Staff

Workday will help staff complete Buckeye business efficiently. Workday is Ohio State’s new tool for managing employee and institutional data. It will equip you with self-service tools that are mobile and easy to use.

Learn more about what’s changing for staff and how those changes will be implemented over the coming months.

Whats Changing with Workday

What's Changing for Staff

 

The Ohio State University Staff:

Technology Changes Overview for Staff

Ohio State Staff - today, I use:Tomorrow, I will use:
  • eLeave
  • eTimesheet
  • eTravel
  • Business Leave
  • eRequest
  • eProfile (PeopleSoft)
  • Workday on my computer
  • Workday mobile app

HR Requests and Personal Information Changes

  • In the future, all these actions will be done in Workday after logging in with your Ohio State name.# and authenticating through BuckeyePass. 
  • I will access Workday to update my personal information, view my payslip (fomerly known as a "paycheck"), select and view my benefits and take other HR actions, such as submit changes as a result of a life event (e.g. marriage or baby).
  • I can view the reporting structure for my college or unit using interactive org charts with real-time information and updates.
  • All new staff in my unit will have consistent start dates.
  • If I have an HR question or need, my first line of support will be Workday’s self-service features or HR Connection (an HR Shared Service Center), with HR support provided by HR Consultants in my unit, when needed
  • I will have access to a career website in Workday to learn about and apply to job opportunities on campus and at the Wexner Medical Center (one job board for all positions).

Time Tracking and Absence Changes

  • I can request time off and leaves of absence in Workday.
  • Staff paid biweekly in my unit will use Workday to enter time weekly for approval.
  • Some staff in the Office Student Life, Department of Athletics and Office of Administration and Planning use a new digital timeclock to record time worked.

Travel Changes

  • If I am approved to travel for university business, I will log into Workday to create a travel request known as a “spend authorization”, book travel using approved travel vendors and use Workday to create a travel expense report.
  • My supervisor receives a notification in Workday when I submit a travel request so they know when I’m traveling.
  • When I travel for university business, I can use my mobile device to take photos of my receipts to upload them to my expense report. 

Purchasing Changes

  • My unit grants me a purchasing card (Pcard) at their discretion.
  • If I need to purchase an item, I will use the Marketplace in Workday to purchase a contracted item.
  • I can also purchase outside the Marketplace with additional steps. I can see who needs to approve it.

 

Health System Staff:

Technology Changes Overview for Health System Staff

Health System Staff - today, I use:Tomorrow, I will use
  • eTravel
  • eMaterials
  • eProfile (Peoplesoft)
  • Kronos
  • Workday on my computer
  • Workday mobile app
  • Kronos

 

HR Requests and Personal Information Changes

  • I will access Workday to update my personal information, view my payslip (fomerly known as a "white slip summary"), select and view my benefits and take other HR actions, such as submit changes as a result of a life event (e.g. marriage or baby).
  • I can view the reporting structure for my business unit using interactive org charts with real-time information and updates.
  • If I have an HR question or need, my first line of support will be Workday’s self-service features or HR Connection (an HR Shared Service Center), with HR support provided by HR Consultants in my department, when needed
  • I have access to a career site in Workday to learn about and apply to job opportunities at the Medical Center and on campus (one job board for all positions).

Time Tracking and Absence

  • I will continue to use Kronos for timekeeping and to request time off.
  • I will use Workday to request a leave of absence (e.g., maternity leave, Family and Medical Leave).

 

High Level Change Journey

January - April 2020

Staff:

  • Receive emails with short videos about Workday
  • Attend demonstration sessions where you see some of the new system features
  • Learn when current systems will be unavailable due to the Workday transition, and what you need to do to prepare. 
  • Access on-demand training videos, job aids, and FAQs.
  • Receive a communication from your HR Business Partner (HRBP) providing an overview of key changes to how you can access HR support in the new HR model
April - December 2020

Staff:

  • See "Workday Wins” ads around campus and the Wexner Medical Center
  • Click links shared in onCampus Today and OSU HealthBeat to watch a video on changes to expenses, vacation requests, and how to view your payslip
  • With manager support, complete any required Workday training so you are prepared
Go-Live! and beyond

Staff:

  • Feel ready to use the system; while you might not know how to do everything in Workday, you know where to go for help
  • Continue to have access to on-demand training materials, after go-live, for reference when you have questions;
  • As Workday is updated, you receive notice when the updates affect you

 

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