Feedback
We welcome any and all feedback about the Mission: All Together 2025 project.
Please fill out our feedback form.
FEEDBACK Q&A
General Workday Questions
How secure is Workday? How will we know employees are accessing their accounts and not someone else’s?
Will the system send us an email when there is an action to take in Workday?
Does “Talent & Performance” replace current performance evaluations?
Who can see birthdays in Workday?
Will Banner go away when Workday is implemented?
This December, we will launch Workday for Finance, HR, and Payroll. In some instances, Banner will continue to be used in those areas. Meanwhile, Banner will be used for Students while we develop and implement Workday Student (SIS) as a part of Mission: All Together 2025.
Do we need to focus attention on Banner 9 training when Workday is around the corner?
Please check with your manager to determine if Banner 9 training is relevant to your role at your college. Again, it is important to remember that we will continue to use our legacy (Banner) system for all Student Information Systems processes until 2025.
The spacing on the screen seems extreme. Is that configurable?
No, this is not a configurable element of Workday. Workday will alter based on the browser and magnified settings, however. Please use zoom to change or alter the spacing of the fields.
What programs are being eliminated by Workday?
Banner will be eliminated (for most schools) starting with the HR and financial components – a student version is coming later. Third-party add-on applications we be decided by each college. The goal is to eliminate as many third-party applicatiaons as we can. Workday offers a lot of capabilities to allow us to be more efficient without some of those products.
What kind of integration of scheduling software is expected since Workday does not have that capability?
The plan for a scheduling software solution will be developed when we begin working on the student module. The CHESS Board will form and articulate visionary goals for what they hope to accomplish with the student module with alignment in mind.
Is there a public timeline for the work being done?
The Workday timeline is posted HERE. It’s also included in the CHESS Connection newsletter, which is shared with all employees twice a month.
I’m a Tech in Applied Technologies at CNM. How can I use workday to look up CNM Tag numbers on our equipment?
The CNM asset tag number will be captured in the Asset Identifier field and will be available in reports and can be searched in the search bar.
If employee makes a mistake with the leave request, is there a feature to change it or even cancel it?
Yes, the employee can cancel it or the manager can send back the request so changes can be made.
The Workday Implementation Team has worked hard to align process, procedures, and policies to create efficiencies in our work flow and operations. How will these efficiencies translate into benefits or profit?
The benefits look different for each college. Here are some examples.
- The biggest efficiency is management of the technology itself. Wave 1 schools all use Banner, and Banner requires a full deck of employees or expensive third-party consultants to assist with what you need to do in Banner. Because Banner is housed on servers that live on each campus, you have to have the staff to take care of them, maintain them, and provide the space to house them. Workday will be on a single instance cloud-based system. It will be much easier to pull data and create reports.
- Another efficiency is staffing. Some colleges will benefit by building capacity and freeing employees to focus more fully on serving students. Other colleges may have the opportunity to realize cost savings. Some colleges don’t have adequate staffing for separation of duties. If you have the same person entering HR data into the system who is also running payroll, there is a risk to that. Through Workday and our shared services approach, a college with that challenge can access separation of duties to build in a best practice that may be lacking.
- Another efficiency we measure is the percentage of business processes that we have been able to align across the colleges, currently around 93%. This is a huge achievement since there are hundreds of business processes. By aligning business processes, colleges can support one another should an employee at one college not be available to run payroll, an employee with the security premissions at another college can step in.
When will employees be able to log on to Workday?
All Wave 1 employees at CCC, CNM, NNMC, and SFCC can log in to Workday at any time. Here’s how:
- CNM: Log in to myCNM on the website, select the Employee Tab.
- CCC: Three options. 1) Log in to Pathway, select the Services channel from the Employee tab, click on the Workday icon under the Employee Log in section. 2) Log in to Pathway, select the Services channel from the Employee tab, under the CHESS Dashboard, select Workday Log in. 3) From clovis.edu click on Log in, select Workday.
- NNMC: Choose the Log in to Workday link under MyNNMC.
- SFCC: Log in to MySFCC, click on the Workday icon in the Applications section.
Will manual work in Workday be three times what it is in Banner?
No. There will be a significant decrease of manual processes in Finance, HR, and Payroll. Student systems will continue to be in Banner until we implement Workday Student.
Are there plans to implement the Workday Strategic Sourcing-Contracts Management module sometime in the future?
That is something we haven’t decided on yet, but it is definitely in the parking lot to be examined.
Will retirement be included in the Benefits section of Workday so people will know when they will be eligible for retirement?
That information is provided directly from the Education Retirement Board. You will be able to see your contributions in a section of payroll, but you will need to go to the ERB to do your calculations for retirement.
It was a challenge for me to even get approval to use Banner. Will we have the same issues to get approval to use Workday. Or will all employees have access?
Workday is role based so you should automatically get access to what you need within Workday. All employees will have access to time entry and benefits functions.
Why didn’t people go to specific departments or areas and ask questions on the front end? It’s a struggle trying to figure things out on the back end.
