Nexus Successful Go-Live Checklist

Go-live for any software is a busy time. Go-live for three large pieces of software requires all of us working together as a team. This checklist explains what to do and what to expect. There will be office hours and trainers will round in hospitals to assist with questions. 

Sunday, Sept. 14 – Saturday, Sept. 20: Ensure your PTO and timecards are correct 

• Employees and managers should routinely check timecards to ensure they are correct. This is very important because if a timecard is missing or incorrect, pay adjustments will not show up until the Friday, Oct. 10 paychecks.
• All PTO requests and approvals for dates before Sept. 21 should be entered into UKG Workforce Central (current system), NOT UKG Pro.  No data should be populating for any employee prior to Go Live on Sept. 21.
• PTO balances and changes will be integrated from UKG WFC to UKG Pro on Sept. 23 to allow the prior payroll period to completely close.
• Remember; All PTO that was in an approved status prior to Aug. 8 has already populated into UKG Pro. Any entries from that date until Sept. 21 will be automatically brought over on Sept. 23. You will not need to reenter these.
• If you have setup the UKG Pro app on your mobile device, please do not use it. Punches and PTO requests entered prior to Sept. 21 may result in pay errors and rework for you. 

Sunday, Sept. 21 at 8 a.m.: UKG Pro goes live for all Carilion 

• Some employees (if working during the switchover) will clock in with the old UKG system (UKG Workforce Central) and clock out in UKG Pro.
• Employees must have their badge to use a time clock. You can’t enter a badge number. Press the button on the screen first, then swipe your badge.
• The desktop icon will remain the same, but it will now open UKG Pro.
• You may begin using the UKG Pro mobile app after go-live. Your clock-in options remain the same. If you could not clock-in using mobile prior to Sept. 21, you won’t be able to use it after go-live.

Monday, Sept. 22 at 2 p.m.: Last Payroll Monday in UKG Workforce Central 

• This payroll is processed in the old UKG. The desktop icon will point to UKG Pro, so you will either need to use a bookmark or this link to UKF Workforce Central.
• If you entered PTO or other changes for you or your employees in the new UKG Pro Workforce before Sunday, Sept. 21, you will need to reenter them again into the old system UKG Workforce Central prior to timecard signoff.
• Timecard submission will be delayed by 2 hours to allow both employees and managers to confirm timecards are correct.
• Employees, ensure your timecard is correct. If a timecard is missing or not correct, pay adjustments will not show up until the Friday, Oct. 10 paycheck. 

Friday, Sept. 26: Last paychecks issued out of UKG Workforce Central 

• The Exploration Environment, or Workday Sandbox, closes.

Wednesday, Oct. 1 at 5 a.m.: Workday and expanded Employee Center go-live 

• Use the desktop icon to log into Workday or Employee Center. These are single sign on.
• All employees should complete Week 1 of the Getting Started Journey in Workday. This includes verifying that your W-4 and direct deposit information is correct.  Also, please confirm electronic delivery of your W-2 unless you prefer to receive your W-2 in the mail.
• All job aids for UKG Pro and Workday are accessible through Employee Center.
• You may begin using the Workday mobile app after go-live.

Monday, Oct. 6: First Payroll Monday processed in UKG Pro  

• Managers will need to approve their employees’ time in UKG Pro. 

Friday, Oct. 10: First paychecks out of UKG Pro  

• The Oct. 10 payslip will be the first one visible in Workday. You may view payslips from Sept. 26, 2025 and earlier in My Total Access until Feb. 28, 2026.