New Quick Reference Guides for PaymentWorks

Five new Quick Reference Guides for PaymentWorks are posted on the UVAFinance website for your use.  

You'll find them under the "Training" section when you're working with Supplier & Payee Registration content, but for your convenience, we've also linked them directly below.

• PaymentWorks:  Track Onboarding Status
• PaymentWorks:  Search for a Payee
• PaymentWorks: Payee Registration Steps
• PaymentWorks Troubleshooting FAQs
• PaymentWorks: Invite a Payee

Active Attacker Prevention and Response Training, April 11

Active Attacker Prevention and Response Training
Tuesday, April 11, 11:30 am – 12:30 pm
Newcomb Hall South Mtg. Rm.

Since 2020, the Department of Safety & Security has conducted multiple Active Attacker Prevention, Response, and Notification trainings for over a thousand members of the University community. Although incidents of active attackers at universities and medical centers are statistically rare, the impact on the individuals and communities affected cannot be overstated. In that regard, and especially following the tragedy that occurred on Grounds on Nov. 13, 2022, the Department of Safety & Security continues its commitment to further educate the UVA community about public safety.

In this 60-minute training, the Department of Safety & Security will discuss what the University Threat Assessment Team, Office of Emergency Management, and Police Department are doing to prevent and, if needed, respond to, and notify the UVA community of an active attacker event.

Participants will learn about Emergency Notifications, how to report concerning behavior, and easy-to-remember options for people who are faced with a violent situation. This training is free and open to all students, employees, faculty, and staff of the Academic and UVA Health Divisions. For more information, contact Rachel Slotter (Office of Emergency Management) at ras5zm@virginia.edu. Please register for the training here.

Time With A Trainer: February Time Slots Available

The Training Team has made their February calendars (and in some cases, beyond) available to the UVA community on the Workday Finance Training page. 

If you find yourself needing a boost on a finance task, facing a conundrum on a transaction, or needing confirmation that you've done something correctly, slide on into their schedule for a little one-on-one time!

Visit the Workday Finance Training Page and scroll down to Time with a Trainer to check trainer availability by subject area. 

Records & Info Management Invites You to Learn to Manage Email Efficiently

 

Register for these or any other sessions

NEW: Time With A Trainer

Perhaps you're like us and the holiday break made you forget things like your passwords, how to type, and other important things.  

If you find it also made you need a bit of a refresher on how to do certain tasks in Workday, we've got your back. 

The Finance Trainers have a whole new slate of Time With a Trainer hours plotted out for the near future (end of January, February, & early March).  

Head over to the Workday Finance Training page to choose the area with which you need assistance and sign up for some one-on-one time with an expert!

Annual T&E card training begins on February 1, 2023

Annual T&E card training begins on February 1, 2023. We look forward to providing this training to give cardholders the most current information on T&E Card policies and procedures.

Cards must be suspended for any leave that will be longer than three weeks by submitting a T&E Card Change Request Form at https://uvafinance.virginia.edu/resources/te-card-change-request

If you will be on leave in February, please contact us at card@virginia.edu to prevent your card from being canceled for not completing annual training.

Please contact askfinance@virginia.edu for T&E card questions.

Register for Records & Information Management Basics on January 19 or April 1

Join our friends at Records & Information Management for helpful virtual training in January and April.  

Learn how to identify records, manage them responsibly, and properly dispose of them.  

See the spring schedule and register here:  https://recordsmanagement.virginia.edu/events

Our Trainers have Time for You!

Are you struggling with a Workday Financials topic?  Have a question about a transaction?  

Sign up for a one-on-one Time with a Trainer session, during which UVAFinance training team members can answer specific questions and provide live demonstrations. 

Schedule a meeting today using the links below (also found on the Workday Finance Training page).

• Account Certification, Accounting Journals, Accounting Adjustments, Customer Accounts, or Ad Hoc Bank Transactions: https://calendly.com/workdayfinancehelp4/danielle-hancock
• Purchase Requisitions, Purchase Orders, Supplier Invoice Requests, or Invoices: https://calendly.com/workdayfinancehelp1/jack-jensen
• Payroll Costing Allocations, Payroll Accounting Adjustments, or HCM Subtasks for Payroll Costing: https://calendly.com/workdayfinancehelp2/erika-priddy
• Expense Reports or Gift Requests: https://calendly.com/workdayfinancehelp3/linda-leshowitz

Upcoming Records & Information Management Training

 

 

Visit the Records & Information Management webpage to register for their next RIM Basics Training on December 14 at noon.  While you're there, you can also see the spring training schedule.

Office Hours Turns into Time with a Trainer

Since July 11th we’ve had ~3000 attendees participate in open office hours! As people are beginning to feel more confident and many questions have been addressed attendance has significantly decreased.

To continue to support our stakeholders as we go through this learning journey, instead of open office hours, we will be offering individual 1:1 time with UVAFinance training team members in November and December for assistance with specific questions.

To schedule a meeting, visit the Workday Finance Training page and click on the link that corresponds with the functional area and follow the instructions to schedule the meeting. You will receive an email confirmation immediately. Be sure to click on the button (in the confirmation email) to add the meeting to your calendar.

We look forward to continuing to support you!

Use WalkMe for help with Workday Financials

Workday Digital Assist (WalkMe) provides immediate guidance in the Workday System itself.  Users must install WalkMe in their broswer to be able to utilize the full functionality of the tool.  

If you see Need Help? in the top right when you're in Workday, you have the extension and you're good to go!  If not, click this link and you can get the extension: https://hr.virginia.edu/workday-central/workday-digital-assist

WalkMe provides:

• A Need Help Menu:  Menus on the Workday Homepage whener users can click on a topic (such as Expense) to find specific quick reference guide links (without having to visit the Workday Finance Training page)
• WalkThrus: Popup instructions that guide users through business processes in real time
• Launchers: Buttons that link to other help content like Smart Walk Thrus and QRGs directly in the task or transaction.
• SmartTips:  Advanced tooltips that help users understand fields and steps in a business process.

Check out this helpful tool the next time you're in Workday!

Help with Workday Financials

While instructor-led training for Workday Financials is no longer being offered, there are still lots of ways for you to learn more about the system and get the help you need.  

Self-Paced Courses  The self-paced courses below are recommended for employees looking for a refresher or to learn more about a particular topical area:​

• Account Certification​
• Approving Transactions as a Cost Center Manager​
• Expense Reports​
• Purchase Requisitions – Employee as Self​
• Workday Reporting​

Note that the courses above will not appear in your learning program; you must search for the course by title.

Quick Reference Guides  Quick Reference Guides are regularly updated with additional detail to instructions.

• Some updates are based on end-user feedback, while others are the result of system updates​
• Each QRG is labeled with the date on which it was last updated; please access QRGs directly from the training webpage and do not save them locally on your computer

Office Hours  Office Hours continue through October.  

• October Office Hours Schedule and links to attend
• Handy "cheat sheet" to see which sessions to attend

WalkMe in Workday

Workday Digital Assist provides immediate guidance and in-system access to quick reference guides!  Read more here.

Office Hours Continue through October

Office Hours will continue this October; see the full schedule here.  You'll see a wealth of sessions on a variety of topics. 

Not sure which session will best address your questions?  Use the handy "cheat sheet" below!

1. Questions about the account certification process, accounting journals, or accounting adjustments? Check out Accounting Office Hours.
2. Questions about budget management or Adaptive? Check out Budget Office Hours.
3. Questions about requesting new values, edits to existing values or the deactivation of existing values on FDM Worktags? Check out FDM Interim Process Office Hours.
4. Questions about the new Workday R2 Release, Worktag use, security roles, approval routing, Workday policies, or notifications? Check out General FIN Workday Office Hours.
5. Questions about funds available for PIs to view and Grants-related reports? Check out Grants Management Office Hours.
6. Questions about costing allocations, accounting adjustments, or HCM subtasks? Check out Payroll Office Hours.
7. Questions about which reports to run in order to complete a certain task or what dashboards are available in Workday? Check out Reports & Dashboards Office Hours. Have questions specific to UBI reports? Check out Reports (UBI Only) Office Hours.
8. Questions about purchase requisitions, purchase orders, spend categories, expense reports, or supplier invoices? Check out Spend Office Hours.
9. Questions about how to use the new Tuition and Fee Proposal Tool in Smartsheet? Check out Tuition and Fee Proposal Tool Office Hours.

_________________________________________________________________

Other opportunities for Workday Financials help.

September Office Hours & Training Resources

Topic-based office hours continue through September.  Sessions include reporting and dashboards, payroll, account certification, and other popular topics, plus new additions such as the Workday R2 Release and the Tuition and Fee Proposal Tool.

You can find the September office hours schedule on the Workday Finance Training page, along with a wealth of other resources.  

A note about role requests:  if you request a role through the System Access Request process in Workday, remember that training must be completed before the role will be approved.  Read more about the process and view some frequently asked questions about it.

Extension of Deadline for Workday Finance Training Completion

In recognition of staff vacations and faculty returning to Grounds, we're extending the deadline for Workday Finance users to complete training to August 31, 2022. Users' assigned training in Workday will still show a July 31 deadline even though the grace period is in effect.

Links to the self-paced training for every role are available on the Workday Finance Training page.

Thank you for your continued support of the Finance Strategic Transformation project. We appreciate your help as we get all of our users in the best position to start the academic year in the new system.

