Workday Training for Department Members

UBC will implement Workday on November 2, 2020 to replace the Student Information System (SIS), Human Resource Management System (HRMS), and Financial Management System (FMS).

HOW SHOULD I PREPARE FOR WORKDAY?

UBC is currently offering a number of online, self-serve training courses and webinars to help prepare you for the transition to Workday.

It is essential that all UBC Psychiatry faculty, staff, and students participate in Workday training in order to gain a working knowledge of fundamental day-to-day tasks in the new system.

 

A CWL log-in name and password is required for Workday training resources, and for access to the Workday platform once it goes live on November 2, 2020. All Department faculty, staff, and student employees are strongly encouraged to check their CWL registration status, and to sign up for their CWL here if they have not yet done so. You will need your UBC ID and CWL Sign-up PIN for this.

If you require your UBC ID and CWL Sign-up PIN, please contact the HR Team via Zoom on Tuesdays and Thursdays between 2pm to 4pm:

Zoom Link https://ubc.zoom.us/j/98297165270?pwd=bUtRWXFYWmkxSGlXYW43Nkl4eUk5QT09
Meeting ID 982 9716 5270
Passcode 393181
One-tap Mobile

+16473752970,,98297165270#,,,,,,0#,,393181# Canada

+16473752971,,98297165270#,,,,,,0#,,393181# Canada

 

Alternatively, you can contact Bree Wilson, HR Assistant, at bree.wilson@ubc.ca with your request for your UBC ID and CWL Sign-up PIN.

WHICH TRAINING COURSES ARE FOR ME?

Department members are strongly encouraged to:

  1. Review in the section below each of the online self-serve training courses being offered.
  2. Determine which courses are required or relevant to one’s role. All staff and student employees are encouraged to register for, at minimum, Workday Basics, the 101 HR (salaried or hourly), and Finance 101 courses. All academic faculty are encouraged to register for, at minimum, Workday Basics, Workday for Faculty and Finance 101 courses.

WORKDAY BASICS

DELIVERY METHOD: Online, Self-serve

LEARN HOW TO:

  • Navigate the Home Page: Navigate the different components of Workday's Home Page (Landing Page) including Announcements, Inbox and Applications | Access the Workday Inbox, including Actions and Archive | Access Notifications and mark notifications as read.
  • Use Links and Related Actions: Discover Workday's links and related actions functionality to navigate to different areas of Workday quickly.
  • Use Search Functions: Use Workday's Search Bar, including predictive search, prefixes and search categories.
  • Configure Applications: Add the Favourite Worklet to the Home Page and add favourite tasks.
  • See the Workday Mobile App in action: Get an orientation to Workday's Mobile App (available at Go-Live, November 2020).
  • Practice in the Sandbox: Get a hands-on experience in Workday and try out the features you learned about.

WORKDAY FOR MANAGERS (with direct reports)

DELIVERY METHOD: Online, Self-serve with Webinar option

LEARN HOW TO:

  • Get Started Using Workday as a Manager: Get an overview of Workday for Managers.
  • Manage Your Team: Employee Records and History, Reporting, Managing your Team and Review/Approval Processes.
  • Perform Actions On Behalf of Employees: Enter Time and Absence on behalf of your employees.
  • Delegate Tasks: Delegate specific tasks, business processes and/or inbox action items.
  • See the Workday Mobile App in action: Get an orientation to Workday's Mobile App (available at Go-Live, November 2020).
  • Practice in the Sandbox: Get a hands-on experience in Workday and try out the features you learned about.

WORKDAY FOR FACULTY

DELIVERY METHOD: Live Webinar

LEARN HOW TO:

  • Get Started Using Workday as a Faculty Member: Get an overview of  overview of relevant actions in Workday, including delegations, expensing to a grant, and more.
  • Practice in the Sandbox: The course includes access to a training account to test out Workday as a faculty member.

WORKDAY HR 101 FOR SALARIED STAFF

DELIVERY METHOD: Online, Self-serve with Webinar option

LEARN HOW TO:

  • Get Started Using Workday as a Staff Member: Get an overview of Workday for salaried staff and identify some of the key changes coming with Workday.
  • Manage your Personal Information: View & Change Personal Info, Emergency Contacts, and other details | View Payslips, T4s & PD Fund Balance | View and Update Tax Elections, Payment elections.
  • Enter Absence:  Request Time Off (Short Term Absence) | Request a Leave of Absence (Long Term) | View Absence Balance | View Team Absence
  • Understand Benefits in Workday:  View & Change Your Benefits | View & Change Your Dependents & Beneficiaries.
  • Practice in the Sandbox: Get hands-on experience in Workday and try out the features you learned about.

WORKDAY HR 101 FOR HOURLY STAFF & STUDENT EMPLOYEES

DELIVERY METHOD: Online, Self-serve with Webinar option

LEARN HOW TO:

  • Get Started Using Workday: Get an overview of Workday for Hourly Staff or Student Employees, and identify some of the key changes coming with Workday.
  • Manage your Personal Information: View & Change Personal Information, Emergency Contacts and other details | View Payslips, T4s & PD Fund Balance | View and Update Tax Elections, Payment elections.
  • Enter Time:  Enter Time (Hourly Staff and Student Employees working on an hourly basis)
  • Understand Benefits in Workday:  View & Change Your Benefits | View & Change Your Dependents & Beneficiaries.
  • Practice in the Sandbox: Get a hands-on experience in Workday and try out the features you learned about.

WORKDAY FINANCE 101: FOUNDATIONS

DELIVERY METHOD: Online, Self-serve with Webinar option

LEARN:

  • Finance Key Concepts: Get an overview of Finance key concepts in Workday, including  the Foundation Data Model, Worktags, Cost Centres and more.
  • How to Create an Expense Report: Create an Expense Report for out-of-pocket expenses | Reconcile VISA expenses incurred on UBC Credit Cards | Expense to a PD Fund | Expense to a Grant.
  • How to Create Quick Expenses in Mobile: Learn how to create a Mobile Expense Report and Quick Expenses using Workday's Mobile App
  • Practice in the Sandbox: Get a hands-on experience in Workday and try out the features you learned about.

WORKDAY FINANCE 201: INTERMEDIATE

DELIVERY METHOD: Online, Self-serve with Webinar option

PREREQUISITE:

  • WORKDAY FINANCE 101 - FOUNDATIONS

LEARN:

  • How to Create Complex Expense Reports that include:
    • Multiple trips on a single expense report
    • Distributing costs across multiple Worktags
    • Single receipt that includes multiple expense types
    • Per Diem with reductions for meals provided
    • Foreign currency transactions
    • Personal expense on corporate credit card
    • Partial Per Diem claims
    • FIA (Financial Information Act) expense reporting
    • Creating expense reports as a delegate
    • Quick Expenses
    • Reassigning Quick Expenses as a delegate
    • Corporate credit card reconciliation
  • How to Create Requests: Create Cash Advance (Spend Authorization) Requests, Create UBC Credit Card Requests, and Setup and Replenish Petty Cash.
  • Customer Accounts and Revenue Accounting Topics: Request Internal Service Provider, Record Cash Sale.
  • Practice in the Sandbox: Get a hands-on experience in Workday and try out the features you learned about.

WORKDAY FINANCE 301: ADVANCED

DELIVERY METHOD: Online, Self-serve with Webinar option

PREREQUISITES:

  • WORKDAY FINANCE 101 - FOUNDATIONS
  • WORKDAY FINANCE 201 - INTERMEDIATE

LEARN HOW TO:

  • Submit Purchase Requisitions, PO's and Change Orders: Able to create, update and submit purchase requisitions (both Catalogue and Non-Catalogue) as well access PO's and create change orders. Get an overview of Finance key concepts in Workday, including the Foundation Data Model, Worktags, Cost Centres and more.
  • Request Supplier Setup: Able to request a supplier setup as well as view / find suppliers and create receipt.
  • Practice in the Sandbox: Get a hands-on experience in Workday and try out the features you learned about.

 

Click here to register for your Workday online self-serve training courses and/or webinars NOW!