Updated Full Freeze List (For Week Ending June 23, 2023)
As we phase out Lawson and prepare to launch Workday in July, we must halt certain activities temporarily so that we can get the data transitioned from one system to the other. The dates for which each activity is halted is called a Freeze Date. It is important that you familiarize yourself with these dates so that you can plan accordingly for your upcoming activities.
We have done our best to keep these freeze periods as short as possible, and we appreciate your support and patience with this effort. Should you have an urgent business need during a freeze period, please have your Vice President reach out to the Workday leadership team: Beth Schmidt, LaKami Bryant, John Kott, and Myranda Miller, and we will evaluate to see if an alternative is possible.
All employees should pay close attention to items in blue, other items primarily pertain to managers.
| Topic Name | Task | Workstream | Start Date | End Date |
| Transfers/Promotions/Demotions | No internal transfers/promotions/demotions for June. The last internal action will be processed in Lawson for the pay period starting May 22. All other internal actions will have to wait until the July 3 pay period and will be done in Workday | Recruiting | 5/21/2023 | 7/2/2023 |
| New Hires | All candidates marked for hire by May 26 will complete their onboarding in Silk Road. This is the last day to make a hire for the June 19 and July 3 orientations. Candidates whose onboarding is not complete by May 26th will complete their onboarding process in Workday and will be a part of a later orientation group. | Recruiting | 5/26/2023 | 5/26/2023 |
| CWIPs / Projects | No new CWIPs or Projects. | FIN | 5/31/2023 | 7/2/2023 |
| People Requisitions | No new reqs open in Lawson after June 2- Any Req's opened by June 2 will be completed in Position Manager and manually hired in to Workday and onboarding will be done in Workday. No Req's between June 3 to June 18. | Recruiting | 6/2/2023 | 6/30/2023 |
| Positions | No new/updated Positions in Lawson - No additional positions nor changes to existing positions can be done as we will be pulling data for final conversion June 5. | Recruiting | 6/2/2023 | 6/30/2023 |
| Employee Changes | No changes to any employee data between June 3 - June 30. Examples of some data:
| COMP | 6/3/2023 | 6/30/2023 |
| Lawson Employee Self Service | Lawson ESS is no longer available. Urgent W4 and Direct Deposit changes will have to be sent to Payroll on paper forms. | HCM | 6/5/2023 | 6/30/2023 |
| Benefits Changes | Benefit Freeze June 10 to June 30. New hire enrollment last day in Empyrean is June 9. No Qualifying Life Events (QLE) after June 9. Emergency Qualifying Life Event process will be in place. | Benefits | 6/9/2023 | 7/2/2023 |
| P-Cards / Corporate Cards | No new Purchasing Cards ordered after June 9. | AP | 6/10/2023 | 7/7/2023 |
| Signature Cards | Signature Cards. | FIN | 6/10/2023 | 7/3/2023 |
| Job Advertisements | Internal Job Board: Down Until July 1. External site goes live on Monday, June 19 | Recruiting | 6/13/2023 | 6/18/2023 External; 7/1/2023 Internal |
| Expense Reports | Expense reports need full approved and received in AP by 6/16 to get paid in Lawson, otherwise they must be re-done in Workday Expenses starting 7/1. | Exp | 6/16/2023 | 7/1/2023 |
| Manual Payroll Checks | NO MANUAL CHECKS should be issued out of Lawson after historical data is pulled. Last off cycle is June 16. | PAY | 6/16/2023 | 7/5/2023 |
| Suppliers/Vendors | Supplier Freeze: no new/updates to vendor master files. | AP | 6/18/2023 | 7/2/2023 |
| Item Master | Item Master Freeze: No new/updating of item master | SCM | 6/18/2023 | 7/2/2023 |
| No new routine Lawson Item numbers will be created, but critical items will still be added to Lawson. Once live with Workday, the new item add process will resume as normal. | ||||
| New Invoices | No new Invoices in Lawson. From 6/22 invoices will hold in OnBase until Workday is up. If an urgent invoice must be paid before July, it will need physical signatures and be keyed directly in Lawson. | AP | 6/21/2023 | 7/2/2023 |
| Invoice Approvals | Invoices in Lawson must be fully approved by 6/23, or they will have to be reprocessed in Workday. | AP | 6/23/2023 | 7/2/2023 |
| AP Checks | No checks after last check run in Lawson 6/28. | AP | 6/28/2023 | 7/2/2023 |
| Stock Requisitions | 6/28/23 at 10 a.m.: Stock (STOR) Lawson requisitions not entered by this time will not be processed, like above, those requisitions will need to be re-entered by the requestor in Workday. | SCM | 6/28/2023 | 7/2/2023 |
| PO Receipts | 6/28/23 at 3:30pm: We will discontinue receiving in Lawson, but product will still be delivered. Once live with Workday, we will complete the receipts in Workday for goods arriving after this cut-off. | SCM | 6/28/2023 | 7/2/2023 |
| Non-Stock Requisitions | 6/28/23 at noon: Non-stock Lawson requisitions not fully approved by this time will not be processed, those requisitions will need to be re-entered by the requestor in Workday once the new system is live | SCM | 6/28/2023 | 7/2/2023 |