Workday Wednesday (June 7, 2023)

June 7, 2023

Workday to Improve Data Reporting on Workforce Needs

The Human Resources (HR) department at Cook Children’s will be able to make more strategic workforce decisions thanks to the robust data capabilities that Workday offers.

Merridth Simpson, AVP, Human Resources Operations, says Workday delivers tools that can sort and report data in sophisticated ways to help Cook Children’s attract, develop and retain top talent in an ever-changing job market.

“When I think about our current landscape as far as attracting talent, what I know is that we’re going to continue to battle for talent in ways we’ve never seen before,” Merridth said. “Workday helps surface the data-driven insights we’ll need to recruit and retain a highly diverse and engaged workforce. Add to that our need to adapt business processes quickly as we continue to grow, and it makes a platform like Workday a real necessity."

Click here to learn more and meet Merridth.

Badge Swipe Form Information

Badge Swipe Forms will not be processed from June 5 through July 1 while we transition to Workday. All forms submitted during this timeframe will be held and processed at a later time. The form has been updated to reflect a 6-week processing time as it was 2 weeks.

The Badge Swipe Form is used to enroll/cancel participation in the cashless purchase system which an employee can charge purchases to Cook Children’s participating locations and have the charges deducted from their paycheck.

Freeze Date Chart for This week

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.

All employees should pay close attention to items in blue, other items primarily pertain to managers.

Topcic Name	Task	Workstream	Start Date	End Date
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. Badge Swipe forms will have a 6week processing period.	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 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	7/7/2023
Job Advertisements	The job board will be down from June 13 to June 18.	Recruiting	6/13/2023	6/18/2023
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	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.	SCM	6/18/2023	7/2/2023
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

To see the full list of upcoming freeze dates, click here.

Sign Up Now for Workday Training

There’s still time to register for training before we make the switch from Lawson to Workday on July 1. All employees are highly encouraged to take advantage of the online courses offered in ULearn! The courses cover topics like the new way to view paychecks, create expense reports and much more. More than 5,800 staff members have registered for the Workday training (thank you!). Sign up at the links below. Please note, the below Employee ESS and Manager MSS courses will be recorded and soon be made available on both the Workday Resources site on CookNet and in ULearn.

Coming Soon: Supply Ordering Training Video – 10 mins. Staff responsible for supply ordering can watch this short video with step-by-step instructions. This will be available on the Workday Resources site on CookNet and in ULearn in the next two weeks! There will be tip sheets as well for those who prefer to print out the directions. Be watching for a system communication when this is available.

Employee Self-Service (ESS) – one hour. All staff will need this course. For most employees, this is the only training needed. This course will teach you how to use the Workday dashboard, review pay and benefits, change emergency contacts, enter expense reports, etc. Multiple dates are available and you can choose a morning or afternoon session to best accommodate your schedule. Select which date/time works best for you:

June 7 at 2 p.m.
June 7 at 5 p.m.
June 12 at 9 a.m.
June 14 at 2 p.m.
June 19 at 9 a.m.
June 21 at 2 p.m.
June 22 at 5 p.m.
June 26 at 9 a.m.
June 28 at 2 p.m.

Manager Self-Service (MSS) -- two hours. This course is for any employee with direct reports and any employees who will submit and/or approve employee requisitions (including personnel actions). This course will teach you how to view employee information, approve requests, delegate tasks, and other processes. Note: The content of the MSS course differs from the ESS course, which means that supervisors, managers and other leaders need to take both. . Multiple dates are available and you can choose a morning or afternoon session to best accommodate your schedule. Select which date/time works best for you:

June 8 at 1 p.m.
June 13 at 9 a.m.
June 15 at 1 p.m.
June 20 at 9 a.m.
June 22 at 1 p.m.
June 27 at 9 a.m.
June 29 at 1 p.m.

ICYMI: Workday Experts: Panel Discussion

We want to make every effort to keep you as informed as possible about Workday. Today, we have a unique opportunity to hear from our experts. Please take 20 minutes of your time to watch this informative video hosted by Wini King, SVP, Chief of Communications, Inclusion, Equity & Diversity at Cook Children's. Joining Wini are:

LaKami Bryant, Vice President, Revenue Cycle & Enterprise Applications
Myranda Miller, Vice President, Corporate Controller
Sheila Guinn, Director, Supply Chain Management
Merridth Simpson, AVP, Human Resources Operations

Please click here to watch.

What to Know About Workday

We've sent out quite a lot about Workday in recent months. In case you missed an article or you want to read something again, please click here or visit any of the following resource links: