 

6 September 2023

Return from Leave of Absence process has been updated to automatically create an Absence Return process and input the ‘Actual Last Day of Leave’ to be the same as the ‘Estimated Last Day of Leave’ and this process won’t require Manager or Absence Partner approval. This update will only apply to Leave of Absence requests submitted and approved in Workday after 30 June 2023.

Please note that if the employee is manually returned before ‘Estimated Last Day of Leave’, it will require Manager and Absence Partner approval.

30 June 2023

Warning on Applying Leave After the End Employment Date Improvement. A new validation to stop a Fixed Term employee to apply for leave after their end employment date has been implemented. This should mitigate risk of people mistakenly applying for leave beyond their contract end date. 

29 May 2023
  • New Leave type for Paid Domestic and Family Violence Leave – Confidential Leave Paid.

27 January 2023

Workforce Admin Enhancements

ModuleEnhancementsCompleted
Workforce Admin

 

Convert to continuing - new reason codes have been created in Workday for  conversions to continuing  in line with the new fixed-term legislative requirements. 

Requisition reasons:

  1. Direct Appointment – Continuing > Direct Appointment – Conversions to Continuing (EA)
  2. Direct Appointment – Continuing > Direct Appointment – Conversions to Continuing (FWA)

Hire/Job Change reasons:

  1. Permanent Conversion EA
  2. Permanent Conversion Fair Work
22 November 2023

Ability to initiate Compensation Change & Job Change within management chain
In addition to job requisitions, Managers now have access to initiate the following business processes for anyone in their supervisory org unit/management chain and below:

  • Request Compensation Change 
  • Job Changes 
22 November 2023

Modification to Request Framework workflow (Manager Request a Position Classification)
A step has been added for the employee to approve/acknowledge the reclassification after the approval chain step by the management. To enable the framework to do this, an additional field has been added - “On Behalf of”.

In addition, a validation step has been added indicating that the request can only be submitted for the managers direct reporting lines:

2 November 2023
Validation for Casual FTE - A validation has now been added that will stop (red error alert) any Hire, Add Additional Job, or Change Job transaction where the employee type is ‘Casual’ and the Scheduled Weekly Hours is not 0 or the Work Shift field is not empty.12 October 2023

The help text has been updated in Workday to direct managers to Manager User Guides on the Systems Training Hub for the following processes:

  • Change Job
  • Termination
  • End Additional Job
  • Request Delegation Change
  • Request Compensation Change
8 September 2023

Operations Manager Security Role has been created to enable School Managers to initiate job requisitions and job changes for staff within their School even if outside of their direct reporting line. 

Termination and End Additional Job business processes updated to include a validation to check the Termination Date against End of Fixed Term Employment Date. A warning will now appear in instances where a Fixed Term employee’s Termination Date falls after the End of Employment Date.

10 August 2023

Start Job Change Process - The "Start Job Change" business process historically used for Change location, Fixed Term Renewal, Change in Reporting line and Secondment extension will now be hidden removing duplication in Workday and streamlining this process. The above changes can still be processed by selecting the "Transfer, Promote or Change Job process in Workday.

31 July 2023

Request Framework - Position Reclassification - The HR Client Partnering role has now been added as the first step in the approval chain for both employee and manager initiated position reclassification requests. 

28 July 2023
For One-Time Payment business processes; if the ‘Reason’ field is left blank, the process will error and not flow through for an approval process. 30 May 2023

Where initiator inputs a FTE that exceeds 100% in total, they will receive the following soft warning:


Please review the job scheduled weekly hours. Total FTE for multiple roles should not be more than 100% (Add Additional Employee Job Event).

When a Compensation change will trigger 5 - 1 (allowance greater than 25%) - a soft alert will trigger advising 'This request will go to the VC for approval as the allowances are greater than 25% or because this is an appointment by invitation. Please ensure any relevant documents are attached before submitting/approving'.

For Fixed Term Renewal and Secondment Extension business process, there is now a validation to check that the employment date should be greater than effective date.

Add Academic Appointment and Update Academic Appointment fields have been reduced. The following fields have been consolidated and removed:
  • Academic Review Date
  • Adjusted Title Start Date
  • Appointment Specialty
  • Named Professorship,
  • Related Academic Unit
  • Roster Percent
  • Track is tenure Eligible,
  • Track Start Date override
18 May 2023
  • Flexible Work – Employees can initiate a request to work from home in line with the flexible work policy.
  • Gender visibility – gender is now visible to managers only to enable demographic reporting capability in Workday. Note – gender identity is optional and will not be visible to managers.
  • Changes to hire business process – the hire business process has now been updated so casual staff will not have an add probation period task generated for HR to complete.
27 March 2023
  • Launch of Academic Staff – 2023 Promotion Application Process.
  • Update to Gender/Gender Identity field dropdown selections.
  • Update to ‘My Flexible Work’ application:
  1. Change of Hours
  2. Change of Work Pattern (Only)
  3. Request Flexi-time, VBT or Standard Hours (HEW 1-7)

27 January 2023

Onboarding Enhancements

ModuleEnhancementsCompleted

Onboarding

New Step in the Add Additional Job Process - An 'Edit Passport and Visas' step has been included in the Add Additional Job business process for HR Partner to complete. The intended benefit is to ensure that Passport & Visa information is verified with each Additional Job.

The 'Switch Primary Job' step has now also been updated to an earlier step in the process to help ensure that all tasks for HR Partner are in serial order.

8 September 2023
  • Onboarding status summary report added to the General Management dashboard.
  • Induction Officer list report – access provided to all induction officers.

27 February 2023

  • Notifications – a number of notifications have been switched off for managers when changes are made to an employee’s personal details post commencement (E.g. managers will no longer be notified when an employee changes their profile photo or updates their home contact details). Notifications remain for legal name changes and to confirm staff commencement.
27 March 2023

Talent Acquisition Enhancements

ModuleEnhancementsCompleted

Talent Acquisition

Ability to initiate job requisition within management chain

Managers now have access to initiate a job requisition for anyone in their supervisory org unit/management chain.

The business process will still workflow to the direct manager for approval and HRCP for review.

27 October 2023
Supervisor Org Names on Offer Letter and Variation of Contract Letters - The Supervisory Organisation field on offer letters and variation of contract letters has been updated to pull the supervisory organisation name four (4) levels from the ‘top’ of the sup org tree.20 August 2023

Videos on Job Advertisements - Job advertisements will now have the option to include an embedded video at the bottom of the advertisement.

31 July 2023

Candidate alert – The message has been updated for candidates when they choose to withdraw their application. The message now encourages candidates to follow us on LinkedIn and keep in touch should their circumstance change.

27 March 2023

Learning Enhancements

ModuleEnhancementsCompleted

Learning

Mandatory training reports:

  • Casual training completion reports developed and rolled out.
  • Overdue mandatory training reports for casuals developed and rolled out.

27 March 2023

Talent and Performance Enhancements

ModuleEnhancementsCompleted

Talent & Performance

Security Changes for APD Process - The Head of School security role has be renamed to 'Head/Director' and the policy for Complete Manager Evaluation for Performance Review has been updated to include the Head/Director security group to Review Complete Manager Evaluation.7 August 2023
Academic Promotion to Level D or E -  The Employee will be able to Update Preferred Name after the "Review Document" step - step delay to trigger on the effective date through complete the "Change My Preferred Name" task.
These steps have been set up to trigger only if the business process satisfies “Promotion to Level D or E” condition rule.
5 June 2023
The ‘To do’ help text has been updated for the task, Setup ‘Confirmation and Promotion Committee‘ agenda item to provide instructions for both Confirmations and Promotion. 

19 May 2023

Reporting Enhancements

ModuleEnhancementsCompleted

Reporting

The following additional fields have been added to the Excess LSL and Annual Leave report:

  • Earliest Futured Dated Annual & LSL Leave
  • Latest Future Dated Annual & LSL Leave

This report factors in future dated leave and now has a flag marked with X to identify employees that still have an excess leave balance despite their future dated leave.

26 October 2023
The Graduate School dashboard has now been renamed to HDR Scholars. This dashboard has also been shared with managers so that they can view and report on the HDR Scholars reporting under them. 25 September 2023

My Team Request Report is now available in the Requests Worklet and General Managament Dashboard to view all requests submitted through the Request framework.

