knightvision.it.ucf.

edu

Roadmap for Success

AN ONBOARDING GUIDE TO WORKDAY
 TABLE OF CONTENTS

Table of Contents ........................................................................................................................................ 1

Welcome to Workday at UCF ..................................................................................................................... 2
About our Workday Roadmap to Success! .......................................................................................... 2
How to Access (Log In) Workday Starting on July 1, 2022!............................................................ 2
What is Workday? ....................................................................................................................................... 3
Workday Applets ......................................................................................................................................... 4
What are Workday Applets? .................................................................................................................. 4
Common Apps In Workday .................................................................................................................... 5
Daily Checklist ............................................................................................................................................. 6
Day One – July 1...................................................................................................................................... 6
How to Begin ....................................................................................................................................... 6
Access Workday .............................................................................................................................. 6
Access Time Tracking (For Direct Reports) ................................................................................ 7
Access Workday Applications ....................................................................................................... 8
Access Your Workday Inbox .......................................................................................................... 9
Access Personal Information ....................................................................................................... 10
Access Preferences ...................................................................................................................... 11
Access Training via Workday Learning ..................................................................................... 11
Training & Support.................................................................................................................................... 13
Workday Training After July 1 ............................................................................................................. 13
Workday Help: How Can We Assist You? .............................................................................................. 14
How does it work?................................................................................................................................. 14
Customer Care for Workday ................................................................................................................ 15
What’s Changing ....................................................................................................................................... 16
Overview ................................................................................................................................................ 16
Key Changes ReQuiring Action ........................................................................................................... 16
Time Tracking (Clock In/Clock Out) ................................................................................................ 16
Key Dates and Actions for Go-Live ................................................................................................. 16
About SET and Business Centers/kNEXT ...................................................................................... 16
What’s Changing with Finance? ...................................................................................................... 17
What’s Changing with HCM? ........................................................................................................... 18
What’s Changing with Grants .......................................................................................................... 18
What’s Changing in Reporting & Analytics? .................................................................................. 19
Workday Glossary..................................................................................................................................... 20
Common Terms ..................................................................................................................................... 20
Glossary Terms by Functional Area ................................................................................................... 21
Additional Helpful Resources .................................................................................................................. 21

WORKDAY ROADMAP FOR SUCCESS 1

 WELCOME TO WORKDAY AT UCF

ABOUT OUR WORKDAY ROADMAP TO SUCCESS!

The purpose of this guide is to serve as an onboarding resource for our new Workday users.
Details provided within this user guide will help guide you through basic Workday functionality
and provide troubleshooting resources.

This roadmap is a small collection of our full knowledge base of Workday demo videos, job aids
and courses. Begin by exploring Workday using the Day 1 Checklist and build your knowledge
and competencies over the coming weeks. As with anything new, time and practice are the keys
to success.

How to Access (Log In) Workday Starting on July 1, 2022!

All UCF employees and affiliates [direct support organizations (DSOs)] will have access to
Workday using their UCF NID through multi-factor authentication (MFA). To access Workday,
users can login 3 different ways:

Go to https://my.ucf.edu and access Workday from the “Quick Links” menu. If you do
not see this menu right away, scroll down slightly to access.

WORKDAY ROADMAP FOR SUCCESS 2

 Go to https://workday.ucf.edu (effective July 1, 2022) and login with your UCF NID.

Access the Workday mobile app on your device and login

with your UCF NID.

WHAT IS WORKDAY?

Access all Workday Essentials job aids and video demos here: Workday Essentials

Access all Workday for Managers job aids and demos here: Workday – All Managers

WORKDAY ROADMAP FOR SUCCESS 3

 WORKDAY APPLETS

WHAT ARE WORKDAY APPLETS?

Workday Applets (Apps) are icons that live on the home page of the desktop and mobile
versions of Workday. Each one acts as an entry point to a category of actions or information.
Your home page will display a pre-set group of Apps and provide you with the option to
customize how they display. Which Apps are available to you depends on your security role in
Workday. Individuals may be given access to different Apps or to different information within an
Apps category. From the Apps you are provided you may add, remove and rearrange them by
selecting the View All Apps link under Quick Tasks on the home page, clicking the gear tool
and selecting the desired options.

