Mission: All Together

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.

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.

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.

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.

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.

The Workday timeline is posted HERE. It’s also included in the CHESS Connection newsletter, which is shared with all employees twice a month.

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.

Yes, the employee can cancel it or the manager can send back the request so changes can be made.

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.

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.

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.

That is something we haven’t decided on yet, but it is definitely in the parking lot to be examined.

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.

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.

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.

CNM – supportservices@cnm.edu

CCC – helpdesk@clovis.edu

NNMC – nnmc.zendesk.com/hc/en-us/requests/new

SFCC – oitservicesupport@sfcc.edu

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.

Training is available now for everyone. Go to the Training section HERE to learn more.

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.

There were several things they commented on:

• Easy to use & easier than expected
• Confidence building
• Many efficiencies
• Time saving
• User Friendly
• Self-explanatory

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.

Your college will use existing training structures and communication vehicles to announce when training modules launch for each assigned role.

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.

Trainings will be available through on-demand videos and recordings of instructor-led sessions.

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.

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.”

Yes, Please refer to the tip sheet on how to Request Time Off.

You will go directly into Workday to submit time and time off requests.

No. Only non-exempt employees are required to submit time sheets. Exempt employees will only submit time off requests.

Yes, employees can log their hours through the mobile app.

Workday is robust. Hourly employees enter the time they worked as regular time, and Workday will calculate overtime based on FLSA standards.

Requesting leave in advance is preferred. Workday can calculate the leave accruals into the future to predict balances for a time off request.

Yes, the employee can cancel it or the manager can send back the request so changes can be made.

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.

There is an option on the time sheet to declare on-call hours.

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 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.

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.

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.

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.

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.

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.

Yes. With the introduction of Workday, the codes will change.

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.