myURHR Go-live Newsletter #3

Complete in MyPath

Prioritize myURHR training by scheduling time in your calendar to focus solely on your assigned courses. 

If you have a coordinator or timekeeping role, sign up for instructor-led trainings (ILTs):

Coordinators

• Position Management (eLearning version also available)
• Hiring and personnel management (eLearning version also available)
• Managing worker separations (eLearning version also available)

Timekeepers

• Timekeeping for UKG users who are currently on advanced scheduling in myURHR UKG

OR

• Manager Tasks and Outcomes for Timekeepers in myURHR UKG

Approximately 280 ILT sessions have been completed to date, and another 160 sessions are scheduled through the end of December. SPACE IS AVAILABLE. Additional eLearnings are also now available in MyPath. Contact the training team with questions.

NEW FOR MANAGERS: Reference the myURHR Training Course Completion Dashboard for a comprehensive, daily view of your team’s progress and completion rates overall for the University.
You can select various views and multiple filters (e.g. division, department family, security role, etc.) to narrow the data you need, and you can easily save the myURHR training completion dashboard to your online favorites.

Instructions for accessing the dashboard:

• The dashboard is behind a firewall which means users must be connected to the University network or VPN.
• Sign in using your active directory (AD) credentials. For most users, this is the same credentials for logging in to their work computer.
• @urmc email addresses require a preface of urmc-sh\ to log in, so their username will read urmc-sh\username.

In addition to the new dashboard, managers may continue utilizing the training completion status reports in MyPath, depending on their preference.

30-day actions & office hours underway

• Complete 60-day actions for Recruitment Requisition Transition and begin 30-day activities, including cancelling requisitions, dispositioning candidates, and confirming accuracy of hiring managers.
• Critically assess any new positions approved to determine if recruiting activities can begin post go-live.
• Be aware of the recruitment requisition transition holding period from December 5-15, with the exception of critical positions.
• Managers/supervisors will need to pause requests to create new, non-urgent requisitions during the designated holding period and then follow processes in myURHR at go-live.
• Special review and consideration will be available during the holding period via the exception request form (linked here) which will open on December 5. (Save form link.)
• For URMC requisitions
• Recruiting activity for posted, active requisitions can continue unimpeded during the holding period.
• Attend office hours to get your questions answered and connect live with the recruitment team via Zoom.
• Reach out to the HR Service Center for coordination of any group hiring.

If someone in your work area oversees recruitment activities, please ensure the transition activities take place.

Share with hourly staff

It is critical that every hourly employee is aware of changes coming to the time clocks beginning the weekend of December 14 and 15. Please cascade this information during team huddles and meetings.

There will be several hours when the time clocks will not be available:

• Punching in or out on Saturday, December 14 between 10 p.m. and midnight—*Hourly employees will need to use their department’s standard process for missed punches to enter “in and out” punches during this time period directly into *HRMS.
• Punching in on Sunday, December 15 between 12:01 a.m. and 6 a.m.—*Hourly employees will need to use their department’s standard process for missed punches to enter “in and out” punches during this time period directly into *UKG.​
• *Sunday, December 15 after 6 a.m.—*time clocks will be ready to accept punches.

Staff will need to “touch” the appropriate button on the time clock and then “swipe” with their ID badge. Staff will be able to punch in and out, enter missed meals, and, if they work multiple jobs, identify which job they are punching in and out for that shift.

An awareness flyer is available for posting in breakrooms, etc. for staff who don’t regularly work in front of computers or have easy access to computers.

New features and dashboards

You’ve been asking about myURHR reports and now the project team can show you what’s in store for go-live. myURHR Workday and myURHR UKG will have reports for managers, coordinators, and timekeepers.

The new myURHR reporting Fast Facts video details who can access reports and gives a brief overview of the new features. 

Additionally, for easier access to reports in myURHR Workday, specialized dashboards have been developed for department, faculty, and graduate coordinators. Learn more about the dashboards and a new replacement for Cumsal.

Reference QRC at go-live

There have been a lot of questions and interest surrounding the delegation process in myURHR Workday and UKG. Both systems have delegation functionality, allowing the temporary reassignment of tasks and responsibilities to another individual with the same security access. This ensures processes continue and tasks are completed in a timely manner, even when someone is out of the office.

