We are in final preparations for Workday and the Integrated Service Centre going live on November 2.

Workday updates for managers and administrators

Workday is bringing changes to HR processes. 

With the implementation of UBC's new administrative system, Workday, some of HR resources and processes will be changing. 

On the Integrated Renewal Program (IRP) website, view information about:

On this page, view information about:

  • Preparing for Workday Go-Live: Key Dates for HR
  • Additional information on in-flight and future-dated transactions
  • Important updates to Workday Training

Preparing for Workday Go-Live: Key Dates for HR

In the weeks prior to go-live, there are deadlines for entering information into our current systems, as well as dates and times when our current systems will be unavailable. Dates that apply to the broader UBC community can be found on the IRP Preparing for Go-Live page.

Specific deadlines, actions and interim processes for HR professionals are provided below. Please check this page frequently to ensure you have the most up-to-date information and work with your IRP Transition Network Members to cascade this messaging as appropriate to your teams.

upcoming Key Dates for HR

past key dates for hr


Additional information on in-flight and future-dated transactions

As a follow up on important deadlines for data entry into HRMS, here are additional instructions on the process for re-entering transactions into Workday after go-live on November 2 and outline the support available to you.

As a reminder, the following transactions will not be transferred into Workday:

  • In-Flight Transactions: any transactions that are not fully approved or processed in HRMS as of October 28 as well as any paper forms that Payroll is unable to process by October 28
  • Future-Dated Transactions: any transactions with an effective date of November 16 or later in HRMS

We understand this results in additional work for departments and the IRP team will be available to answer questions throughout the re-entry process via daily call-in sessions as well as provide support with the re-entering of high-volume transactions (e.g. terminations, hires / rehires).

To avoid additional work, we recommend that you don’t enter any transactions in HRMS if there is a possibility that they will not be fully approved by October 28.

See below for more information on how you can prepare leading up to go live and beyond.

Before November 2

1. Understand the volume and types of transactions in your department that will not be transferred into Workday

2. Review the training material relevant to your Department’s required transactions 

To refresh your memory, increase your confidence and, hopefully, also increase your speed and accuracy, review the HR Community Workday training in advance of go-live.

In particular, we recommend reviewing the following job aids as relevant to the types of transactions you will need to re-enter in your department:

November 2 onwards

Beginning November 2, departments can begin to re-enter in-flight and future-dated transactions (e.g. pay rate changes, leaves of absence) into Workday. For efficiency, the IRP team will support departments in the re-entry of high-volume in-flight and future-dated transactions, namely terminations and hires / rehires. 

Please note during this transition period and beyond, we recommend that you only enter transactions into Workday two pay periods (~one month) in advance of the transaction’s effective date.

Call-In Support Sessions

The IRP team will be holding daily call-in sessions to provide focused support and guidance on specific questions for administrators. Details to follow. 

Access to HRMS

At go-live, your HRMS access will switch to read-only which means you will still be able to look up information in HRMS but you will not be able to enter additional information or make changes to existing information. 

One exception to the read-only access is eRecruit. eRecruit will be available for as long as necessary after Workday go-live for departments to complete applicant selection tasks for postings that closed by Nov 1. However, you will not be able to generate new offer letters or complete the hire steps for new hires in eRecruit. These must be done in Workday.

You will continue to be able to run HRMS Query reports. 

If you have any questions or concerns, please contact robert.boudreau@ubc.ca or samantha.mclaughlin@ubc.ca.


Important updates to HR Workday training

If your HR security role allows you to initiate hire processes within Workday, it is important that you learn a mandatory new step called the ‘DeDupe Tool’ which enables UBC to maintain more reliable identity data. Please note that hire processes in Workday cannot be completed without successfully completing the ‘DeDupe Tool’ step.

If you have not started end-user training, your trainer(s) will take you through the definition, usage, and training materials for the hire processes.

If you who have already completed your end-user training, please review the job aids below to prepare for go-live:


Questions

Contact us via Service Now and we will route your questions to the appropriate IRP team members.

Please refer to the IRP website for more information and key milestones specific to Human Resources. 

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