Benefits, Features, and Key Changes

Current state: Employee self-identification in HRMS is limited.

Future state: myURHR allows for additional personal data attributes that employees can update if they choose. For example, employees will now be able to identify gender, sexual orientation, pronouns, and preferred name, in addition to race and sex.

Current state: Various ways to update personal information, including paper forms, electronic forms, or direct updates in HRMS.

Future state: Employees will use myURHR to make updates within Workday with automatic workflows or business processes.

Current state: Concept of Positions Available.

Currently, positions (job management) have varying degrees of definition throughout the University and many departments have differing processes of how they track jobs, either through email, paper forms, and spreadsheets offline. There is limited ability to report on vacancy rates.

Future state: Concept of full Position Management.

When Workday is live, before a job opening can be posted, a position must exist in Workday. Think of each position as a ‘seat’ a worker fills when they are hired (one person per position). The ‘seat’ remains, even when the worker leaves the position. The ‘seat’ must be created in Workday before job requisition and hire business processes can be initiated. Position management in Workday will allow for increased transparency via reports on open positions and vacancy rates, and also provide better consistency across the University.

Current state: Old positions no longer available for hire remain in HRMS – there is no “clean up” or position management.

Future state: Workday will only display approved positions.

A budgeted position means it has already been approved in an operating budget. An unbudgeted position means someone is requesting a new position outside of the annual budget process, that is not currently part of an approved operating budget. For both budgeted and unbudgeted positions, the department would follow the create position workflow in Workday, which requires financial and HR approval. Note: A position must exist in Workday before a job requisition can be created or the hiring process can begin.

When we transition to myURHR, all filled positions, vacated positions a) with an open requisition, b) with a requisition that was placed on hold within two months, c) without an open requisition as of the beginning of the fiscal year (July 1, 2024), and any open supervisory position will automatically transfer to Workday.

Current state: The 500 Form (faculty position) and 600 Form (staff position) are used to establish the position.

Future state: A single business process in myURHR creates the position regardless of whether it is a faculty or staff role.

Current state: Job changes (e.g. part-time vs full-time) are reflected on the person in HRMS.

Future state: Job changes (e.g. part-time vs full-time) will automatically be reflected on the position in Workday rather than the person. When changes are made to a position in Workday, those updates will stay connected to the position even when the employee currently holding the role transitions to a new job.

Current state for student worker process: There is no functionality that allows for choosing the reports-to manager when creating a student worker job posting.

Future state for student worker process: When myURHR is live, managers of and department coordinators (currently referred to as PAFers) for student workers will have the ability to select the reports-to manager when creating the position.

Current state for student worker process: Presently, we are not able to split funding sources for a new student worker position.

Future state for student worker process: When myURHR is live, department coordinators (currently referred to as PAFers) for student workers will be allowed to split funding sources when creating a student worker position and can also adjust the funding and other changes throughout the job lifecycle.

Current state for student worker process: Managers set an end date for each student worker position.

Future state for student worker process: Student worker terminations and other job changes will follow digital workflows and steps in myURHR (Workday). (Department coordinators (currently referred to as PAfers) can set a position “expected end date,” however, the end date does not drive auto termination and coordinators will still need to follow termination workflows for student workers.)

Current state: External candidate’s reference check is manually initiated and completed outside HRMS.

Future state: External reference checks are executed in myURHR. Candidates provide reference check contacts in myURHR and feedback is automatically tracked in the system once completed.

Current state: Recruiting steps occur in multiple ways via HRMS, conversations, emails, Excel documents, or on paper.

Future state: All required recruiting steps are done in myURHR.

Current state: Offer letters are sent outside HRMS for acknowledgment/signature.

Future state: Offer letters are acknowledged in myURHR for both internal and external candidates.

Current state: Job postings do not provide a specific job location.

Future state: Specific job locations will appear on all postings. Postings will also indicate whether a job is fully remote or hybrid.

Current state: There is no central place for onboarding and many tasks are completed via paper forms.

Future state: The Onboarding Dashboard in myURHR makes it easy for new hires to find important onboarding information, including the New Employee Orientation Checklist.

Current state: Onboarding team manually sends an email to each hiring manager with the new hire information and link to the New Employee Checklist for managers.

Future state: Managers automatically receive an email from myURHR once the employee is hired in the system.

Current state: Managers do not have visibility to the status of their new hire’s onboarding tasks.

Future state: Managers will have access to a report showing the progress of the new hire’s onboarding tasks.

Current state: Pay changes are entered on the 510 (faculty), 610 (staff), 506-C (grad appt), and 520 (post doc) forms.

Future state: Pay changes are initiated via the Change Job/Request Comp Change/Assign Costing Allocation (account distribution) business processes in myURHR.

Current state: Add-ons are included in the Base Pay and Blanket Payments.

Future state: Add-Ons and Blanket Payments are displayed as Allowance Plans. HR Business Partners and/or finance approvers will be involved in the approval process in the business process to approve spending.

