Phone: (217) 523-4747

Workday – A better way to work. 

Going live in January 2022


HSHS is moving to a single technology platform for HR and payroll processes - Workday - that will modernize the technology experience, give access to all colleagues and streamline processes.

Why are we making this change?
Digital technologies have transformed our lives and how we serve our patients.  We offer direct online access to treatment plans and records for patients and their care-givers, promoting efficiency and superior care.  In turn, we need to offer our colleagues similar convenience and access to their personal and work information. 

These digital technologies also give us tools and practices that increase effectiveness and efficiency, contributing to the sustainability of our mission. 

Why Workday?
Workday, a leading cloud-based system, offers HSHS a single data management solution that gives users the ability to begin, track and, in most cases, complete payroll/HR processes using a consistent user experience with no paper forms.

The platform is user-friendly and accessible through multiple mediums, including a mobile app. Direct access increases the speed of approvals, reduces the number of steps, and eliminates errors and “back-and-forth.”

You — in your role as a colleague or leader —  will have a personalized dashboard where you will start (and often finish) actions within the same system. Workday increases efficiency by providing a consistent HSHS approach to processes, and easy access to data. Colleagues can collaborate, analyze and make faster and better decisions. 

When do we transition?
Starting in January 2022, Workday will replace PeopleSoft Human Capital Management (HCM) and other systems, including Halogen and Healthstream (except for clinical assignments), as the one-stop-shop for accessing personal, employment, organization, pay and benefits information anytime, anywhere.
 

What’s changing with the move to Workday and API Time and Attendance? 

Shared in The Dose on Nov. 1, 2021

Within previous editions of The Dose, we have shared information related to the ongoing implementations and December 2021 go-lives of API Time and Attendance and Workday. In the coming weeks, we look forward to sharing additional detail about these systems via The Dose as well as offering education to both leaders and colleagues. Workday education for colleagues will occur beginning in December and will consist of virtual education designed to provide you with an overview of Workday. Watch for additional detail on Workday education in the coming weeks.
 
To help you know what to expect, API Time and Attendance and Workday education sessions will focus on the changes outlined below.


 
CLICK HERE for the Workday Leader Toolkit

CLICK HERE to access Imprivata Download How To Information

Click on the icon below to access FAQs on the Workday and API MyTime transition

Tutorial Videos

What we will implement in Workday:


Phase 1
  • HCM (Human Capital Management)
  • Onboarding
  • Benefits
  • Payroll
  • Absence Management and Time Tracking (with API time entry and time off requests and approvals) 
  • Advanced Compensation
  • Performance & Talent
  • Succession
  • Learning
  • Reporting and Analytics
What’s not changing:
  • API scheduling (for those departments that currently utilize this)
  • Using API time clocks to track time
  • iCIMS (applicant tracking system)

Future training will focus on preparing leaders and colleagues to do these top tasks in Workday:
 
MANAGERS COLLEAGUES
  • Time card/time-off approvals (in API) 
  • Requisitions
  • Job changes
  • Compensation changes
  • Terminations
  • Corrective actions
  • Security roles/Job architecture
  • Time approvals
  • Performance Mgmt (shortly after go-live)
  • Annual performance review (later in year)
  • Pay
  • Taxes
  • Time off requests in API
  • Benefits
  • Personal information
  • Things now done in PeopleSoft Employee Self-Service (ESS)
  • Performance feedback/recognition
  • HR training in January (assigned education) 


View a flyer of the upcoming Workday implementation by clicking here.  
 


Shared in The Dose on August 9, 2021

Workday update: Important information on pay date changes
With the Workday implementation for colleague record management that will occur in January 2022, HSHS will consolidate all colleagues to the same pay period and pay date schedule. This streamlined pay schedule is “a better way to work” and will result in pay dates moving from Thursday to Friday for all of HSHS in 2022.
 
Colleagues paid by COR, HFG, PCC, SAE, SEO, SFL, SJB, and SJH are affected by this pay schedule consolidation in the following way:
  • Colleagues at these ministries will continue with their normal payroll schedule through the December 23, 2021 pay date.
  • They will then have a one-week pay period for hours worked December 19, 2021 to December 25, 2021 that are paid on December 30, 2021. This one-week pay will allow these ministry pay schedules to align to the new 2022 HSHS consolidated pay cycle schedule.
  • Deductions that will be taken from the one-week pay are taxes, garnishments, tax deferred annuity contributions, and cafeteria or gift shop purchases with a colleague badge.
 All HSHS colleagues will then be aligned to the same pay date of Friday, January 14, 2022 for time worked from December 26 to January 7, 2022. This will begin the common bi-weekly pay schedule moving forward for all HSHS colleagues with pay dates on Friday.
 
This information is being communicated in advance to allow colleagues time to prepare. Watch for future communications in The Dose with the “A better way to work” logo and check the Workday portal at benefits.hshs.org/workday for more information.