myURHR Go-live Newsletter #4

Where to get help

Exciting announcement: NEW Chatbot to support your myURHR questions. Just Ask Mel!

The myURHR project team is excited to announce the arrival of our new Chatbot, Mel, which is coming soon. Mel will serve as a personal digital assistant for questions related to the myURHR systems. Whether you need help approving time in UKG or updating your personal information in Workday, our Mel will be here for you 24 hours a day, 7 days a week beginning around go-live.

Key Features:

• Instant answers to myURHR project and training questions
• Direct access to resources, including training, FAQs, quick reference cards (QRCs)
• Personalized support tailored to your needs

The Mel ChatBot, is designed to make the transition to myURHR easier for all individuals and will be available on the myURHR webpages. Stay tuned for more updates, and get ready to chat.

Quick Reference Cards (QRCs)

QRCs provide a summary of step-by-step instructions for a specific business process such as updating a home address in Workday or submitting a time off request in UKG. They are supportive tools for navigating Workday and UKG at go-live and beyond, and will be accessible through the myURHR webpages and also the tech.rochester webpages.

• Workday QRCs
• UKG QRCs

Note: Click on the “training” section to access the QRCS for Workday and UKG.

Accessing both systems

You and your team(s) may be wondering, how will you log in to myURHR Workday and UKG at go-live? Below are several easily accessible options:

Visit the new myURHR landing page at go-live (will have links to each system along with descriptions and resources).

The easiest way to find it will be at the top of the HR website. You can also find the myURHR landing page by:

• • Going to the myURHR webpages.

At go-live, there will be a direct link to the myURHR landing page on the sidebar navigation.

• • Looking on the URMC Intranet.

At go-live, there will be a direct link to the myURHR landing page on the top navigation.

• • Logging in to current Workday modules such as UR Financials and UR Student.
    If you use Workday today, you will log in the same way. The only difference at go-live is that you will see your HR information too.
  • Clicking links in the myURHR welcome message.
    On Monday, December 16, all faculty and staff will receive a welcome to myURHR message with links to Workday and UKG.

Remember: You will need to enter your Active Directory credentials when logging in to Workday and UKG. Those are the credentials that are used for accessing most University of Rochester applications. For the majority of employees, their NetID and password are the same as their Active Directory username and password.

Remind hourly staff

Important for go-live: All hourly staff who use time clocks need to know they will enter time worked by “touching” the appropriate button on the screen and then “swiping” their ID badge.

Touching buttons on the time clock is a new step that staff will have to become accustomed to, so this new step could result in longer than normal wait times at timeclocks for a short period of time at go-live. It is highly recommended that managers/supervisors discuss expectations for punching in and out at the time clocks, and help prepare hourly staff.

Time clock video tutorial 

Watch and share this new video tutorial of how to use the time clocks, including when staff will know if their punch was accepted and how to enter a missed meal.

Note: Physical locations of the time clocks are not changing.

Time clock step-by-step flyer
View this flyer featuring step-by-step instructions of how to use the time clocks. It will be posted at all time clocks ahead of go-live. Volunteers will also be stationed at high-volume locations during the transition period and for a couple of weeks after go-live.

Reminder for December 14 and 15: There will be several hours when the time clocks will not be available beginning Saturday, December 14 at 10 pm until Sunday, December 15 at 6 am. Hourly staff will need to follow instructions from their manager/timekeeper when the time clocks are offline for the upgrade.

Complete in MyPath

Don’t wait any longer—log in to MyPath today to finish or begin your myURHR training. Completing assigned training courses remains the single, most important action for all faculty and staff in preparation for myURHR.

Did you know?

• You can take eLearnings again for a refresher. Search for the course name in MyPath or locate the course on your MyPath Completed transcript.
• The myURHR reporting team is offering training for Payroll Detail Reporting, which is the replacement for Cumsal reporting. To register for a remaining session, visit the myURHR training webpages.
  
• Anyone who completes their myURHR training by go-live will automatically be entered in a random drawing to win University of Rochester branded prizes. Motivate your teams to finish training.
  
• Managers can reference the myURHR Training Course Completion Dashboard for a comprehensive, daily view of their team’s progress and completion rates overall for the University.
  Instructions for accessing the dashboard, reminders:
  • 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, these are 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.

Contact the training team with questions.

Share with team(s)

Managers and timekeepers: At go-live, myURHR UKG will contain an estimate of an employee’s accrual balances (e.g. vacation, PTO, sick, etc.) as of the pay period prior to go-live. Actual accrual balances will not be available in myURHR UKG until December 31, 2024.

Staff can use this quick reference card (QRC) at go-live for information on how to view accrual balances.

• Go-live Checklists: employees, and managers, coordinators, and timekeepers
• myURHR Process Flows in Workday
• Department Role Details
• myURHR Reports Overview and Fast Facts Video for Utilizing Reports in myURHR
• Leave Management Guide: Using Accrued Time
• Strong Staffing Dec. Manager’s Guide
• 11/21 Go-live Newsletter #3
• myURHR Change Network November Toolkit

• Now through go-live
  myURHR training in MyPath
  Reinforce the need for training to your team(s).
• Now through December 15
  Recruitment requisition transition holding period is today through December 15. Exception request form is now open.

• 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 who use time clocks and are 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 18 
  Deadline for reallocations (800 forms) in HRMS.
  Important note: Any reallocations for 2024 pay results after December 18 will need to be processed as journal transfers in UR Financials. (Reallocations to 2025 funding sources should be processed as Payroll Accounting Adjustments in myURHR Workday.)
• December 23 
  Deadline for one-time payments (211 forms) in HRMS.
• December 24 by 3 p.m. for semi-monthly & monthly pay cycles
  Last approval in HRMS for 12/16–12/31 semi-monthly pay period and for 12/–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