Cutover: How we'll transition to Workday
What is Cutover?
Cutover represents the critical transition phase from our current systems to the integrated Workday HCM & Financials environment. This transition includes establishing essential deadlines and freeze dates for data in existing systems and systematically moving to Workday.
Cutover Date Types
- Operational Ramp Down: This date signifies the beginning of a reduced pace in transactional activities in our legacy systems. The aim is to minimize new data input, easing the transition to Workday. These are departmental guidelines to complete transactions in the legacy system to avoid having to enter data twice. Entering data twice means once in legacy, and again in Workday. We want to avoid this for all non-critical transactions.
- Legacy Data Snapshot(s): On these dates we will take a copy of the legacy enviornment. These copies (HR & Finance x 5) will be used to build the new Workday environment. Please note, given that a data copy is at a single-point-in-time, the dual maintenance period is related and important.
- Dual Maintenance Period: This period occurs immediately after the legacy data snapshots for HR & Finance. During this time all critical transactions entered into our legacy systems after this date will need to be tracked and captured, and then loaded, or enter manually, a part of the early access period for catch-up transactions. (See catch-up transaction approach per university below)
- Early Access Period for Catch Up Transaction – During this time central users will be granted access to perform smoke testing and catch-up transaction activities to get the new Workday system in sync with the legacy systemsprior to Go-Live.
- Workday Go-Live: This marks the full operational shift to Workday, as it becomes our primary system for HR & Financials.
Workday Cutover Plan-on-a-Page (POAP)
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Payroll Dates
Payroll Dates
| Population | Last Legacy Pay Period | 1st Workday Pay Period | 1st Workday Pay Date |
|---|---|---|---|
| Regular Employees | June 12th - June 25th | June 26th - July 9th | July 17th |
| Contractual Employees | June 19th - July 2nd | July 3rd - July 16th | July 24th |
Data Conversion Dates
Data Conversion Dates
| Legacy Systems | Legacy Data Snapshot | Dual Maintenance Period | Early Access / Catch-Up Transactions | Workday Go-Live | Notes |
|---|---|---|---|---|---|
| Human Resources | May 2nd | May 3rd - June 25th | June 10th - June 25th | June 26th | All catch-up transactions will be manual (Exception: Student summer contracts, Faculty C1 contracts, COLA, Merit, Time and Leave entry) |
| Finance | June 7th | June 8th - June 30th | June 17th - June 30th | July 1st | All catch-up transactions to be manual (Assets, Customers, Grants, ISPs, Projects, Suppliers) |
Human Resources Dates
Human Resources Dates
| HR Area | Transaction | Effective Dates | Enter In Legacy? | Changes to existing process? | Enter in Workday? How? | Notes |
|---|---|---|---|---|---|---|
| Staffing | Student summer contracts | Starts and ends on or before 7/2 | Yes | No | Not required in Workday | Not paid in Workday |
| Staffing | Student summer contracts | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion Load | |
| Staffing | Student summer contracts | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | EIB Catch Up* | High Volume |
| Staffing | Student summer contracts | Starts and ends 7/3 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | Faculty C1 summer contracts | Starts and ends on or before 7/2 | Yes | No | Not required in Workday | Not paid in Workday |
| Staffing | Faculty C1 summer contracts | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion Load | |
| Staffing | Faculty C1 summer contracts | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | EIB Catch Up* | High Volume |
| Staffing | Faculty C1 summer contracts | Starts and ends 7/3 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | New hires - regular | Starts on or before 5/2 | Yes | No | Conversion Load | |
| Staffing | New hires - regular | Starts between 5/3 - 6/25 | Yes | No | Manual catch up | |
| Staffing | New hires - regular | Starts 6/26 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | Contract renewal | Starts and ends on or before 7/2 | Yes | No | Not required in Workday | Not paid in Workday (Finance Accrual journal entries needed for 7/1 and 7/2 if applicable because it crosses over with FY25 for Workday) |
| Staffing | Contract renewal | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion load | |
| Staffing | Contract renewal | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | Manual catch up | Yes - Paid in Workday (See Finance Accrual journal entries needed for crossover pay period for 7/1 and 7/2 |
| Staffing | Contract renewal | Starts and ends 7/3 or later | No | Yes | Business-as-usual in Workday | |