Related:  How to Request Access (or removal) for Security Roles

Resource Reminders

Issues and Updates

• System / Status Updates in the blue bar at the top of every UVAFinance site page; also linked on the left-hand side of the home page. 
• Timely Updates on the FST project landing page
• Items still in progress post Workday Financials' launch on the FST project landing page

Training and Support

• Bookmark the Workday Financials Training page on the UVAFinance website.  Includes:
• Schedules for July and August Office Hours
• Links to Online, web-based training
• Slides and demos from training sessions
• Quick Reference Guides (note:  these are frequently updated; please visit the site to make sure you're accessing the most recent version)
• Workday Digital Assist is available in Workday Financials for help as you do your transactions.  Be sure you have enabled Workday Digital Assist to access this extra help.
•  Finance Solution Center:  askfinance@virginia.edu; 434-924-3400
• Adaptive Planning Resources
• Faculty Resources

Training Refreshers and Resources

Workday Financials is live and we're all putting our training to good use, attempting our tasks in the new system.  If you're finding that you need a reminder or two on the right steps to take, you're not alone, and the Training Team has resources to help:

• Office Hours:  Trainers and functional experts are hosting subject-specific office hour sessions where you can drop in and get your questions answered.  See the full schedule here.   NEW:  We've added sessions that focus on Delegation!
• Quick Reference Guides: You can find a QRG under each course listed on the Workday Finance Training page.  QRGs are updated frequently based on feedback; we advise always coming to the site for the latest version.
• Slides and Demo Recordings from Classes: In addition to the QRGs, we have also posted slides from instructor-led classes as well as demonstrations of tasks that were shown in the class.  Find these under each course listed on the Workday Finance Training page.

If you'd like a more complete refresher, remember that you can access the web-based training at any time (and they're handily linked under each course listed on the Workday Finance Training page).  

Still have training to finish?  Don't wait! Sign up now!  View the July training calendar here. 

Get your Training Done; Mark your Calendar for Office Hours

There are just a few business days to complete your training prior to the July 5 launch of Workday Financials! 

With few exceptions, training is required. For all required courses, there are self-paced options available. If you will be assigned a role, you should find the required learning program in Workday Learning. 

In addition to the self-paced options, there will be limited instructor-led sessions available in July as well as office hours. Required training must be complete by July 31, 2022, to maintain the assigned role.   

If you have any questions about training, please contact askfinance@virginia.edu.

Visit our Workday Finance Training page to learn more.  You'll see the July Training Schedule, Office Hours Schedule, and more!

Want to help your school/unit win a prize? The first three schools or units to reach 100% required training completion will receive breakfast from the FST team!

Keep or Delete from Records & Information Management

If you're cleaning up your file storage, are you sure you know what you're supposed to keep and what you can delete?   RIM can help you sort yourself out, literally and figuratively!

The July 7, 12:00 to 12:30 session introduces strategies to clean up legacy electronic storage. Participants will review practical steps to remove clutter and chaos of department electronic storage to a well-managed repository. Attendees will learn about the RIM offered electronic records clean-up service.

This 30-minute class is part of a six-part series covering specific topics in managing information and records in the electronic environment. Attendees can complete all sessions or only those sessions to help with specific issues or transformations.

Register on the RIM webpage: https://recordsmanagement.virginia.edu/clean-it-keep-or-delete 

Training Update

I feel so much better about being able to help my colleagues! 

The activities we walked through on our own really helped me understand how to navigate Workday and complete the tasks.

I went in today feeling comfortable with this subject  and now I feel like I can do this with even more confidence.

I am glad to have access to the tenant for a while. I will make use of it!

The comments above are from a few of the approximately 1100 users who've taken Workday Financials training so far.  Stakeholder response to training has been overwhelmingly positive, and when stakeholders are feeling confident about the transition to Workday, we can all feel a little better about July 5's launch.

Training Resources

Visit the Workday Financials Training Resource page for training-related information.  Things to note: 

• Quick Reference Guides have been posted for most courses.  You can review relevant QRGs related to Workday navigation, approvals, dashboards, delegation, and more. 
• Slides from courses are being posted under the course title accordion items on the webpage.
• The Security Role & Training Overview gives you a rundown of what courses require training, which don't, and what resources are available to both

Staff in all departments should register for Employee as Self self-paced courses, including "Introduction to Workday Financials," "Purchase Requisition - Employee as Self," and "Reporting."

Training and Finance Reporting

There are also numerous training-related resources available for finance reporting.  These resources are in the form of stand-alone training, QRGs, and as part of instructor-led and self-paced courses. 

• Finance Reporting Training:  This is a self-paced course that will be available for employees on Workday Finance Reporting.  The objectives covered in each course are as follows:
• Provide an overview of Workday reports and Fiscal Admin Dashboard
• Explain how to access reports and dashboards in Workday
• Add and manage favorites for reports
• Explain and review the various report and dashboard fucntionalities
• Training Materials: Quick reference guides that provide step by step guidance for Finance reports.  We have developed QRGs specifically related to
• Reporting Functionality
• Fiscal Admin Dashboard
• Grant Admin Dashboard
• Reporting Topics Incorporated into all other Finance Courses:  Each instructor-led and self-paced training course provides a list of reports related to the transactions covered in the course and how to run a report in Workday.

Questions or concerns about training?  Reach out to us at askfinance@virginia.edu!

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