Workday, the University’s new system for HR, Payroll, and Finance, will replace the business functions currently performed in the University’s existing administrative systems, such as Departmental Human Resources System (DHRS), UMeNET/Ariba, myUM, and other systems. Workday will streamline business processes into a single, unified, state-of-the-art cloud-based system.

Workday is:

  • Easy to Use – Designed like a consumer website, Workday has simple user navigation, allowing you to easily access information in a few clicks.
  • Simple – By utilizing cloud-based technology, Workday provides information from one portal with simple, hassle-free tools.
  • Mobile – Workday is mobile-friendly and easily accessible from anywhere that has an Internet connection, allowing you the flexibility to stay connected wherever you are.
  • Secure – Workday takes a holistic approach to security ranging from technical safety guards to data privacy laws and compliance: these safeguards and regulation updates are built into every Workday release.
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    Workday HR and Workday Finance

    University leadership performed a thorough analysis to determine the best administrative information system available to the higher education and healthcare markets. Over 500 UM faculty and staff members participated in a survey to document and rank more than 3,400 detailed system requirements. At the end of this thoughtful, collaborative, and detailed analysis, the ERP Selection Core Team recommended the acquisition of Workday’s Human Resources and Finance modules. The ERP Executive Steering Committee reviewed the recommendation and the University’s Board of Trustees approved the funding and implementation.<\p>

    This system will place UM at the forefront of technology in higher education and healthcare. Workday will replace our current HR/Payroll and Financial systems. Workday HR launched in 2015 and Workday Finance is scheduled to launch in 2017. When the project is complete, the University of Miami will have an integrated HR and Finance system, faculty and staff will have access to more personal information and data than ever before, and managers will be able to manage their employees in the system and utilize data to develop the University’s workforce and the institution.

    Workday will empower University faculty and staff by placing at their fingertips 24/7 real-time access to important information so that they can make better data- riven decisions and work more efficiently. It’s an intuitive and agile, cloud-based solution that will allow employees to view and update benefits, compensation, and personal information from anywhere with Internet access.

    What does this mean for you?

    Workday HR will impact all members of the UM community, enabling offices and individuals to better manage their personal information. With 24/7 access from any computer or device with Internet capability, you will be able to update your address, request vacation time, change a beneficiary, and view compensation and benefit information. UM managers will have access to staffing and organizational information and be able to perform approvals and initiate tasks for direct reports.

     
     
     

    What is Workday?

    Workday is a new generation enterprise application that truly works the way people work. Workday has a modern, intuitive interface that users adopt readily. Many Universities are adopting Workday because of its ease of use, the flexibility the system provides, low cost of ownership, focus on providing functionality unique to Higher Education, and the collaborative nature of the new functionality design process.

    By replacing aging computer systems that are becoming more costly and increasingly difficult to support, Workday HR will enable UM to improve the way it administers and delivers key human resource and payroll services, enhance data visibility, and facilitate strategic decision-making. Many paper-driven, labor-intensive business processes will be streamlined and automated, making it easier and faster to submit and track changes. Workday HR will provide robust real time reporting capabilities and eliminate many paper forms, making work faster, more transparent, and more accurate.

    If you’re interested in learning about more about the benefits of Workday for Higher Education, click here.  To view a brief video about Workday, click here.

     
     

    Workday Roles

    Workday, the University’s new system for HR, Payroll, and Finance, will replace the business functions currently performed in the University’s existing administrative systems, such as Departmental Human Resources System (DHRS), UMeNET/Ariba, myUM, and other systems. Workday will streamline business processes into a single, unified, state-of-the-art cloud-based system.

    Examples of business processes are hiring an employee, changing an employee’s compensation and updating personal information. The ability to perform actions within a business process is determined by the security role(s) granted to specific user(s). Security roles in Workday control what data an individual can view, define what actions an individual can perform, and determine where tasks are routed for review and/or approval. Below is an explanation of the different security roles and their functionalities in Workday:

    • Employee as Self
    • Managers
    • HR Partners
    • HR Business Process Initiators
    • Cost Center Managers
    • Finance Business Process Initiator
    • Finance Reviewer
    • Timekeepers

     

    Employee as Self
    All University Faculty, Staff, and Student Employees will have the security role of Employee as Self in Workday. The role of Employee as Self grants Faculty, Staff, and Student Employees access to their own personal information and payroll details, including the ability to:
        • View payslips processed in Workday
        • View and update direct deposit information
        • View and update tax withholdings
        • View and select benefit information
        • Enter time electronically
        • View PTO balance, request Time Off, and much more…


    Managers
    This role is for faculty and staff who have direct reports. This role is inherent and not assigned. Any employee with one or more direct reports will have the ability to view business information about their direct reports e.g. employee’s position, compensation, time-off request and balances, etc. Managers can initiate and approve transactions on their direct reports such as promotion, transfer, demotion, compensation change, etc. Managers will conduct performance appraisals, if applicable, for their direct reports.
        • Provides visibility to direct reports including job, personal and compensation information
        • Can initiate and approve transactions for direct reports or delegate others to do so


    HR Partners
    This is a support role for HR transactions. This role is assigned by Central HR Leaders. Examples include creation and approval of new positions, and job assignments. 
        • Provides visibility to faculty, staff, and students in their assigned organizations
        • Can initiate transactions for assigned organizations


    HR Business Process Initiators (HR BPI)
    This is a support role for HR functions to supplement Managers. This role was collected by the HR Partners.
        • Provides visibility to faculty, staff and students in assigned organizations such as job, personal and compensation information
        • Can initiate transactions for assigned organizations, but may require additional HR Partner approval as the BPI does not have approval authority for HCM business processes


    Cost Center Managers
    This is a support role for HR transactions and certain financial business processes. This role was assigned by business officers throughout the university. The role will be expanded upon implementation of Finance.
        • Provides visibility into compensation for people assigned to Cost Centers
        • Can initiate and approve costing allocations and initiate payroll accounting adjustments. Can approve or be notified of certain HR transactions.


    Finance Business Process Initiator (Finance BPI)
    This is a support role for Cost Center Managers. This role was assigned by Cost Center Managers.
        • Can initiate the processes Assign Costing Allocation and Create Payroll Accounting Adjustment
        • Cannot view compensation without the additional Finance Reviewer role and does not have approval authority


    Finance Reviewer
    This role is similar to CCM, but Finance Reviewers are unable to initiate or approve transactions. This role was assigned by Cost Center Managers.
        • Assigned to Cost Centers or a Cost Center Hierarchy; not all Cost Centers have a FR
        • May be assigned in conjunction with FBPI role to allow visibility of compensation to those initiating certain business processes
        • Comparable to “view only” access in DHRS for those in finance roles who are not CCM’s


    Timekeepers
    Perform timesheet management functions for assigned organizations.  Examples include submitting, canceling, and deleting timesheets.  Approval authority for timesheet business processes.

     

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