Transcription
Pre Go-Live Activities for InternalCommunicatorsNovember 2014
Pre Go-Live Tasks for Internal CommunicatorsTaskSupporting Materials Kick off awareness communicationsWorkday Awareness Communications Toolkit Identify retired academic and staff HR and payrollforms on internal websites and plan for removal onJanuary 5List of retired HR and payroll formsfor faculty, staff, and other personnel Identify links to ESS on internal websites and planfor redirect to workday.uchicago.edu on January 5 Be aware of browser requirements and plan forupgrade if neededSee Workday Browser Requirements. Review and understand ESS transition datesSee ESS Transition Dates. Will also becommunicated during Getting to KnowUChicago, on ESS homepage, project websiteand newsletter2
Kick off Workday awareness communicationsContents of Awareness Communications Toolkit1.Communication Plansa.Key Dates for Internal Communicatorsb.Consolidated Communication Plan to Support Transition toWorkday@UChicago2.Background materialsa.What is Workday?b.Facts and FAQsc.Project Teamd.July News Office story3.Useful Linksa.Workday@UChicago project websiteb.July News Office story4.Graphicsa.Workday@UChicago wordmarkb.On the way to Workday headerc.Workday logod.Image of Workday landing page for employeese.ESS-Workday transition timelinef.ESS-Workday comparison checklist5.Resourcesa.Overview of Workday@UChicago for Faculty and Staff (Powerpoint)b.Awareness Email from (HR) Leadership to Faculty and Staffc.Talking Points for Department Meetingsd.Sample Internal News Articlee.Flyer (8.5 x 11)f.Poster (11 x 17)g.Graphic for Digital Board33
Kick off Workday awareness communicationsThe awareness communications toolkit supports the followingdepartment communications activities:DateActivityResourcesAudienceAfter ThanksgivingholidaysSend out awareness email.Includes link to ESS transitionschedule and ESS-Workdaycomparison checklist.– Awareness Email (5b)– ESS-Workday transitiontimeline (5h)– ESS-Workday comparisonchecklist (5i)Faculty and Staff inrespective division, school ordepartmentBefore December 15Distribute flyers and/or otherpromotional materials– Flyer (5e)– Poster (5f)– Digital Board Graphic (5g)Faculty and Staff inrespective division, school ordepartmentBefore December 15Publish awareness article inonline newsletter or intranet (ifapplicable)News article (5d)Faculty and Staff inrespective division, school ordepartmentBefore December 31Include Workday@UChicago onstaff and/or faculty meetingagenda– Overview ofWorkday@UChicago forFaculty and Staff (5a)– Talking Points (5c)Faculty and Staff inrespective division, school ordepartmentBefore December 31Distribute Workday reminder. Link Go-Live Support Kit (to beto December UChicago Newsdistributed December 10)article and Workday demo videoonlineFaculty and Staff inrespective division, school ordepartment44
Kick off Workday awareness communicationsThe following University-wide communications activities will be managed by theproject team and University cemberUChicago News story onWorkday@UChicagoLink to UChicago News storyUChicago News readersMid-DecemberPosters (24 x 36) to be displayedat key campus locationsPoster (5e)UChicago Faculty and StaffJanuary 2Send “Discover Workday”postcard“Discover Workday”postcard with seven to-dosAll UChicago payrollrecipientsJanuary 2 (TBC)January 5 (TBC)Launch email from CHROLaunch email fromExecutive SponsorsEmailEmailDeans and OfficersUChicago Faculty and Staff55
Identify retired academic and staff HR and payroll forms on departmentwebsites and plan for removal on January 5 (if applicable)Retired Paper Forms for Faculty and OtherAcademic Appointees:Academic EEO SurveyAcademic Termination FormEmployment Eligibility Verification (I-9 Form)Mandated Reporter Status Form (ILDCFS)Monthly Extra Service Payment RequestMultiple Action Form (MAF)Patent Policy AgreementPostdoctoral Fellow AgreementRetired Payroll Paper Forms (Everyone):Direct Deposit FormFederal W-4Student Casual FormRetired Paper Forms for Staff and StudentsArgonne Joint Staff Employment FormBenefits Change FormBiweekly Additional Pay FormEmployment Eligibility Verification (I-9 Form)Employment SurveyERIP Vendor Selection FormGroup Life Insurance - Notice of Change of BeneficiaryMandated Reporter Status Form (ILDCFS)Monthly Extra Service Payment RequestPay ConfirmationPersonnel Action FormPost-Doctoral Scholar Employment FormRequest for Short-Term Disability LeaveRetirement Plans Change of Contribution Allocation FormSalary Reduction AgreementStudent Employment Form (Teaching Assistant/Research Assistant)Student Employment FormTemporary Employment Form (HR Managers Only)Temporary Employment Form (Court Theatre)Temporary Employment Form (Graham School)Termination Form66
Identify links to ESS on department websites and plan for redirectto workday.uchicago.edu on January 5 (if applicable) The project team will manage transitioning all University-wide websites,including:– Employee Self-Service– University of Chicago Faculty and Staff pages– Human Resources– IT Services– Financial Services Project website will transition to “Discover Workday” on January 5. Users will be able to log onto Workday from the project website startingJanuary 5. Users looking for archived pay stubs and W-2s will be directed to EmployeeSelf-Service.77
Review browser requirements and plan for upgrade if needed Requirementshave already beencommunicated tocampus IT teamsand local CIOs These will also beincluded inEmployee FAQsand on the ed)17.X or higher.Current versionpreferred.Requires Adobe Flash Plug-in(10.1.53 )Chrome20 Safari6.x InternetExplorer9.X or higher.Current versionpreferred.FirefoxRequires Adobe Flash Plug-in(10.1.53 )Source: https://community.workday.com/browser-policy88
Review and understand ESS transition dates These dates will also bepublished on EmployeeSelf-Service and on theproject website99
Go-Live Support KitContents will include: Top 10 Post Go-Live Tasks for (Academic) HR Partners Top 7 Post Go-Live Tasks for Everyone Top 10 Reports for Role-Holders List of available Quick Reference Guides and videos On-site and mobile unit support schedule for January January roles-based training schedule FAQs for Faculty Top 20 Employee FAQs, e.g. browser requirements Who to call for support Reminder and/or launch email template to faculty and staff, includingsupport contacts Overall “readiness” checklist, e.g. remove forms, redirect links10
Next Steps A check-in meeting will be organized for the week of December 15 to seehow activities are progressing, and if any additional assistance is needed. Internal communicators will continue to be included in the biweeklyWorkday@UChicago newsletter.11
Top 7 Post Go-Live Tasks for Everyone Top 10 Reports for Role-Holders List of available Quick Reference Guides and videos On-site and mobile unit support schedule for January January roles-based training schedule Top 20 Employee FAQs, e.g. browser requirements FAQs for Faculty Who to call for support
