Workday Wednesday (May 17, 2023)

May 17, 2023

Paperwork Due for Final PACE Reviews

Cook Children’s is transitioning to Workday for our Human Resources, Finance and Supply Chain business processes beginning in July. We are retiring PACE on June 2, 2023 – after almost 30 years!

As Cook Children’s phases out the PACE system for performance reviews, any paperwork for unfinished reviews must be turned in by May 26. Every effort should be made to have outstanding competencies and Occupational Health requirements for PACE reviews completed by the May 26 deadline.

Starting in the fall of 2024, a new format will be implemented. The majority of employees will receive a performance review at the same time each year going forward. Teachers at the Child Study Center will be on a different review schedule.

That means all PACE paperwork must be submitted to HR by May 26 for any employee who has an outstanding PACE review launched prior to April 8, 2023, and due by July 6. Everything currently in PACE needs to be completed by the May 26 deadline.

Other than the PACE reviews that have already launched (April 7, 2023, or prior), no performance review paperwork will be due to HR until some time in the fall of 2024.

Beth Scmidt, Vice President of Human Resources, emphasized that employees still need to complete their annual education, competencies and Occupational Health Requirements.

“Just because we’re not doing PACE evaluations doesn’t mean the annual requirements have ended,” she said. “Leaders are responsible for making sure your employees get all those things done. It just isn’t going to be tied to a performance appraisal.”

A few more key points:

Direct supervisors should still have a performance conversation with every direct report annually and/or as needed until the new system launches next year. Please document these conversations and keep records of visits, thoughts on performances, opportunities for improvements, etc.
Fall 2023: Everyone will receive a pro-rated “merit” adjustment done so that in the Fall of 2024 they will be due their one-year review. Employees will be evaluated and may receive a base-pay pro-rated adjustment to bring them in line with the new focal-point date depending on their current evaluation date.
Fall 2024 and beyond: All employees will receive a focal point performance evaluation in the new performance and development system.

These changes are intended to result in a more consistent and comparable way for leaders to evaluate and measure employee performance. Moving to the same evaluation time period will allow every employee to have their performance linked to and measured against the same fiscal year system goals and initiatives. Training and resources will be offered on the new performance system.

Read here for your answers to FAQs about the timing of merit increases and more:

The End of PACE: Major Changes in Performance Evaluation Process for all Employees (cookchildrensconnect.com)

Revised Workday Cut Over Freeze Dates

With the Workday go-live just around the corner this summer, the project team is sharing the key blackout dates that are required for an efficient transition from Lawson to Workday. Please note we cannot make any exceptions to these dates.

For most items, you can still submit requests during this timeframe, but we cannot record the changes until we are live in Workday., Procedures for this timeframe will be shared soon, as well as reminders for key upcoming freeze dates.

Topic Name	Task	Workstream	Start Date	End Date
Cost Centers & Accounts	No new Cost Centers or Accounts.	FIN	4/28/2023	7/2/2023
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
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.	Recruiting	5/26/2023	5/26//2023
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
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: No Job Changes No Manager changes No Comp changes No Promotions Merit Increases NO RETRO CHANGES	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 QLE 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	7/03/2023
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	7/01/2023
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	7/05/2023
Job Advertisements	The job board will now be down from June 13 to July 18.	Recruiting	6/13/2023	6/18/2023
Suppliers/Vendors	Supplier Freeze: no new/updates to vendor master files.	AP	6/18/2023	7/02/23
Item Master	Item Master Freeze: No new/updating of 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	06/18/2023	7/02/2023
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	7/02/2023
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	7/02/2023
AP Checks	No checks after last check run in Lawson 6/28.	AP	6/28/2023	7/02/2023
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	7/02/2023
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	7/02/2023
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	7/02/2023

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 any of the following resource links: