Workday

What is Workday?

Workday is a cloud-based platform that UBC will be using to replace the current Peoplesoft system (FMS and HRMS and at a later date student systems).

How it will benefit us?

The new system will bring us into the current century with a system that can be used via an online portal using a desktop computer, laptop, tablet or smart phone.  There will be no more paper forms required.  Many of you won’t have much to do with the system beyond changing your personal details, requesting vacation and downloading a T4 once a year.   Those of you who will be responsible for paying invoices or processing reimbursements will benefit from this online system.

Helpful Links

This page will help you get you prepared for Workday and help you to use the new system when it goes live by bringing together the various resources out there.

Training

Below is a list of courses you should sign up for. All of these are online self directed modules.

Everyone (All Faculty & Staff)
Workday Basics  (45 min)
Workday Finance Foundations  (30 min)
Workday Expenses Reporting (60 min)
Workday Cash Sale for Cash/Cheque Deposit and Internal Service Delivery  (60 min)
Workday Procurement, Receiving and Supplier Invoices (90 min)
Workday Reporting Training (45 min)

For Salaried Staff
Workday HR 101 for Salaried Staff (90 min)

You can sign up for training at this site: https://isc.ubc.ca/workday-training

Log in to Canvas for all your Workday training you have enrolled in here. You will also find a link in the email confirmation you would have received.  You will need a CWL.

Workday Support Centre

You can access support here. You can submit a ticket if you have an issue and wait for it to be resolved. If it is urgent you should call 604 822 8200.

User Guides

You can review help manuals here (called the knowledge base).  This is searchable and will take you to step by step guides with screen shots.

Useful Links to Bookmark

With the new system comes new terminology.  You can click here for a  Glossary of Terms.

Workday will also use new codes, so you will no longer be using speedcharts and PGs but Worktags.  This document is a handy guide to help with the new finance language.

There is also a conversion tool that helps you to convert FMS codes to Workday codes and vice versa and will be very handy when we go live.  Probably the best thing for you to bookmark – ever!  

The Workday team has created a searchable Q&A that is constantly under development as more people are having hands on training and have questions about the system.

The system is constantly evolving so please visit Workday This Week to see new developments and updates on processes.

If you have any questions about the Workday system or if you are unsure which training sessions to enrol in please email Andi Martin, OBGYN Administrative Director.