Thank you for your feedback. Please let us know which departments or areas where we could have done a better job. Although every college had teams of people seeking input into business processes, we can always improve our approach.
Where do I find out how to put tickets into the services desk?
CNM – supportservices@cnm.edu
CCC – helpdesk@clovis.edu
NNMC – nnmc.zendesk.com/hc/en-us/requests/new
SFCC – oitservicesupport@sfcc.edu
Training Questions
How are we querying institutional impacts that could limit their availability for training at specific times?
We’ve asked each college for their college-level impacts and academic calendars. This information is being built into our infrastructure. We will provide a range of modalities, including webinars, tip sheets, and job aids.
When will training happen?
Training is available now for everyone. Go to the Training section HERE to learn more.
New employees come on board regularly. Are we prepared to have a system of training for all new employees?
Yes. We are prepared to train new employees. Training will be available in multiple modalities and on multiple dates so everyone is comfortable and prepared to use Workday. We know what training each employee will need to be successful. In addition, each time Workday provides new updates, we will provide training related to those updates. We have created a training framework that is sustainable, flexible, and easily adaptable.
Regarding the group of people who attended the User Readiness Review, what were they most excited about?
There were several things they commented on:
- Easy to use & easier than expected
- Confidence building
- Many efficiencies
- Time saving
- User Friendly
- Self-explanatory
When will financial aid staff be trained with payroll and other finance areas?
Workday Training is specific to each employee’s role based on the activities they perform. Human Resources, Payroll, and Finance training is available now. Go to the Training section HERE to learn more.
How will you notify staff of training they need to take?
Your college will use existing training structures and communication vehicles to announce when training modules launch for each assigned role.
What does stackable training for HR/Finance/Payroll mean?
Stackable training is designed to provide an introductory level of knowledge to Workday. Human Resources and Finance courses were recently launched with an orientation to the Workday platform and the terminology. All other Human Resources, Payroll, and Finance training will be stacked (built upon) this foundational knowledge. Each knowledge area will have its own training designed to be supported by this foundational knowledge.
For new employees, will trainings be recorded from live presentations or videos?
Trainings will be available through on-demand videos and recordings of instructor-led sessions.
What does a faculty member need to be trained in the new system?
Faculty members have specific training sessions that include the content from the All-Employee training with additional information for faculty roles. There is no need to take both the All-Employee training and the Faculty training.
What are the training expectations for CHESS and the colleges?
CHESS provides a level of training about the Workday process. Because CHESS isn’t familiar with the differences in the individual legacy processes at each college, it is incumbent on the college team to provide more specific training; for example, “Here’s how you used to do it, here’s how you do it now.”
Time Entry and Leave Questions
When requesting time off, does Workday allow us to choose, for example, four hours one day and three hours the next day?
Yes, Please refer to the tip sheet on how to Request Time Off.
Will time-off requests automatically be added to time sheets?
When entering time, does the system keep defaults? For example: I normally work eight hours/day, Monday-Friday. Would I only need to edit variations from my regular schedule?
Will we not got to myCNM to submit time off? Or will there be another way to submit time?
You will go directly into Workday to submit time and time off requests.
Are salaried staff now going to be required to enter daily time tracking?
No. Only non-exempt employees are required to submit time sheets. Exempt employees will only submit time off requests.
Are employees able to use the mobile app to enter time?
Yes, employees can log their hours through the mobile app.
How will staff enter overtime?
Workday is robust. Hourly employees enter the time they worked as regular time, and Workday will calculate overtime based on FLSA standards.
Will requesting leave in advance be an issue? If someone will have enough time off available to take a week off in January, but hasn’t earned it today, can they?
Requesting leave in advance is preferred. Workday can calculate the leave accruals into the future to predict balances for a time off request.
If employee makes a mistake with the leave request, is there a feature to change it or even cancel it?
Yes, the employee can cancel it or the manager can send back the request so changes can be made.
If there is not "requested" time, for instance, call-ins, do they submit that on the request or on the timesheet?
Any time off would have to be through the absence app, not the time sheet. In this case, they would submit both the absence request and the time sheet.
How will stand-by (on call) pay be managed?
There is an option on the time sheet to declare on-call hours.
Will leave requests beyond 12/17 need to be captured and reentered?
If you’ve entered a request for leave in your current system, we will use data transfer to bring that information into Workday. The Cutover Team will validate to make sure all the information has been captured.
General CHESS Questions
How will CHESS assist those with limited English proficiency?
What’s different about CHESS is that the presidents of your colleges serve on the CHESS Board. Rather than at the CHESS level, each college will assist those with limited Engllish proficiency based on the individual needs of the college community. For now, diversity, equity, and inclusion, as well as accessibility, and translation services, among other initiatives, are all managed at each college. In the meantime, CHESS provides the opportunity for the colleges to come together as a group and say this is the policy that works the best for everybody.