You can open the list of Apps by clicking the Apps icon, which displays as three lines, in the
upper left corner of the home page and many other Workday pages. Clicking the UCF icon
beside it will return you to the home page.

When you select the Apps list, you can choose one of the Apps to go to it, or you can select
Manage Apps to reorder or change the list. When you select Configure Apps, you can delete
or search for and add Apps to your saved list.

WORKDAY ROADMAP FOR SUCCESS 4

COMMON APPS IN WORKDAY

WORKDAY ROADMAP FOR SUCCESS 5

 DAILY CHECKLIST

DAY ONE – JULY 1

On your first “Workday day,” it is important to confirm your access by logging
into the new system, installing Workday Mobile and getting a general overview
of the look and feel of Workday. Your journey begins by signing into Workday,
reviewing personal information, updating system preferences and exploring
your access.

How to Begin
The checklists below guide you through some of the most important tasks you will need to do as
a manager and employee and provide guidance and resources to assist you.

Note: We recommend that UCF managers and supervisors follow both columns.

Access Workday

The UCF Employee should… The UCF Manager/Supervisor should…

☐ All employees will access Workday using ☐ Be sure your staff is able to log into
their UCF NID. The access point to Workday from MyUCF (or the mobile app)
Workday can be located at my.ucf.edu. and does not require additional technical
support for their multifactor authentication
1. Visit my.ucf.edu. (MFA).
2. Select Workday icon.
 Please have your direct reports
3. Log in with your UCF NID credentials. contact their IT support if they need
assistance with their NID access.

Relatable training resources: Relatable training resources:

• Installing Workday Mobile • Manager’s Go-Live Checklist
• What is Geofencing? • What is Geofencing?
• Use Tools and Navigation • Installing Workday Mobile
Note: Workday works best on Google Chrome, Microsoft Edge, Mozilla Firefox and Safari.

Setup Workday Mobile App

1. Download the Workday Mobile application for iPhone or Android.
2. Open the Workday application.
3. Enter your Organization ID or scan the QR Code using your mobile device’s camera.

WORKDAY ROADMAP FOR SUCCESS 6

 4. Locate the Organization ID and QR Code in Workday.
5. From the Workday home page:

☐ Click your profile picture or icon along the top right.

☐ Select My Account from the drop-down menu.
☐ Select Organization ID.
☐ The Organization ID and QR Code will display.

Access Time Tracking

(For Direct Reports)

The UCF Employee should… The UCF Manager/Supervisor should…

☐ All non-exempt employees utilize Workday ☐ Encourage and ensure all non-exempt
to report every “in” and “out” time each employees begin checking “in” and “out”
day, including meal periods, to ensure a for work and meal breaks.
complete and accurate record of all hours
☐ Familiarize yourself with the time-tracking
worked as required by federal law.
process and features in the Apps
☐ In the new system, non-exempt available to your role.
employees must record their actual work
☐ Provide links to Workday Training Catalog
time/hours as they will no longer be paid
automatically based upon their “standard job aids, videos or other resources or
hours.” This means that if non-exempt printed copies to your employees as
employees do not report their work appropriate.
time/hours in Workday, they will not ☐ July 8 at 5 p.m. – End of Pay Period –
receive payment for those hours on the Approve workers’ time in Workday.
next scheduled payday.
Related training resources:
Related training resources:
• Manage Your Team’s Time Worked
• What will time tracking look like?
• How to Approve Time Off – Managers
• How to clock in & clock out?
• Mass Approve Time

WORKDAY ROADMAP FOR SUCCESS 7

 Access Workday Applications

The UCF Employee should… The UCF Manager/Supervisor should…

☐ You can add Workday apps that are not ☐ Encourage employees to review their
visible from your navigation menu. Follow Apps and available functionality. (See
these steps to configure your apps: Apps section of this manual for more
information.)
1. From the Quick Tasks pane, click ☐ Open My Team Management to view
View All Apps. various information about your direct
reports and the “Compare Team Report.”
2. Click the gear icon.
3. Click the Add Row icon under
Optional Applets to add a new
worklet.
4. Click the prompt icon to select from
the list of existing worklets.
5. Click the Remove Row icon to
remove a worklet from the home
page.
6. Click the Move Row Up arrow or
Move Row Down arrow to reorder
the worklets. To move a worklet to the
first or last position, use the Move
Row to Top or Move Row to Bottom
arrows.
7. Click OK and Done.

