Category: Workday

Our new Human Resources Information System (HRIS)

HR Workday Transition Plan

Workday will go-live at all 13 Universities of Wisconsin (UW) institutions in July. This project, which impacts Human Resources, Finance, Purchasing, and Research Administration activities, will standardize and modernize our business processes across the UW.

In order to prepare for the transition to Workday, the Office of Human Resources must modify normal HR-related processing timelines over the next few months leading up to implementation. As a result, we will have targeted outreach on a number of activities, as well as adjusted normal fiscal year end process deadlines. The chart below highlights a number of activities, timelines by which items must be completed, and deadlines we will have to adhere to with the cutover between systems (if you would like to see this timeline in chart form, please see here). There will be periods of slowdown, soft freezes where only critical items will be able to be processed, and hard freezes where we will not have access to enter anything into the system.

 

Timeframe Activity(s) Deadline
3/17/25-6/6/25 Summer Session/Summer Service Communication and period to set up summer appointments with start dates prior to 6/29/25 6/6/25
3/31/25-4/28/25 Student Rehire/Summer Process – Request for adjustments to current student appointments and/or summer hires be submitted during this timeframe 4/28/25
4/1/25-5/14/25 Recruitment Initiation Slowdown – While not a freeze on recruiting, consideration should be given to limit any recruitments initiated during this timeframe 5/14/25
4/2/25-4/30/25 Base Rate Adjustments (temporary or ongoing) with a 7/1/25 start date must be submitted for review by 4/30/25 4/30/25
4/14/25-5/15/25 If extending temporary appointments with an end date between May-July, requests must be submitted for review by 5/15/25 5/15/25
5/15/25-6/13/25 Recruitment Soft Freeze – Unless an exception is approved by the Assistant Chancellor for Talent & Technology and Chancellor, any new job postings will be held until Workday go-live. For granted exceptions, applicant deadlines must be no later than 6/30/2025 (preferably before). 6/13/25
6/2/25-6/14/25 Employee Self Service will be restricted as of 6/15/25. This timeframe should be used to review/update any necessary information (Direct Deposit, W-4, 403(b) contributions, etc.) 6/14/25
6/14/25 HR Transactions Hard Freeze – last day for HR transactions in HRS without UW exception 6/14/25
6/14/25-7/6/25 Recruitment Hard Freeze – new job postings will be held without exception until Workday go-live due to the HR Transactions hard freeze. 7/6/25
6/15/25-7/7/25 Hiring Freeze – new positions/hires will not begin during this period (unless an exception is approved by the Assistant Chancellor for Talent & Technology) 7/7/25
6/28/25 Absence Entries – all absence entries with an effective date of 6/28 or earlier must be submitted by today.

    • All absence entries effective 6/29 and beyond must be entered in Workday.
 6/28/25
6/29/25 Hourly employees will have until 6/29/25 to enter hours/absences for the Jun B pay period (6/15-6/28) 6/29/25
6/30/25 Supervisors will need to approve all Jun B hours in HRS by the end of the day 6/30/25
6/29/25-7/6/25 HRS Black Out – no access to HRS during this time aside from time/leave approval as otherwise noted. 7/6/25
6/29/25-7/5/25 July A pay period, first week will be entered in HRS, employees must submit timesheet by end of date 7/5/25

    • ATP team will pull hours from HRS to Workday timesheet
 7/5/25
7/7/25 Workday Go Live

 

During the next few months, the Workday transition will be HR’s priority so we can best ensure a smooth transition for all employees. Because of this, some non-essential HR projects may be deprioritized during this time. We recognize the impact this transition will have on all departments across campus and ask for your patience with potential last-minute changes and assistance in ensuring good communication with our office.

More detailed and targeted communications will be forthcoming as we approach the noted activities, however, please do not hesitate to contact our office at hr@uwgb.edu or (920) 465-2390 if you have any questions or concerns.

Workday – Training Information and New Resources

Workday will go-live at all 13 Universities of Wisconsin (UW) institutions in July. This project, which impacts Human Resources, Finance, Purchasing, and Research Administration activities, will standardize and modernize our business processes across the UW. Thanks to the tireless efforts of your UW colleagues, we will begin working in the Workday system in July 2025.

Employees with specific security roles in Workday related to Human Resources, Finance, or Research Administration received information about assigned training courses on February 19, 2025. If impacted faculty or staff have questions about the trainings assigned, please contact atp@uwgb.edu or someone from the UW-Green Bay Campus Readiness Team.

For the majority of faculty and staff, formal training is not required to complete Employee Self-Service and Manager Self-Service tasks in Workday starting in July, 2025. However, engaging in training courses will help prepare you and support your transition to Workday. Further details including job aids, how-to-videos, and other resources to guide all employees and managers will be available in May 2025.

A couple new resources were recently developed by the Administrative Transformation Program that may be helpful for employees:

For additional resources, please check out check out What Workday Means for You. On that site, will find videos, overviews, and short demonstrations that highlight the changes for your role.

The support and engagement of our institution is critical to the success of this endeavor. Thank you in advance for your participation in this effort to better serve our faculty, staff, and students.