CHESS is leveraging its resources to partner with CNM Translation Services. We are preparing our training to make sure every employee is ready to use Workday, regardless of English proficiency, because every employee will use the Workday system. Tip sheets in both Spanish and Vietnamese are available HERE.
The Workday Implementation Team has worked hard to align process, procedures, and policies to create efficiencies in our work flow and operations. How will these efficiencies translate into benefits or profit?
The benefits look different for each college. Here are some examples.
- The biggest efficiency is management of the technology itself. Wave 1 schools all use Banner, and Banner requires a full deck of employees or expensive third-party consultants to assist with what you need to do in Banner. Because Banner is housed on servers that live on each campus, you have to have the staff to take care of them, maintain them, and provide the space to house them. Workday will be on a single instance cloud-based system. It will be much easier to pull data and create reports.
- Another efficiency is staffing. Some colleges will benefit by building capacity and freeing employees to focus more fully on serving students. Other colleges may have the opportunity to realize cost savings. Some colleges don’t have adequate staffing for separation of duties. If you have the same person entering HR data into the system who is also running payroll, there is a risk to that. Through Workday and our shared services approach, a college with that challenge can access separation of duties to build in a best practice that may be lacking.
- Another efficiency we measure is the percentage of business processes that we have been able to align across the colleges, currently around 93%. This is a huge achievement since there are hundreds of business processes. By aligning business processes, colleges can support one another should an employee at one college not be available to run payroll, an employee with the security premissions at another college can step in.
Why aren’t all the colleges from NMICC (New Mexico Independent Community Colleges) part of CHESS?
There are a lot of reasons why joining CHESS may or may not be a good fit. The most typical reason has to do with where a college is in their readiness to take on a project of this magnitude. This is absolutely an opt-in model, not a requirement.
Does CHESS reach out to the NMACC (New Mexico Association of Community Colleges) institutions as well?
NMACC is an association of branch community colleges, and they are all governed by the Board of Regents at a parent university. Those branches, because they are attached to a university, would not be a good fit for participating in CHESS because the parent university actually manages many of the functions CHESS will manage on behalf of the colleges.
Will this implementation be cost-saving and effective for the state?
The more we can share services, the more we can realize cost savings. The idea is to create efficiencies so funding can be redirected to important areas including student services, community and workforce needs, and to support faculty.
Are communications done at all the colleges in a similar way?
Each college has its own culture and communications system. The Communications Team and the Training Team are made up of individuals from all the colleges.
Student Information System (SIS) 2025 Questions
How do we safeguard our employees going into student to keep them from burning out after they transition into the implementation?
The lessons we’ve learned during the Workday Enterprise Resource Planning implementation for Finance, Payroll, and Human Resources are informing how we move forward. It makes sense for backfill to be handled centrally through CHESS. The colleges can pitch in, and CHESS can bring in the backfill positions that can be deployed to the colleges. This lessens the worries about not being able to find talent, talent turnover, or not knowing when to plan for backfill.
Will requesting leave in advance be an issue? If someone will have enough time off available to take a week off in January, but hasn’t earned it today, can they?
Requesting leave in advance is preferred. Workday can calculate the leave accruals into the future to predict balances for a time off request.
Will the integration of the course catalog into the system be addressed?
The catalog is part of the Student (SIS) implementation phase. We are doing early-stage planning now, and work should kick off later in the Spring. It is a lengthier process than the HCM and Finance implementation, more than a year. There will be specific teams assigned to integrating the catalog.
Will Ad Astra integrate with Workday, and if so, what is the timeline?
This is to be determined because it is related to Student. They will be assessing integration with Ad Astra next year.
Since Banner will be going away, will removing holds on student records be easier?
Issues related to student records will be addressed as we begin the implementation of Student but expect many of our processes to be easier. Workday is much more intuitive than Banner.
Will Degree Works be a part of Workday Student?
Through the implementation team process, we’ll assess whether we need to continue and integrate Degree Works or if Workday has sufficient functionality so that it can go away.
Will you ask for more or a different group of Change Agents for the SIS (Student) build?
When we develop the Change Agent Network for Workday’s Student platform, Change Agents who have been instrumental in launching Workday technologies in Human Resources, Finance, and Payroll will be sent a special invitation to continue their important work.
General Finance Questions
Currently, Administrative staff submits travel authorization requests. Will travelers be required to submit their own requests?
The individual responsible for entering travel authorization requests will be college specific; however, Workday enables spend authorizations to be entered by employees as well as on behalf of another individual.
Will our budget cost center codes be different in Workday (e.g., 1001-xxxx-xxxx-124)?
Yes. With the introduction of Workday, the codes will change.
How do we know if a Purchase Order (PO) is open or closed?
Accessing this information will depend on your role. For buyers, Workday delivers a report called, Find Purchase Orders, where the status (e.g., open, approved, closed) of each Purchase Order will be listed. Please note, security within Workday will limit the purchase orders visible to each employee. For requesters, Workday delivers a report called, Find Purchase Order Line and Line Splits for Organization, where the requester can find POs that are open or closed. This report can be selected to exclude closed or canceled POs.