Current state: Some departments circulate PDFs of forms for awareness to others in the department.

Future state: Transactions will be visible based on security roles in myURHR. Financial account managers will be notified when a transaction is approved that impacts an account they manage.

Current state: Any ad hoc approver can be added to any process.

Future state: Processes route consistently via a standard process flow. If others without security role access to a specific supervisory organization need to be consulted on an action, that discussion will happen outside of the system. Attachments or emailed approvals can be attached to a transaction.

Current state: For One-Time Payments, PAFers fill out 211 Extra Compensation forms for salaried employees and 220 Additional Pay forms for hourly employees.

Future state: These payments are initiated via the One-Time Payment business process in myURHR for both salaried and hourly employees.

Current State: Compensation changes begin on the pay period following the salary change. Retroactive pay is received through a one-time payment.

Future State: Compensation change begins on any date. If a retroactive date is entered, the retroactive pay is received with the paycheck in the next pay cycle.

Current state: Payroll reallocations can only be done at the percent level and journal entries are required to make any remaining amount-based changes.

Future state: Payroll Accounting Adjustments (PAAs) may be initiated as percent-based or amount-based, and the final dollar amounts can be fine-tuned before submission.

Current state: The start date of a new employee or student worker must be the start of a pay period or hire date.

Future state: Payroll Costing Allocations (PCAs) start date can be any date, including mid-pay period. Note: PAAs (Reallocations) will be by pay period(s).

Current state: Reallocations must be done in whole percentages.

Future state: Payroll Accounting Allocations (PAAs) can be by percentage or amounts and can include/exclude specific earning types (Pay Components).

Current state: FAO end dates on a costing allocation are informational only.

Future state: End dates will end the costing allocation. Future funding sources for more than one range of dates can be specified and routed for approval; in essence “stacking” payroll distributions to make a smoother transition from terminating Grants.

Current state: Departments have various processes for approving and entering time off requests. Some departments may use email, spreadsheets, or other methods.

Future state: When an employee makes a time off request in UKG, the reports-to manager receives a notification. Reports-to managers can see their whole team’s requests and can review/approve/deny as appropriate, responding within the system. Timekeepers can also approve or deny time off requests in UKG. Approved time off requests will populate to the employee’s UKG calendar.

Current state: UKG (Dimensions) advanced scheduling users enter time off requests in UKG, which then are manually entered in HRMS.

Future state: Time off requests will only need to be entered in UKG and will flow to the employee timecard at the appropriate time in the pay cycle.

Current state for UKG Advanced Scheduling: When employees work outside their primary location, timekeepers reference the UKG advanced schedule or process forms and manually input FAO overrides into HRMS.

Future state for UKG Advanced Scheduling: UKG sees the business structure transfers on the UKG advanced schedule and, if there is a default FAO (UKG Cost Center) specified, it follows the punches onto the timecard. There is no form or manual input required.

Current state: Employees with multiple jobs have a timesheet for each job, so one employee can have multiple timesheets.

Future state: Each employee will have one timesheet that covers all of their hours worked. Managers/timekeepers can only take action on the job(s) they manage.

Current state: Can filter by pay group or search by individual.

Future state: Managers/timekeepers can use hyperfinds to search and create views to filter by role, population, or timecards that need approval, etc.

Current state: Exception logs are used to track missed meal periods and the information is manually entered into HRMS.

Future state: The employee will be able to indicate a missed meal via the punch tile or time clock, eliminating manual exception logs.

Current state: Job changes are reflected on the person in HRMS.

Future state: Job changes will automatically be reflected on the position rather than the person in myURHR.

Current state: Permissions for new/transferred employee are assigned to the person.

Future state: Security roles (myURHR permissions) will be assigned to positions, rather than people. Job changes that include an employee transfer will inherit the roles assigned to their new position automatically.

Current state: HR Data Services team edits position data for any job change.

Future state: Department Coordinators (currently known as PAFers) can initiate a Change Job process for employees in their organization.

Current state: Job changes for student workers occur in JobLink.

Future state: Terminations and other job changes for student workers will happen in myURHR. Initiation of student hire will continue in JobLink.

Current state: Submit 500 form to initiate position/hire process.

Future state: Create position in myURHR Workday. Positions needing recruitment will flow to UR Faculty.

Previously: Recruit for faculty positions by posting and tracking in current systems such as HRMS and FORT.

Current state: Recruit for faculty positions by posting and tracking in UR Faculty.

Current state: Review applications by utilizing current systems such as HRMS and FORT and utilize 500 forms to hire selected candidate.

Future state: Review applications by utilizing UR Faculty process. This is the current state. Once a candidate is selected in UR Faculty, they will then be hired in myURHR Workday.

Current state: Changes to faculty personal and position data are made via 510 forms.

Future state: Faculty position changes utilize UR Faculty process for appointment data and myURHR Workday for personal data and job changes.

Current state: Faculty sign off on past effort every time there is a costing change via a PAF.

Future state: Effort certification will move to specific times in myURHR Workday; about 2-3 times a year.