Top Takeaways from the OspreyRising Workday Summit

Changes:

• Position numbers are changing. It will now be a sequential number with the following formatting: P-XXXXXXXX (Eight digits).
• Recruiting changed from 6 approval steps to 3 or fewer, depending on the type of position.
• Job requisition changed from 7 approval steps to 4 approval steps.
• Assigning Roles on a Job Requisition: Primary Recruiter moves the applicant through the search process. Recruitment for director-level or higher positions will require a search committee chair.
• Supplemental questions will be refined.
• The departments must monitor answers to specific recruitment questions. This is a shift. 
• All candidates at the end of the search must be in a disposition status to indicate if they are hired or not and why.
• You can rehire an existing student in two easy steps using the “Extend” option
• Index will be known as Key.

New Features:

• Job profile—Similar to job specifications, this is the basic part of the job, not department-specific. You will add details under the job description and edit it.
• Supervisory Organization (Sup Org) is a new concept that indicates all the employees who report to one manager. This is what drives the Workday organizational chart.
• Emails will be sent to candidates immediately upon selecting the decline button!
• Staff will request time off through Workday. If approved, it will automatically be added to the employee’s timesheet.
• Ability to see hours worked in other departments for students with multiple jobs.

New Terminology:

Cost Center
Comparable to the Organization Code in the FOAPAL. A unit with an ongoing business purpose within the institution usually has a budget and employees and generally occupies space. Generally synonymous with “department.”

Encumbrance
Money that has been reserved for a specific purpose and cannot be spent on other items. Encumbrances are created through purchase orders and spend authorizations.

Spend Category
Provides more detail within a Ledger Account; similar to Banner Account Code. A logical grouping to search and report on acquired items and services. The user will select this when making a purchase.

Submit a Requisition Q&A:

Requisitions for Purchase Orders are submitted through the Create Requisition Task. Workday makes it simple by pre-populating certain required fields based on the user's profile and by marking additional fields needed.

Question: Do we need to select the commodity code when creating a requisition?
Answer: No, the Procurement Services team will review and select the appropriate commodity code. End users will be responsible for selecting the Spend Category.

Question: Does the requisition encumber the funds? 
Answer: The requisition will pre-encumber funds.

Question: Can I do split funding/multiple cost centers?
Answer: Yes, end users may split funding on each line when entering a requisition.

Submit a New Supplier Request Q&A:

Adding a supplier to Workday may be requested with the Create Supplier Request task. The company name and contact information is all that is needed.

Question: Is the Supplier Help email address, supplierhelp@unf.edu, staying?
Answer: Yes, the supplierhelp@unf.edu email address will still be available to assist suppliers.

Question: Will vendors be able to register themselves/fill out a supplier request form?
Answer: Yes, suppliers will be able to initiate the registration process on their own.

Question: Who will have access to request a supplier?
Answer: All campus users will be able to request a supplier.

Question: Can you see a list of approved suppliers?
Answer: Campus users will be able to search for registered Suppliers within Workday