| Staffing | Terminations | On or before 5/2 | Yes | No | Conversion load | |
| Staffing | Terminations | 5/3 - 6/25 | Yes | No | Manual catch up | |
| Staffing | Terminations | 6/26 or later | Yes | Yes | Business-as-usual in Workday | |
| Staffing | Summer adjunct | Starts and ends before 7/2 | Yes | No | Not required in Workday | Will not be paid in Workday |
| Staffing | Summer adjunct | Starts on or before 5/2 (ends 7/3 or later) | Yes | No | Conversion load | |
| Staffing | Summer adjunct | Starts between 5/3 - 7/2 (ends 7/3 or later) | Yes | Yes | EIB Catch Up* | High Volume |
| Staffing | Summer adjunct | Starts and ends 7/3 or later | No | Yes | Business-as-usual Workday | |
| Compensation | Compensation changes | Changes on or before 5/2 | Yes | Yes | Conversion load | |
| Compensation | Compensation changes | Changes 5/3 - 6/25 | Yes | Yes | Manual catch up | |
| Compensation | Compensation changes | Changes 6/26 or later | No | Yes | Business-as-usual in Workday | |
| Compensation | Cost of living adjustments (COLA) | 7/1 | Yes | Yes | EIB Catch Up* | High Volume |
| Compensation | Merit | On or before 5/2 | Yes | Yes | Conversion load | |
| Compensation | Merit | 5/3 - 7/1 | Yes | Yes | EIB Catch Up* | High Volume |
| Compensation | Merit | 7/2 or later | No | Yes | Business-as-usual in Workday | |
| Time / Absence | time and leave entry | Taken on or before 5/2 | Yes | Yes | Conversion load | |
| Time / Absence | time and leave entry | Taken 5/3 - 6/25 | Yes | Yes | Conversion load | Converting 6/26 |
| Time / Absence | time and leave entry | Taken 6/26 or later | Yes | Yes | Business-as-usual in Workday |
Finance Dates
Finance Dates
| Department | Transaction | Effective Dates | Enter In Legacy? | Changes to existing process? | Enter in Workday? How? | Notes |
|---|---|---|---|---|---|---|
| Finance | Payroll Costing Allocation Changes | Before 5/1 | Yes | No | Conversion load | |
| Finance | Payroll Costing Allocation Changes | 5/2 - 7/2 | Yes | Yes | Manual catch up | *Journal Entry Accruals required for 6/26 - 7/2 period because of Payroll Crossover (Regular + Contractual ) with FY24 / FY25 - See Payroll dates above |
| Finance | Payroll Costing Allocation Changes | 7/3 or later | No | Yes | Business-as-usual in Workday | * Payroll costing each pay has to be completed before Monday the next week after time sheets are submitted. Final Approver Central Budget Office vs. Controller's Office (If Grants) |
| Finance | Grants | Entered on or before 6/7 | Yes | No | Functional load | |
| Finance | Grants | Entered 6/8 - 7/2 | Yes | Yes | Manual catch up | * Need to ensure FY24 and FY25 grants are in appropriate systems for payroll cross over. |
| Finance | Grants | Entered 7/3 or later | No | Yes | Business-as-usual in Workday | * U. Balt uses an integration Kuali (for Awards) |
| Finance | Customers | Entered on or before 6/14 | Yes | No | Conversion load | |
| Finance | Customers | 6/15 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Customers | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Customer Payments & Invoice Adjustments | Entered on or before 6/15 | Yes | Yes | Functional load | |
| Finance | Customer Payments & Invoice Adjustments | 6/15- 6/30 | Yes | No | Functional load | |
| Finance | Customer Payments & Invoice Adjustments | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Customer Payments Applied | Enter on of before 6/16 | Yes | Yes | Functional load | |
| Finance | Customer Payments Applied | 6/17- 6/30 | Yes | No | Functional load | |
| Finance | Customer Payments Applied | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Expenses | Entered on or before 6/7 | Yes | TBD | TBD | GL Conversion - TBD |
| Finance | Expenses | Entered 6/8 - 6/30 | Yes | TBD | TBD | GL Conversion - TBD |
| Finance | Expenses | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Projects | Entered on or before 6/7 | Yes | No | Functional load | |
| Finance | Projects | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Projects | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Capital Project Budgets | TBD | TBD | TBD | TBD | Budgets - TBD |
| Finance | Assets | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | Assets | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Assets | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Asset Additional Data | On or before 6/30 | Yes | No | Functional load | |
| Finance | Asset Additional Data | 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Suppliers | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | Suppliers | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Suppliers | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Remit to Supplier | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | Remit to Supplier | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | Remit to Supplier | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | R STARS Payment Handling Codes | Entered on or before 6/7 | Yes | No | Conversion load | |