Related training resources: Related training resources:

• Use Tools and Navigation • How to Approve Time Off – Managers

WORKDAY ROADMAP FOR SUCCESS 8

 Access Your Workday Inbox

The UCF Employee should… The UCF Manager/Supervisor should…

☐ Access your inbox. The Inbox includes ☐ Remember to check your Workday Inbox
notification of tasks, approvals, due dates daily for Actions to complete.
and other items sent to you as part of
your organization’s business processes. ☐ Encourage your employees to go to their
You can access your Inbox using your Inbox and familiarize themselves with its
desktop or mobile device. features.

Use home page to view Awaiting Actions

and access your Inbox if preferred:

From your Desktop:

1. To the left of your Profile photo or icon
along the upper right corner of Workday,
click the Inbox icon.
2. Click the Actions tab to view your
business process tasks, approvals and to
dos.
3. Click the Archive tab to access the status
of your previous business processes.

From your Mobile:

1. From the navigation bar, tap the Inbox
icon.
2. Tap the Actions or Archive tab to access
corresponding information.
3. Items may be sorted with the Sort icon.
4. Select an item to view more details and
action options.

Related training resources: Related training resources:

• Use Your Inbox Getting Started for Managers

WORKDAY ROADMAP FOR SUCCESS 9

 Access Personal Information

The UCF Employee should… The UCF Manager/Supervisor should…

☐ Navigate to your Profile icon > View ☐ Encourage staff to review their personal
Profile to access your personal information in Workday and to become
information. familiar with where they can locate
information.
1. Review the Personal tab to view and
edit details such legal and preferred ☐ Remember you can access Actions, from
names, personal information, IDs and your personal profile under your profile
Documents. image, for additional tasks.
2. Review the Contact tab to view and
update your home and work contact
information and emergency contacts.
3. Review the Job tab to view your job
details, employment data, service
dates, management chain, support
roles (under the More drop-down
menu) and much more.
4. Review the Career tab to view and
update education, skills and
certifications.
5. Review the Pay tab to review and edit
tax elections and payment elections
(direct deposit information) and to
view payslips (AFTER JULY 7).
6. Explore more tabs.

Related training resources: Related training resources:

• Getting Started for Managers
• Modify Personal Information

WORKDAY ROADMAP FOR SUCCESS 10

 Access Preferences

The UCF Employee should… The UCF Manager/Supervisor should…

☐ Navigate to your Profile icon > My ☐ Encourage staff to go into Workday to edit
Account > Change Preferences to preferences as needed.
access your account preferences to
change preferred language, email
notifications, etc.

Related training resources:

• Set Up Account Preferences

Access Training via

Workday Learning

The UCF Employee should… The UCF Manager/Supervisor should…

☐ Access the Learning application, which ☐ Encourage staff to access the Learning
contains all Workday courses and application to check for any mandatory
features three tabs. trainings and register for upcoming
training sessions or courses.
• The Learning Home tab lists courses
in which you are enrolled. Courses
☐ Managers may review their team’s
required for your job display here
automatically. You can also search learning enrollments and transcripts in
through topics of interest. Workday.

• The My Learning tab also displays

your course enrollments. In addition, it
allows you to view a transcript of your
learning history, provides a place to
drop enrollments, informs you of any
Learning requirements you have and
offers recommendations.
• The Discover tab allows you to
browse through or search the
Learning Catalog and provides
training recommendations.

WORKDAY ROADMAP FOR SUCCESS 11

 The UCF Employee should… The UCF Manager/Supervisor should…

Related training resources:

• Enroll and Drop a Course

Access Workday Learning

☐ 1. From the Workday home page access the Learning App.
☐ 2. Select Discover.
☐ 3. Select Browse Learning.
☐ 4. Search Workday in the Browse Learning Content search bar.
☐ 5. Select Workday Essentials.

WORKDAY ROADMAP FOR SUCCESS 12

 TRAINING & SUPPORT

WORKDAY TRAINING AFTER JULY 1

Workday training materials and live sessions will continue to be made available to the
UCF community.

Training and support efforts will be provided to all UCF employees by the Knights Experience
Team (kNEXT). Training information will be posted in the Workday Training Calendar and on
the new kNEXT website, https://knext.ucf.edu (available on July 1).

Need to Register for Training after July 1? Registration for all online and live
training sessions will be provided in Workday from the Learning application.
You may register for any training sessions or online webcourses starting on
Tuesday, July 5.

Enroll and Drop a Course Job Aid

Where can I locate Workday training resources? All Workday job aids and
video demos will be placed in our Workday Help Knowledge Base as Help
Articles. This is a system feature that will allow for you to search for and
access Workday-related resources while logged into Workday. Use the
Workday search bar or click the Help application to view any Help articles from our
knowledge base.

Where are my courses now? Workday courses – similar to

former Webcourses and training sessions in PeopleSoft – will now
reside in Workday. The Workday learning management system is
called Learning and can be accessed through the Workday
Learning application.

WORKDAY ROADMAP FOR SUCCESS 13

 WORKDAY HELP: HOW CAN WE ASSIST YOU?

HOW DOES IT WORK?

Workday Help offers self-driven assistance within the Workday application. When a user has a
question, they can go to the Workday Help application or use the search box to access
Knowledge Base articles that contain step-by-step instructional job aids, video demos, guides
and helpful workflows.

You may access the Help application anytime to view Knowledge Base
articles or to create a case (similar to a service ticket) within Workday.
Anytime you access Workday Help, suggested articles related to the
topic you need assistance with will automatically appear.

You may also use the search bar in Workday to find articles. Search for a related term, such as
Time Off, and select articles from the results.

You can search for information on the kNEXT website, kNEXT.ucf.edu, as well as the Workday
Help Knowledge Base using the “Help” application. If you do not find the information you need,
you can create a case.

WORKDAY ROADMAP FOR SUCCESS 14

CUSTOMER CARE FOR WORKDAY
Cases in Workday are routed to specialists who provide personalized assistance.

1. After an employee creates a case, it routes to a customer care coordinator at kNEXT, the
primary Workday Help case management team. Customer care coordinators with kNEXT
provide support for general questions related to leaves of absence; time, time off and pay;
Workday Learning; human resources; and finance.
2. Cases requiring additional assistance are routed to specialized service teams in human
resources and finance.
3. Workday technical teams also assist with Workday Help cases. Information technology (IT)
and consultant teams handle questions related to changes to Workday and system issues.
These include the following teams:
• kNEXT: Continuous Improvement for change requests including Workday change
requests, Knowledge Center article updates and Workday training needs
• Workday Enterprise Systems for security roles
• Workday Enterprise Reporting for reporting cases

If you aren’t sure where to go for help with HR, Finance or Workday, please direct your
questions to one of the following:

• Visit the Knights Experience Team (kNEXT) Website: https://knext.ucf.edu – This

website provides an overview of kNEXT, information on some common HR and Finance
questions, and additional helpful resources.

• Submit a Case via Workday Help – Workday Help provides self-driven assistance within
the Workday application. Workday Help and Workday Learning provide step-by-step
instructional job aids and answers to FAQs.

• Call (407) 823-NEXT (6398) – Best for when you want to speak directly with a Customer
Care Coordinator.

WORKDAY ROADMAP FOR SUCCESS 15

 WHAT’S CHANGING

OVERVIEW
The implementation of Workday and the Service Enhancement Transformation
(SET) initiative has changed how we work as an organization. In this section, we
will highlight key changes that require action following July 1, 2022.

KEY CHANGES REQUIRING ACTION

Time Tracking (Clock In/Clock Out)
• All non-exempt employees will utilize Workday to report every “in” and “out” time each day
to ensure a complete and accurate record of all hours worked, as required by federal law.
Some non-exempt employees will be required to clock out for mealtime only if they
currently perform this action.
• In the new system, non-exempt employees must record their actual work time/hours as
they will no longer be automatically paid based upon their “standard hours.” This means
that if a non-exempt employee does not report their work time/hours in Workday,
they will not receive payment for those hours on the next scheduled payday.
• Timekeepers, previously known as the Payroll Processors, will be assigned to each
Business Center to assist with managing/editing submitted time. This may be an HR
Coordinator or HR Specialist assigned to a department or unit. It is important for managers
to know who their assigned timekeepers are so that they have additional support tracking
time. Please note: A timekeeper can correct or input time within the new Workday system,
but only a manager can approve that worker’s time.

Key Dates and Actions for Go-Live

 July 1, 2022: All non-exempt employees begin checking in and out for work (and meal
breaks if applicable) using Workday or designated time clocks.

 July 8, 2022: Ensure all non-exempt employees have submitted their hours by 12 p.m.

 July 8, 2022: All managers and supervisors must approve timesheets in Workday
by 5 p.m.

 Video: How to Approve Time Off – Managers

 Job Aid: Manage Your Team's Time Worked

About SET and Business Centers/kNEXT

The Service Enhancement Transformation (SET) Project is part of the Knight Vision Program. It
aims to improve and simplify human resources, payroll, finance, procurement and unit-based
post-award services and processes throughout our university. The goal, as stated by President
Cartwright, is to improve the administrative structure that drives our operating excellence and

WORKDAY ROADMAP FOR SUCCESS 16

efficacy. In doing so, we will provide better services for all users through the actions listed
below.

Key Facts About SET Business Centers/kNEXT

• Multiple Finance Business Centers and HR Business Centers will exist to support specific
colleges and divisions.
• The Knights Experience Team (kNEXT) – formerly known as the Administrative Service
Center (ASC) – will provide support to employees campus-wide with HR, finance and
Workday self-service questions and issues. View this “What is kNEXT?” video for more
details.
• The Talent Acquisition Unit, an office in Human Resources within the Division of
Administration and Finance, will provide support in the hiring of staff and temporary
positions. Faculty recruiting is fundamentally different and will remain with colleges
supported by the HRBC. The Talent Acquisition Unit follows best practices in successful
competition for talent in the Orlando market.

What’s Changing with Finance?

Workday will impact various financial procedures at UCF, streamlining business processes and
functions. These functions include:
• Accounting/Foundation Data Model (FDM),
• Procurement,
• Customer accounts,

WORKDAY ROADMAP FOR SUCCESS 17

• Expenses,
• Budgeting,
• and more.
All spend authorizations and expense reports will now be completed and approved in Workday.
This means no more paper reimbursements; credit card packets and the status of the approval
process can be checked at any time.

View the PeopleSoft to Workday crosswalk to become more familiar with Workday terminology.

What’s Changing with HCM?

Workday will provide many benefits to HR processes at UCF. This system will provide a mobile-
friendly, configurable platform for employees at the university. The Workday implementation will
streamline business processes such as:
• Ease of access to view their teams’ information, run team reports, and initiate actions.
• Change of current processes and reduction of paper.
• A dashboard interface will provide customizable visibility and access to important reports
and actions.
Learn more about what is changing and key benefits in our Current versus Future Processes for
HR.

What’s Changing with Grants

Currently, researchers and faculty must submit a paper form to acquire up-to-date grant
information. Administrators and staff, if available, may assist by accessing PeopleSoft and
reports.

Please note that all actions that take place within the Huron Research Suite system will remain
the same. See more information at https://wahoo.research.ucf.edu/.
• Colleges follow separate processes, and this often involves a multi-step process to provide
data.
• Grants has to email a checklist or email a confirmation to members outside of the systems.
Workday leverages a unified system which will host all grants information. Researchers, faculty
and appropriate administrative and staff members will now have visibility into data.
• Data will be accurate, immediately available and accessible through reports and
dashboards.
• Reports and dashboards have drill down capabilities providing multiple layers of real-time
data.
Learn more about how Grants processes are changing in our Current versus Future Grant
Processes.