23 August 2023

Delegations Reports - General Managers and Operations Managers can now access the following Delegations reports via the search field in Workday:

  • Current Delegations report - View all delegations for a specified organisation, allows you to tell at a glance who is delegated to what, for how long and by whom.
  • Delegations History report - View history of delegations for a specified worker, including details of which business process transactions have been delegated.
  • Manage Delegations Settings report - view and manage a worker’s delegation settings, enables you to see current and past delegations for a worker. Also enables you to request a delegation change for the specified worker.
18 August 2023

Business Process Awaiting Action - Tracking Report  has been added to the General Mangement Dashboard to enable managers to track the status of the following 'in progress' transactions:

  • Job requisitions​
  • Employment Agreement​
  • Hire​
  • Change Job​
  • Add additional Job​
  • Termination​
13 August 2023

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 regular 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

  • New Onboarding To Do Steps for Employees and Managers:

For Employees:

  • Complete Disclosures
  • Health Safety and Wellness Induction and Training
  • Needs Analysis

  For Managers:

  • Mandatory Immunisations
  • Health Safety and Wellness Induction and Training Needs Analysis
7 November 2022
  • 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

  • New Leave Balance Details report which provides a listing of employees leave balances (Annual, Long Service, Personal, Non-cumulative Carers and Purchased) added to General Management and Client Partnering Dashboard.
  • Induction Officer List report added to General Management Dashboard.
7 December 2022
  • Updates made to the Worker Details reports to include the staff members job family.
  • New Vacant Positions report added to the General Management and Client Partnering Dashboards under Position Management.
  • Updates made to the All Job Requisitions report to include Job Category, Job Family and Compensation grade.
  • 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

 Learning Enhancements

Module

Enhancements

Completed

 Learning

  • Add notifications to employees for course changes and cancellations

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

25 May 2022

  • Update to user interface improving the learner experience

11 May 2022

Talent and Performance Enhancements

Module

Enhancements

Completed

 Talent and Performance

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

22 June 2022

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

8 June 2022

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

25 May 2022

Talent Acquisition Enhancements

Module

Enhancements

Completed

Talent Acquisition

  • Guidance text added to the Job Requisition for managers regarding:
  1. Work Shifts
  2. Attachment requirements for Direct Appointments
  • Updates to help text for visa and passport details.
7 November 2022
  • Updates made to the Casual Request Framework for casual direct appointments to include questions regarding pre-employment checks.
24 October 2022
  • Updates to the Fixed Term Contract Renewal letter to correct the notice period and add loadings if included. 
13 October 2022
  • Updates made to the casual academic offer letter template
  • Additional visibility of support documentation added to the Employment Agreement approval process

26 September 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

  • Update to Secondment Extension business process to now trigger To Do: Assign Costing Allocation step for Finance.
  • Updates to WHSC security role to include Learning Partner access.
7 December 2022
  • Field of Study is now a mandatory field when recording/uploading Education.
  • Year Degree Received field is now mandatory when answering ‘Yes’ to the question 'Degree Received'.
  • Update to Job Change workflow approvals for management chain approvals to prevent duplicate approval by initiating manager.
7 November 2022
  • Update to the workflow for Request Framework for Interruption to Candidature. This now workflows to the HDR Partner (Custom role in Graduate School) prior to the School Director HDR for final approval.
24 October 2022
  • 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 Enhancements 2021

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 

 Workday Release 2023R2

The 2023R2 release of Workday, introduces changes designed to improve the user visual experience and navigation including,  updates to the Workday Home Page for Managers, enhanced functionality for employees to update their Talent Profile  and Talent Acquisition system communication improvements. 

Release Date: 9 September 2023

Module EnhancementsPreview
Workday Home Page (Managers only)

 

Workday will display additional contextual information for managers and give them more insight into areas that matter most.
The contexts include Important Dates, Team Highlights, Quick Actions, and identifying manager user type. 

The addition of the Quick Review button in the Awaiting your Action section will allow managers to easily review and approve time off, leave of absence and learning requests directly from the home page.

Before

After

Talent Acquisition

Talent Acquisition will now be able to include attachments (up to 7MB) in email correspondence to candidates during recruitment activity.

Attachment details will be displayed in the Activity Stream and Recruiting History report to allow Talent Acquisition to easily audit and track attachments sent to candidates.

Email attachment data will be included when purging candidates or job applications.

Before

After

Employee Profile

Employees now have the option to replace parts of their Talent Profile – Experience, Education and Skills – with information they enter on internal job applications, making it easier and more efficient for them to update their talent information while applying for a new role.


When an employee submits their application with the check box selected, a business process will be initiated to replace existing information on their worker profile with the new information entered.

Note: Employees will not be able to select the check box if they already have pending changes to their Education or Job History.

Before

After

 Workday Release 2022R2 

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

 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

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