Workday system updates

Employee & Personal Details

N/A

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.

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.

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. 

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

Casual staff will receive a new onboarding task to complete a questionnaire regarding their primary employment and student status.

Talent Acquisition

Implementation of a new module, Candidate Self Scheduling. When activated on an individual job requisition, candidates invited to interview will be able to view available interview times and self-book to their preferred time.

Learning

N/A

Talent & Performance

Reporting

N/A

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. 

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.

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.

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.

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. 

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

31 May 2023

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. 

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. 

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.

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. 

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

27 January 2023

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

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 

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:

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

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.

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.

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. 

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).

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.

• Academic Review Date
• Adjusted Title Start Date
• Appointment Specialty
• Named Professorship,
• Related Academic Unit
• Roster Percent
• Track is tenure Eligible,
• Track Start Date override

• 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.

• 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

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.

• 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.

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.

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

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

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 & Performance

19 May 2023

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.

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

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.

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​

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

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

• 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

• 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

• 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"

• 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​.

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.

• 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

• Scheduling of overdue mandatory training report to primary manager

• Costing Allocation Officer report developed to identify cost centres

• Addition of tabs and reports to the My Team Management dashboard in the areas of absence, compensation, learning and probation

• 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.

• 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. 

 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

• 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

• 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.

• Updates made to the Casual Request Framework for casual direct appointments to include questions regarding pre-employment checks.

• Updates to the Fixed Term Contract Renewal letter to correct the notice period and add loadings if included. 

• Updates made to the casual academic offer letter template

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

• 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. 
   

• 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

• 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.

• 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.

• 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.

• Redevelop and launch Additional Recreation Leave (IFA) process via request framework

• 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.

• 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 

• 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. 

• Recording of Aboriginal and Torres Strait Islander status via new Workday functionality.

• 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.

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.

Fixed Term Renewals 

Fixed Term Renewals and change of hours are two separate requests, instead of one. 

Market Loading 

Management/Market Loadings equalling 25% were escalating to the VC for approval. 

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? 

Approvals 

Costing Allocation Officer are in the approval steps in Employment Agreements for unpaid cohorts. 

Mentorship 

The assign a mentor (onboarding buddy), this task could be initiated by an employee at any stage. 

1 November 2021

Delegations 

All business processes were displayed as able to delegate

1 November 2021

Job Requisitions

Additional help text required as part of the Job Requisition process to assist managers

1 November 2021

HR Authorisations

Some processes initiated incorrect workflow which does not follow the HR Sub-delegations Instrument. 

23 October 2021

HDR Interruption 

Confusing process for Scholars to enter Personal Leave to interrupt their studies. 

26 November 2021

Inbox Filters 

Inbox filters are required for the Talent Acquisition Team. 

26 November 2021

Notifications 

Probation notifications are going to both managers if the employee has more than one position. 

26 November 2021

Glossary of Terms 

Require a Glossary to assist with the new terminology. 

1 Oct 2021

Absence functionality 

Not being able to view balances prior to requesting leave 

26 November 2021

Absence 

Predicting balance for a future date not accruing all 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) 

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 

4 November