WORKDAY ROADMAP FOR SUCCESS 18

What’s Changing in Reporting & Analytics?
Workday reporting is very robust and provides many standard reports. UCF has created custom
reports, and you are able to generate and schedule reports, too. Data on reports can be viewed,
filtered and drilled down into. Be sure to view the following reporting resources:

• Video: View a Report in Workday

• Job Aid: Generate Reports

Reporting in Workday includes five major changes when compared to the previous system:
1. Data updates in real-time, meaning reports always feature the most current data
available. Transaction approvals and edits made in Workday will update right away, which
means no more waiting overnight to run reports.
2. Actionable reports allow users to view specific details by use of filtering, sorting and
drill-down, all in the same report. Reports will be interactive, and many can be accessed
on mobile devices. Reports can be scheduled for auto-delivery to an individual’s inbox, or to
multiple inboxes.
3. HR and Finance data can be displayed together in a single report. Users will no longer
need to manage multiple external systems and export data to create and manage reports.
4. Dashboards consolidate key reports and information in one place, giving users
improved navigation and visibility for more accurate, streamlined planning and decision
making.
5. Security groups/roles determine which dashboards users can access, which reports
they are able to run, the kinds of data that they are able to see in those reports (e.g., PII)
and their ability to drill down into further details or initiate business processes.
6. Find reports relevant to your job by doing a search or using the Reports app. You can
save reports in a centralized location within the app. Examples of Workday reports include
the following:

NOTE: Workday provides multiple ways to access information. Reports can be accessed
directly by searching by title on the home page and common reports may also be linked
within an app, e.g., you can search My Expense Reports or select View, Expense
Reports within the Expenses app.

What happened to your old reports? Access the Workday Report Crosswalk to
find the new Workday reports that correspond to many of the legacy reports. This
crosswalk is updated weekly on Fridays and reflects the continuing progress of
Workday report writing.

WORKDAY ROADMAP FOR SUCCESS 19

 WORKDAY GLOSSARY

COMMON TERMS
Below is a collection of common terms found in Workday:

• Approve: An approval action in a business process that allows designated participants to

progress an event to the next step.

• Business Process Instance: A business process that the initiator has started. *For example,
the Hire Employee for Organization X business process definition becomes a business
process instance when the initiator uses it to hire a particular applicant.

• Cancel (business process): Canceling a business process stops the workflow in progress
and reverses changes made to data. You cannot cancel a completed business process; you
must rescind it. This is a securable action in a business process security policy.

• Dashboard: A specialized landing page containing links to actions, reports and tasks. May
also contain charts and graphs.

• Deny (business process): When you deny a business process, the business process is
terminated, and all Workday data is restored to its state before the business process started.
To restart the business process, you need to submit the process again, and redo all
previously completed steps.

• Functional Area: A collection of domain or business process security policies that are related
to the same set of product features. *For example, Benefits or Compensation.

• Job Profile: The generic features and characteristics of a job or position, such as
management level, pay rate type, compensation, skills and other qualifications.

• Roles: A grouping of people with specific responsibilities and permissions.

• Task: A step, either standalone or in a business process, that you must complete. *For
example, task alert notifications are triggered by incomplete steps in a business process.

• Tenant: A tenant is a unique instance of Workday that contains a set of data in a logically
separated database. Our project team uses a series of tenants to configure Workday for
delivering UCF business processes, security and data.

• To Dos: Reminders to do something outside of Workday. They can be part of business

processes and must be marked complete before the workflow will advance to the next step.

• View (business process): A securable item used to allow members to view status of a
business process and report on it.

• Worker: An employee or a contingent worker.

• Workflow: The steps, or “flow,” of tasks to complete a business process.

WORKDAY ROADMAP FOR SUCCESS 20

GLOSSARY TERMS BY FUNCTIONAL AREA
Additional common terms can vary by functional area. Use the following links to learn Workday
terms in the following areas:

• Finance/Procurement (31 terms)

• Grants (14 terms)
• Payroll (10 terms)
• Reporting (5 terms)
• Security (4 terms)
• Time Tracking (4 terms)

ADDITIONAL HELPFUL RESOURCES

• Knight Vision Website

• PeopleSoft to Workday Finance Crosswalk
• Workday Glossary
• Workday Training Catalog (Website)
• Workday Training Catalog (PDF)
• Workday Training Calendar (UCF Events page)

WORKDAY ROADMAP FOR SUCCESS 21

WORKDAY ROADMAP FOR SUCCESS 22