| Finance | R STARS Payment Handling Codes | Entered 6/8 - 6/30 | Yes | Yes | Manual catch up | |
| Finance | R STARS Payment Handling Codes | Entered 7/1 or later | No | Yes | Business-as-usual in Workday | |
| Finance | Budgets | TBD | TBD | TBD | Functional load | |
| Finance | Banking: Begining Balances, Deposits, Outstanding Checks | 7/1 | No | Yes | Functional load |
Cutover Communication Dates & Approach
Cutover Communication Dates & Approach
| # | Department | Sender | Audience | Cutover Timing | Topic | Send Date | Reminder | Draft | Status |
|---|---|---|---|---|---|---|---|---|---|
| GCC-2 | Grants & Awards | Grants Cutover Leads | Grants Team | Post-Snapshot | Payroll Crossover: FY24 / FY25 Grants: What it means for Grants : Double Data Entry | 4/15/2024 | 05/27/2024 | View here | Awaiting BSU, CSU |
| IT-01 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Pre-Snapshot | IT Integration Vendor Communication Step #1: Initial Deployment | 4/15/2024 | View here | Partially Sent | |
| FIN-01 | Finance & Administation | FIN Cutover Leads | FIN Central | Pre-Snapshot | Last Day To Complete All Non-GL Impacting Transactions in Legacy (Data) | 5/1/2024 | 6/3/2024 | View here | Sent |
| IT-06 | Information Technology | IT Cutover Leads | Web Team | Post-Snapshot | Reminder: Check HR website and content links to change to new Workday Career Sites | 5/03/2024 | View here | IT Review | |
| FIN-02 | Finance & Administation | FIN Cutover Leads | FIN Central | Post-Snapshot | FIN Dual Maintenance: in Effect 6/8 (Suppliers) | 5/8/2024 | 6/07/2024 | View here | Awaiting U. Balt |
| FIN-03 | Finance & Administation | FIN Cutover Leads | FIN Central | Post-Snapshot | Cross Over: FY24 / FY25 Payroll - Regular + Contractual: What it means for FIN 6/26-7/2 (Journal Entries) | 5/13/2024 | 6/13/2024 | View here | Awaiting CSU, SI, U. Balt |
| IT-02 | Information Technology | IT Cutover Leads | Developers | Post-Snapshot | All Conversion Files Due May 24th | 5/13/2024 | View here | IT Review | |
| FIN-04 | Finance & Administation | FIN Cutover Leads | FIN Central | Go-Live | Reminder: Effective Dates FY25 in Workday / FY24 in Legacy (Year End) | 5/20/2024 | 6/28/2024 | View here | FIN Review |
| IT-03 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Post-Snapshot | IT Integration Vendor Communication Step #2: Technical Credentials | 6/06/2024 | View here | IT Review | |
| GCC-01 | Grants & Awards | Grants Cutover Leads | Grants Team | Post-Snapshot | Dual Maintenace Now in Effect 6/8: What it means for Grant Costing | 6/10/2024 | View here | Awaiting, BSU CSU, FSU, SU, U. Balt | |
| IT-04 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Post-Snapshot | IT Integration Vendor Communication Step #3: Production Connectivity | 6/13/2024 | View here | IT Review | |
| IT-05 | Information Technology | Developers (Lead by IT Cutover Leads) | Vendors | Post-Snapshot | IT Integration Vendor Communication Step #4:Cutover Files Communication | 6/20/2024 | View here | IT Review |
Frequently Asked Questions
- Regular Staff
- Regular Faculty
- Faculty Summer Grant Contracts
- Faculty Overloads
- Faculty C1 Summer Contracts
- Summer Adjuncts
- Contingent 1 Summer Contracts
- Contractual Employees
- Student Workers
- Hire
- Create position
- Hire
- Add job
- Add period activity pay
- Other Pay Impacting Transactions
- Request compensation changes (COLA, Merit)
- Job changes
- Terminations
- End jobs
Link:
https://usmd.sharepoint.com/sites/MarylandConnect/Shared%20Documents/Forms/AllItems.aspx?ga=1&id=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training%2FCatch%2DUp%20Guidance%20On%20A%20Page%2Epng&viewid=91e73c5f%2Da676%2D4a32%2D816c%2D9c90536aa5b9&parent=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training
- Tenant Link:
- Access the Workday tenant, MD7 for practicing EIBs
- EIB Training Links & Templates:
- Watch the recorded sessions here: EIB Training Recordings
- Download EIB Templates Here EIB Templates
- Specific Instructions: How to Run RIBs:
- Please watch BSU recording 1:34:00 – 1:45:00 EIB Training Recordings
- Additional documentation on EIBs: https://usmd.sharepoint.com/sites/MarylandConnect/Shared%20Documents/Forms/AllItems.aspx?ga=1&id=%2Fsites%2FMarylandConnect%2FShared%20Documents%2FGeneral%2FProject%20Management%2FCutover%20Planning%2FEIB%20Training&viewid=91e73c5f%2Da676%2D4a32%2D816c%2D9c90536aa5b9
June 26th, 2024, is when you can log into Workday
No, data conversion for recruiting workstream is not in scope
No (Recruiting will not have catch up transactions, FYI: HCM workstream will have catch up transactions for new hires/ job changes in Workday).
