Last Day List: Critical Cutover Information for Leaders
8/20 Update to HR Core: Deleted Move worker to another manager/supervisory org.
8/4 Update to Supply Chain: Capital, Service, and Bill Only POs freeze on 9/16; Goods & Inventory POs (aka Non-Stock & Stock POs) will freeze on 9/23
6/24 Update to Finance: Dates and wording updated to July 1 – Mid Nov. No new cost centers, cost center name changes, cost center hierarchy changes, or reorganizations.
6/19 Update to Core HR: First date in the new system for Sup Org changes (including re-organizations) was updated to mid-November.
See 6/5 Updates to Learning
See 6/4 Updates to Benefits and Payroll
Our UKG go-live is September 21, with the Workday and the expanded Employee Center go-live set for October 1. However, HR, Finance, Supply Chain and TSG have months of preparation activities to complete in advance.
For your convenience, we have provided critical dates that support the cut-over process. Unless otherwise noted, departments will not be able to perform the tasks between the last day in the current system and the first day in the new system.
What Does This Mean for You?
Plan ahead. Do as much as possible before the Last Days shown below.
Do not request the activities below between the Last Day and First Day. Please respect these dates. Making changes to our current systems during the freeze dates interrupts the teams’ ability to perform final data conversion and set-up of the new systems. It puts patient care, the go-live date and possibly on-time payroll at risk.
Do not print this list. Use this as the one location for this information, so that you have all additions and updates. We encourage you to check back to ensure you have the most current information.
Human Capital Management
Last Day in Legacy | First Day in Workday | Activity | Notes |
|---|---|---|---|
Benefits | |||
| Sept. 12 | Oct. 1 | New hire benefit events | New hires starting on Aug. 25 and Sept. 8 encouraged to enter benefit elections by Sept. 12 |
| Sept. 12 | Oct. 1 | Change benefits for life/qualifying event | |
| Sept. 12 | Oct. 1 | Change beneficiary | |
| Sept. 12 | Oct. 1 | Change to Dependent Care/Healthcare FSA | |
| Sept. 12 | Oct. 1 | Change/drop dependent event | |
| Sept. 12 UPDATED 6/4 | Oct. 1 | Submit licensure/certification reimbursement request | |
| Sept. 12 UPDATED 6/4 | Oct. 1 | Submit licensure/certification bonus request | |
| Sept. 12 UPDATED 6/4 | Oct. 1 | Submit Tuition Reimbursement/Tuition Assistance requests | |
| Sept. 12 UPDATED 6/4 | Oct. 1 | Submit Childcare Subsidy amounts | |
| Sept. 13 | Oct. 1 | Update leave status | |
| Sept. 19 | Oct. 1 | Updates to pension | |
| Sept. 19 | Oct. 1 | Change retirement savings | |
Compensation | |||
| July 27 | Oct. 1 | Request compensation change - special adjustments | |
| July 27 | Oct. 1 | Request new/changes to pay premiums outside of hiring event | Weekend, Resource Pool, Flex |
| July 27 | Oct. 1 | Process market adjustments | |
| July 27 | Oct. 1 | Create net new compensation grades | |
| July 27 | Oct. 1 | Change 12-digit position code | Includes: grade changes, remapping employees to different job code, exemption status changes on job, shift code |
| Feb. 17 | Oct. 1 | Create new/change job profiles (4-digit job code) | Part of the Workday configuration freeze that was effective Feb. 17 (freeze already in place) |
| Sept. 1 | Oct. 1 | Request compensation change - education related | Processed quarterly |
| Sept. 13 | Oct. 1 | Request compensation change – allowances/recurring payments | Interim pay, mobile phone allowance, commuter allowance, etc. |
| Sept. 13 | Oct. 1 | Request/process one-time payments | Bonuses, stipends, non-recurring repayments, etc. |
Core HR | |||
| July 1 | mid-Nov. UPDATED 6/19 | No new/changes to Supervisor Organization structures/relationships including reorganizations | |
| July 27 | Oct. 1 | Changes to UKG/Kronos codes and shift codes (ad hoc) | |
| Sept. 8 | Oct. 6 | External hires | No hires starting Organization/System Orientation on Sept. 22 |
| Sept. 12 | Oct. 1 | Change contact/personal information (name changes, emergency contact, address, marital status, etc.) | |
| Sept. 13 | Oct. 1 | Adding/changing additional jobs (secondary positions, etc.) | |
| Sept. 13 | Oct. 1 | Changes to status (FT, PT, etc.) and FTE value | |