Learn how to identify a delegate in Workday and UKG by taking the Manager Navigation in Workday and Suite-Wide Basics in myURHR UKG elearnings in MyPath. Quick reference cards (QRCs) with step-by-step instructions will be available for reference when using either system at go-live. QRCs will be accessible through the myURHR webpages and tech.rochester.

Automatic Updates

When myURHR Workday is live, staff will be able to update their work phone number and chosen name (Workday preferred name) via self-service. These staff data, which are currently submitted to telephone department coordinators (TDCs) for uploading in the University Online Directory, will automatically feed from Workday to the Directory, eliminating the need for manual modifications by TDCs. Updates to building locations will need to be submitted by coordinators in Workday.

Pay cycle alignment update

Due to system requirements in myURHR, employees holding more than one position at the institution will now have their pay aligned into one pay cycle. Departments that are hiring an existing employee into a secondary job should confirm with that individual their current pay cycle so the department can align the second job accordingly. This applies to all University positions, including faculty positions. If unsure how to address the pay cycle, please send an email to HRSCReqs-ChangeForms@UR.Rochester.edu for assistance.

Pre-Go-Live Checklists

New printable versions are now available of the employee checklists and manager, coordinator, and timekeeper checklists.

Enhanced applicant online experience

This month, the University of Rochester is notifying potential candidates, via the careers website, regarding our move to myURHR and how it will bring new features for job searches along with an improved online applicant experience. New features of the myURHR careers website include:

• Viewing specific job locations including remote and hybrid opportunities
• Filtering job searches by distance, full/part-time, location, and by job family
• Tracking the status of applications throughout the recruitment process
• Creating personalized job notifications for future openings
• Improved search functionality

• Department Role Details
• myURHR Leave Management Guide: Using Accrued Time
• Strong Staffing Nov. Managers’ Guide
• 10/28 Go-live Newsletter #2
• myURHR Change Network November Toolkit

• Now through go-live
  myURHR Training in MyPath
  Reinforce the need for training to your team(s).
• December 2 for coordinators 
  Last day for HR transactions to be processed in HRMS, including changes to jobs and compensation, and terminations.

• December 4
  Last day for staff to make updates in HRMS to flexible work arrangements, W-2 electronic delivery consent, and changes to emergency contacts. 

• December 5–15
  Recruitment requisition transition holding period. Exception request form will be available.

• December 12
  Last day for staff to make updates in HRMS to personal information such as address changes, payment elections, and W-4 withholdings.

• Overnight shift December 14–December 15
  Hourly employees working the overnight shift on the weekend of December 14 and 15 will follow temporary instructions for punching in and out while time clocks are updated to myURHR UKG. Targeted communications will be provided to hourly staff, managers, and timekeepers.
• December 16
  myURHR Workday and UKG are live for all faculty, staff, student employees, and other University members.
• December 16 by 5 p.m. for bi-weekly pay cycle
  Last approval in HRMS for 12/1–12/14 bi-weekly pay period. Validate time and balance information (vacation, PTO, sick) and make any necessary corrections in HRMS.
• December 24 by 3 p.m. for semi-monthly and monthly pay cycles
  Last approval in HRMS for 12/16–12/31 semi-monthly pay period and for 12/1–12/31 monthly pay period.
• December 27 by noon
  Deadline for off-cycle payment requests for calendar year 2024 out of HRMS.
• December 30 by 3 p.m. for bi-weekly pay cycle
  First approval in myURHR UKG for 12/15–12/28 bi-weekly pay period.
• January 2, 2025
  New off-cycle check requests begin processing in myURHR.
• January 9, 2025, by 3 p.m. for semi-monthly pay cycle
  First approval in myURHR UKG for 1/1/25–1/15/25 semi-monthly pay period.
• January 24, 2025, by 3 p.m. for monthly pay cycle
  First approval in myURHR UKG for 1/1/25–1/31/25 monthly pay period.

Visit the myURHR webpages for FAQs, key changes, Fast Facts videos, and more.

Training questions: email myURHR_training@rochester.edu

Connect with the project team: email myURHR@rochester.edu