- June 26th (Reminder: Job Requisitions in your legacy system will not be converted into Workday)
- Central HR roles and HCM Action Initiators can create job requisitions in Workday.
What is the date that the Workday career site will be live and published on my university's website?
- Internal (Jobs Hub) and the external career site will be published on June 26th (Consideration: This does not mean there are job postings listed, just that the career sites are live)
- The external career site link being published to your university’s website will be dependent on your IT team and the time they determine they can swap out your legacy system site URL with the Workday one. It is highly recommended that this is done on June 26th.
This will be determined by each university. It is recommended that your legacy system careersite stop accepting candidates no later than June 25th.
- This is not recommended and not a best practice as it may cause confusion to candidates and prolong the use of your legacy system.
- Work with your internal IT teams to advertise your legacy system’s URL and Workday’s URL for the career sites. This would mean that you have TWO URLs for candidates to go to and review jobs to apply for.
- Each university will need to reach directly out to the vendors they work with (i.e. higheredjobs.com) to see how the vendor can support scraping either the legacy system site, Workday site, or both.
- Open job requisitions and candidates associated will remain in legacy system and the recruiter will complete the recruitment in the legacy system.
- Work with your current ATS partner and IT team to explore options on how you can export your data from your legacy system and where it can be housed at. This data will NOT be converted into Workday.
It is recommended that you close the evergreens in legacy system and reopen in Workday as soon as possible. Candidates will NOT be cut over into Workday, however it will be the institution’s responsibility to provide messaging to active candidates on evergreens and you do have the opportuntiy to ask them to reapply to an evergreen through the Workday career site.
HCM workstream is responsible for catch up transactions in Workday on new hires, they will hire them via the catch-up transaction period.
- Candidates will be directly hired into Workday using the BP: Hire (USM Data Entry Business Process). This business process can be triggered by individuals who have security access to: USM Data Entry. Each university will determine who will be allowed access to this role, and the designated group with USM Data Entry access will complete these types of transactions after go-live.
- Job Requisitions will not be created for hires from your legacy system. Positions can be created by the HR team.
- EIBs will not be needed to directly hire candidates from your legacy system, as we anticipate that the volume will be low in nature.
- If the supervisory org is position management, who will create the position for the candidate to be hired into? This is recommended to be HR (centralized).
- At this point your openings should have no postings, if in the event that your contract with the ATS is going to expire and you need to finish the recruitment, please create a job requisition in Workday (it will route for approvals) and you will need to either
- Post the job and ask the active candidates to re-apply (consideration this does go out to the external career site), or
- You can create a job application on behalf of the candidate to finish the recruitment (consideration: they will not complete job application questionnaires, EEO data information, or have a candidate home account created to sign an offer letter).
To transition as quickly as possible to Workday, it is recommended that if a failed search has occurred in your legacy system, you should create a job requisition in Workday (it will route for approval) and repost directly in Workday to start collecting a new pool of candidates.
The onboarding business process will not trigger automatically with the Hire BP (USM Data Entry), however if you would like to trigger onboarding in Workday you can manually launch this. To do this, go to the worker profile related actions> Job Change > Launch Onboarding.
Contact Us
Cutover PMO Team
John Jagosh
jjagosh@usmd.edu
Dwayne Locke
dblocke@usmd.edu