| Sept. 13 | Oct. 1 | Separate/terminate employees | Allow pending separations but not process during catch-up period. Process on Sept. 30 and catch up in Workday. |
| Sept. 13 | Oct. 1 | Vaccines and workplace tests | Employees who submit vaccines and workplace tests up until Sept. 28 will be entered into Workday during the Sept. 29 - 30 hard freeze/quiet period. |
Learning | |||
| Sept. 15 | Nov. 3 | Assign or enroll in education | UPDATED: 6/5 Any assigned training must be completed by Nov. 3. Required training not completed in Cornerstone by Nov. 3 will be re-assigned in Workday for completion. All progress made in Cornerstone will be lost. |
| Sept. 15 | Oct. 15 | Enrollments in RQI, NRP, or Non-Violent Crisis Intervention elearning modules | UPDATED: 6/5 RQI, NRP and Non-Violent Crisis Intervention elearning modules assigned in Cornerstone on and after July 1, must be completed in Cornerstone by September 15. Past due modules will result in expired AHA or NRP certifications. NVCI elearning module progress will be lost and may result in an expired NVCI certification. Employees will receive their RQI, NRP, and Non-Violent Crisis Intervention elearning modules in Workday Learning on October 15 |
| Sept. 15 | Annual skills checklists | UPDATED 6/2 This applies to annual skills checklists in Cornerstone and annual skills validations assigned in Elsevier Clinical Skills | |
| Sept. 15 | Cornerstone checklists | UPDATED 6/2 No new checklists will be assigned in Cornerstone | |
| Nov. 3 | Oct. 1 | Orientation/required training | Any orientation or required training assigned in Cornerstone will be completed. |
| N/A | After Nov. 1 | Elsevier Clinical Skills | ADDED 6/2 All Checklists and Clinical Skills will be assigned in Elsevier Clinical Skills |
Payroll | |||
| Sept. 12 ADDED 6/4 | Oct. 1 | Payroll | W4 tax withholdings |
| Sept. 12 ADDED 6/4 | Oct. 1 | Payroll | Direct deposit setup/ changes |
Recruiting | |||
| Sept. 13 | Oct. 1 | New job requisitions approved (new or replacement) | |
| Sept. 13 | Oct. 1 | Change/close job requisitions | |
| Sept. 13 | Oct. 1 | Close/change evergreen requisitions | |
| Sept. 13 | Oct. 1 | Internal job changes | Lateral transfers, upgrades, promotions, demotions. |
| Sept. 28 | Oct. 1 | Job applications—internal and external | Applicants who apply in SAP (and are not in offer stage) up until 9/28 will be entered into Workday during 9/29-9/30 hard freeze/quiet period. |
| Sept. 28 | Oct. 1 | Offers to candidates | Offers made in SAP prior to 9/28 will be completed in SAP and direct hired into Workday. Verbal offers made after 9/29 will be caught-up in Workday. |
| Sept. 28 | Oct. 1 | Post job status | Filled postings will be taken down by Recruiters during catch-up period and updated in Workday. |
Talent | |||
| Ongoing | Oct. 1 | Disciplinary actions | DA’s completed after 9/14 will not be processed in Lawson and will be entered into Workday after go-live. |
| Ongoing | Oct. 1 | Performance improvement discussions | |
| Ongoing | Oct. 1 | Development plans | |
| Sept. 13 | Oct. 1 | New/changes to certifications in Cornerstone | |
| Sept. 13 | Oct. 1 | New/changes to education/degrees in Cornerstone and Lawson | |
| Sept. 13 | Oct. 1 | New/changes to clinical licensures in Lawson | Clinical licensure changes after 9/14 will not be processed in Lawson and will be entered into Workday after go-live. |
| Sept. 13 | Oct. 1 | End-of-orientation reviews | |
| Sept. 28 | Oct. 1 | Providing feedback | |
Supply Chain Management
Last Day in Legacy | First Day in Workday | Activity | Notes |
|---|---|---|---|
| July 21 | Oct. 1 | Supplier Soft Freeze | Soft freeze means we are dual entering data in Lawson and Workday, no change in customer behavior |
| July 21 | Oct. 1 | Purchase Item Soft Freeze | Soft freeze means we are dual entering data in Lawson and Workday, no change in customer behavior |
| Aug. 4 | Oct. 1 | Supplier Hard Freeze | Hard freeze means we are no longer creating the data in Lawson unless it is an emergency, but we are creating that data in Workday for Oct. 1 |
| Aug. 4 | Oct. 1 | Inventory Site Hard Freeze | Hard freeze means we are no longer creating the data in Lawson unless it is an emergency, but we are creating that data in Workday for Oct. 1 |
| Aug. 4 | Oct. 1 | PAR Area Freeze | |
