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Cutover

Cutover is a process used to transition an organization from one system to another. The UNF cutover operation involves transferring data and processes from Banner to Workday. This page will show timeline details, scenarios, and deadlines for different activities.

Workday Cutover Timeline

Cutover Timeline Update

High-level Dates

Note: Many transactions have deadlines prior to these dates. Please see the detailed cutover table below for specifics.

  • May 3, 2024 – Hard freeze on requisitions, iContracts and change orders
  • May 31, 2024 - Hard freeze on travel requests and travel bypasses in Concur
  • June 7, 2024 –  Hard freeze on job postings
  • June 14, 2024 – Last recommended day to use P-Cards to ensure expenses hit FY24
  • July 1, 2024 – Workday is available for use University wide

Cutover Departmental Dates

A “hard freeze” date is the date when information will no longer be entered into an old system and Workday will take over. Details are subject to change as we continue to refine the cutover process.

This table was last updated on 4/24/2024 at 11:37am.

 

Work Area Activity Hard Freeze Date First day for Transaction in Workday Notes and Communications
Procurement Deadline for furniture request March 15, 2024 July 1, 2024
Human Resources

 Deadline to close postings that are not active in OASys April 30, 2024 N/A
  • New postings will be done in Workday after July 1, 2024
  • Postings should only remain open for new hires for Summer 2024

 
Procurement Last day for FY24 Requisitions, iContracts, and Change Orders May 3, 2024 July 1, 2024
Human Resources Summer A – Contract Start Date May 6, 2024 July 1, 2024
  • Summer A will be completely processed in Banner 
  • Send amendments to HR for manual processing
Human Resources Summer A – ePAF deadline April 22, 2024 July 1, 2024
  • Submit ePAFs after contracts are approved and sent to HR
Procurement Deadline for iContracts May 3, 2024 July 1, 2024
Procurement Deadline for Supplier Registration May 3, 2024 July 1, 2024
Human Resources Summer B – Contract Start Date June 24, 2024 July 1, 2024 Summer B – will be paid out of Workday
Human Resources Summer B – ePAF deadline May 8, 2024 July 1, 2024
  • If possible, ePAFs should be submitted to allow for jobs to be converted into Workday with the snapshot date
  • If ePAFs are not completed by May 8, 2024, they will need to be manually tracked on a spreadsheet by Academic Affairs
Human Resources Summer C - Contract Start Date May 6, 2024 July 1, 2024
  • Summer C – will be paid out of both Banner and Workday
  • Send amendments to HR for manual processing
  • HR and AA will convert remaining payments over to Workday
Human Resources Summer C - ePAF deadline April 22, 2024 July 1, 2024 Submit ePAFs after contracts are approved and sent to HR
Human Resources

Final Day for fully approved ePAFs/PAFs to be sent to Human Resources for SPIs, Reclassifications and Promotions to be effective May 25, 2024

 

 May 20, 2024 July 1, 2024 Reminder that these must be approved in OASYS/Banner Online Forms prior to the ePAF/PAF being submitted.
Travel Last day to submit Travel Requests and Travel Bypasses in Concur May 31, 2024 July 1, 2024 Concur Travel Closeout Procedures
Procurement Last day for Procurement to issue FY24 POs May 31, 2024 July 1, 2024
Budget Last day to submit Auxiliary Budget Oversight (ABO) requests for FY24 May 31, 2024 July 1, 2024
Budget FY25 Self Service Budget Development (SSBD) budgets posted in Banner. June 3, 2024 Budgets will be available to view in Workday July 1, 2024
Human Resources

 Final day to submit an ePAF/Hiring Proposal if unable to hire students/OPS by May 10, 2024 May 27, 2024 July 1, 2024 This includes rate changes for OPS/Students as well
Human Resources

 Hard freeze on all hiring for students and OPS May 28, 2024 July 1, 2024 This includes both rehires as ePAFs and new hires in OASYS
Human Resources Last day to post job requisitions in OASYS June 7, 2024 July 1, 2024
Payroll Last payroll completed in Banner (Pay period 13) June 8, 2024 - June 24, 2024 N/A Pay Date June 28, 2024
Human Resources Hard freeze on all employee job changes  May 28, 2024 - July 1, 2024 July 8, 2024

This includes: 

  • SPIs Reclassifications
  • Labor Distribution Changes
  • Job Classifications
  • Promotions
  • Supervisor Updates
  • Grant Extensions
Human Resources Last new employee orientation before Workday May 28, 2024 July 8, 2024
  • First new employee orientations post go live
  • HR will move new hires into Workday once Hiring Proposal is approved
Human Resources

 Hard freeze on New Hires June 10, 2024 July 8, 2024
  • No New Employee Orientation on June 24, 2024

  • If started in OASYS, they can be completed in OASYS

  • If recruitments can start after July 1st –  it is recommended to complete the job requisition in Workday
Procurement Last day to use P-Cards to ensure transactions will post to FY24 June 14, 2024 July 1, 2024
Travel

Last day to use P-Card to ensure expenses hit FY24.

 June 14, 2024 July 1, 2024
Accounts Payable Last day to submit and approve all Concur reports for FY24 June 21, 2024 July 1, 2024
Travel

P-card and Travel Expenses reports must be fully approved by departments. (Including Vicinity/Blanket expense reports)

 June 21, 2024 July 1, 2024
Accounts Payable Last day to submit direct pay requests, invoices against encumbrances and icontracts.  June 21, 2024 July 1, 2024
Foundation Final day to submit $5,000 and over check requisitions to UNF Foundation June 24, 2024 July 1, 2024 Foundation has the same deadlines for requisitions, p-card use and expense reports as the University.
Foundation

Final day to submit normal check requisitions (less than $5,000) to UNF Foundation

 June 25, 2024 July 1, 2024 Foundation has the same deadlines for requisitions, p-card use and expense reports as the University.
Student Financial Services

Final day to deposit refunds for FY24 expenditure reimbursements (includes Foundation Reimbursements)

 

 June 28, 2024 July 1, 2024 Any deposits submitted after the deadline will post in the next fiscal year
Accounts Payable Final FY24 check run June 28, 2024 July 3, 2024
Human Resources

 First day to post jobs in Workday N/A July 1, 2024
Payroll

First payroll completed in Workday (Pay period 14)

 

 

 N/A June 22, 2024 - July 5, 2024
  • Pay period 14 Time Sheets – Still being discussed, more information will be available closer to June
  • Pay period starts June 22, 2024 however, time tracking will start in Workday July 1, 2024
  • Pay Date July 12, 2024
Procurement First day for FY25 Requisitions and POs in Workday N/A July 1, 2024

Cutover FAQs

  • What is "Cutover"?

    Cutover is a process that is used to transition an organization from one system to another. This project will involve the transfer of data and processes from our old systems to Workday. 

  • What are "Freeze Dates"?

    Freeze dates are required dates that support cutover activities. They can also be considered "cutoff dates". Each legacy system will have a “soft freeze” date. During this time, we slow down the transactions entered into legacy systems as much as possible. Each legacy system will also have a "hard freeze" date; after which no more transactions may be enter into the legacy system; all future transactions will be entered directly into Workday. 

  • What are the Workday testing stages?
    There are four types of testing stages that will occur. The testing stages are: Unit testing, End-to-to-End (E2E), Payroll Parallel and Production Dress Rehearsal (PDR). To learn more about each testing stage, visit our Testing Stage webpage.
  • What happens after testing?

    The Workday system will be prepared for training and launch following testing. 

    More to come.