| Aug. 21 | Oct. 1 | Purchase Item Hard Freeze | Hard freeze means we are no longer creating the data in Lawson unless it is an emergency, but we are creating that data in Workday for Oct. 1 |
| Sept. 1 | Oct. 1 | Sourcing & Contracting | All sourcing and contracting activities will no longer be put into Lawson, but contract processing and signatures will continue as usual and be loaded to WD after Oct. 1 |
| Sept. 12 | Oct. 1 | Last Requisition Date | Any urgent needs will need to be manually processed without the ERP, you will still accomplish this via Jira Service Desk - but only high priority marked tickets will be processed |
| Sept. 16 | Oct. 1 | Capital, Service, and Bill Only POs freeze. UPDATED 8/4 | Any urgent needs will still be ordered with a manual PO #, tracked manually in spreadsheets for load to WD on Oct. 1, and with the buyers calling in orders to suppliers - with nothing entered into Lawson |
| Sept. 23 | Oct. 1 | Goods & Inventory POs (aka Non-Stock & Stock POs) will freeze UPDATED 8/4 | |
| Sept. 25 UPDATED 6/2 | Oct. 1 | Last Receipt Date | Any goods received after this date will be manually tracked in a spreadsheet for receipt for load to WD on Oct. 1, but nothing will be put into Lawson |
| Sept. 25 UPDATED 6/2 | Oct. 1 | Last Inventory Issue Date | Any urgent inventory issued out of the warehouse after this date will need to be tracked manually in a spreadsheet for load to WD on Oct. 1, but nothing will be put into Lawson |
| Sept. 25 UPDATED 6/2 | Oct. 1 | Last Invoice Entry Date | No invoices will be paid from this date until after they are loaded in WD on Oct. 1. Every invoice from before this date will be paid before Oct. 1. Suppliers should see no delay in our ability to meet payment terms |
Finance
Last Day in Legacy | First Day in Workday | Activity | Notes |
|---|---|---|---|
| July 1 | mid-Nov. | No new cost centers, cost center name changes, cost center hierarchy changes, or reorganizations DATES and ACTIVITY UPDATES 6/24 | |
| Aug. 1 | Oct. 1 | No new requests for activities | |
| Aug. 1 | Oct. 1 | No changes to Epic charge/adjustment codes | |
| Sept.17 | Oct. 1 | All invoices and liabilities due for inclusion in Year End financials, including Nexus go-live and Crystal Springs Tower expenses | This is a shift from typical dates |
UKG Timecards and Schedules
Last Day in Legacy UKG Workforce Central | First Day in UKG Pro Workforce Management | Activity | Notes |
|---|---|---|---|
Scheduling | |||
| N/A | Aug. 17 | Soft Go Live (Scheduling only) | Production available for schedulers only |
| N/A | Aug. 18 - Sept. 19 | Basic Scheduling Labs—Basic Schedulers attend to verify information and enter schedules and PTO requests in preparation for go-live | Managers need to determine the last day for the entering of PTO in WFC (consider Aug. 18 – Sept. 21) |
| N/A | Aug. 18 - Sept. 19 | Advance Scheduling Labs—ADVS Schedulers attend to verify information, enter the last two weeks of current schedule (Sept. 21 – Oct. 4), and enter PTO in preparation for go-live | Schedulers will need to go back in and finish after schedule sign up closes. Managers need to determine the last day for the entering of PTO in WFC (consider Aug. 18 – Sept. 21) |
| Aug. 26 - Sept. 9 | N/A | Schedule sign up | Employees select their shifts for Oct. 5 - Nov. 1 |
| Sept. 16 | N/A | Last time TSG posts the schedule | For period of Oct. 5 - Nov. 1 |
| Sept. 21 | Sept. 21 | Go-live—UKG Pro Workforce Management is available to everyone. ADVS employees can see the remaining two weeks of the current schedule and the whole next schedule | Near go-live you will be notified of the time of cutover. |
| Sept. 21 | Sept. 23 - Oct. 7 | Schedule sign up | Employees select their shifts for period of Nov. 2 – Dec. 13 |
| N/A | Oct. 21 | First time managers post the schedule | Managers balance and post schedule for period of Nov. 2 – Dec. 13 |
Timekeeping | |||
| Sept. 20 | Sept. 21 | Punching—UKG Pro Workforce Management is available to everyone. | Near go-live you will be notified of the time of cutover. There will be some employees who clock-in in one system and out in the other. UKG Administrators will migrate punches for managers and timekeepers |
| Sept. 20 | Oct. 6 | Payroll close (Kronos Mondays) | Timekeepers go into WFC verify and approve timecards |
| Sept. 26 | Oct. 10 | Paychecks |
