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Introducing WorkWell

Transforming the Way We Do Business 

Access UKG Here!Access Workday Here!Complete Your UKG TrainingComplete Your Workday TrainingOne Time Payments - Bonus Requests Tip SheetWorkday Supply Chain Requisition Access RequestAccess PCard & Expense Training Here

Welcome to WorkWell!

WorkWell is Wellstar’s system-wide business transformation that is improving the team member experience through the replacement or enhancement of major business technology platforms, like iCIMS, Lawson, SuccessFactors and more. Learn more about what this means for you by engaging with the content below and in the tabs above.

Improving Team Member Experience

WorkWell brings the HR, finance, supply chain and other business platforms you use often under one single umbrella. It’s accessible from your phone or your desktop, and it will make it easier than ever to:

  • Submit expense reports
  • View your pay check
  • Complete onboarding
  • Apply for jobs or hire a new team members
  • Update your personal information
  • And so much more!

Learn more in the FAQ and Resources tabs and download the What is WorkWell? one-pager.

Download the
WorkWell One-Pager

Get to Know Our New Platform 

Tailored training is available for all leaders, team members and caregivers now. Some individuals in functional roles that will need a more advanced understanding of the platform — like colleagues in HR, Finance and Supply Chain — will have additional training. Our top priority is making this transition as seamless as possible for each of you.

Your Quick Start Guide

We’re here to make this change as easy as possible for every Wellstar leader, team member and caregiver. Use the information below and to the right to start your WorkWell journey strong.

Workday 

Training is available for everyone in Workday. Click here to access training in Workday.

UKG 

UKG is a highly intuitive, advanced version of Kronos. Wellstar is using UKG as our new time-keeping and payroll solution, allowing you to record, track and complete time and payroll more efficiently.

Training is available for everyone in Workday. Click here to access training in Workday.

Leaders and Timekeepers who would like to review the previously hosted introductory webinars can click here to access that content.

Leaders with questions should reach out to the IT Service Desk at (470) 956-6000 or, for scheduling issues, email UKG_Scheduling@wellstar.org.

Complete Your Training Today!

Use the links below to view your tailored training track, access critical job aides to make your first steps in the platform easier, understand how WorkWell can positively impact your day-to-day, and so much more. 

Your WorkWell Learning Library

Webinars and Slides

WorkWell Role-Based Training Track Guide

Connecting WorkWell to Purpose

Other Helpful Quick Links

PCard Training

Supply Chain Requisitioner Training & Access Form

Important: You must first complete the CBL in order to receive access to create requisitions as you did in Lawson. Following completion of the CBL, you must submit a ticket to receive access as a requisitioner. Follow the instructions in the Export Workday Learning Transcript Tip Sheet to attach download and attach your learning history to the form.

Answers to Your Top Questions

We know this reflects an important change to many of your workflows. We are committed to ensuring you have all the information you need to experience a seamless training and transition process.

Compensation

Pay slips are available in Workday once payroll is completed. While that might be as early as Tuesday, we can only commit to them being available on pay day Thursday.
Wellstar payroll checks are processed for Thursday payments. Funds released before the scheduled Thursday check date are at the discretion of the banking institution.
Wellstar team members will receive their paycheck by direct deposit into the bank accounts identified by each team member or a paper check will be mailed for those who have not elected direct deposit. This question also relates to paystubs which are called pay slips in Workday. These pay slips in Workday explain the calculations for net pay for each team member, similar to Lawson.
Team members will be able to access both their past and 2023 W2s via the link on the WorkWell SharePoint, which will remain active when we transition to Workday. Team members do NOT need to print past W2s.
Team members will have access in Lawson to paystubs 90 days after Workday go-live. After that time, team members need to reach out to their payroll representative.
Yes.
This is now a "one time payment" in Workday.

Training

All team members and leaders must complete WorkWell training.
Training is 30-75 minutes for team members and leaders.
Nope! You can save your progress and come back to the training at any time.
Training is available in Workday.
Yes! You can complete training either on your desktop or your phone.

UKG Training for Managers and Timekeepers

Managers (defined as anyone with one or more direct reports) can delegate their timekeeping and/or timecard approval authority just as they always have. The person who is performing your timekeeping and approval today may continue to do so after go-live, once you (managers) have delegated that responsibility.
Yes, managers can have more than one delegate.
If you are new to timekeeping, you will need to take "Kronos Timekeeping Training" - 2216467. This training is more than just how to navigate Kronos. It teaches you the operational policies and procedures related to timekeeping in addition to navigating Kronos.
UKG Tip Sheets
Yes, a UKG CBL is available in SuccessFactors now, in addition to the uPerform learning center with job aids and demonstrations. TeleTime users are required to take this training; training is optional for all other team members.
No, UKG will import schedules from SmartSquare. You will continue to use SmartSquare for scheduling. UKG will only be used to view schedules and PTO accruals.
Yes, the UKG link will be available on eSource and team members will be able to log in via Single Sign On as they do with many applications currently.
No, teletime will be sunsetted and UKG will be the new system.
Leaders do not accrue PTO. You should record the time just as you did in Kronos. However, all employees according to policy should attest their time.
A manager will see direct reports and anyone who reports to those team members as well.
The IT Service Desk will be able to route your ticket accordingly.
Yes.
The manager and timekeeper the employee reports to.
When delegation is assigned, the manager can either choose a specific range of dates or indefinitely. In either case, delegation can be revoked at any time.

Supply Chain Webinar for Requisitioners and Approvers

Yes.
There is a Workday Search Catalog function that has a Google-like search feature and filters to help find items.
Completed status indicates being fully received and fully paid. Closed would indicate the req is not fully complete, but was closed from further actions.
Yes, in the Supplies Requisition Type, choosing "Request Non-Catalog Item" for what was known as a Lawson special req.
Workday reporting will show remaining funds available on PO's so you can proactively add more funds. Workday will also send you change order notifications if additional funds are needed for a PO. This eliminates purchasing buyers emailing and asking if more funds can be granted to POs that have been depleted.
Yes. Please refer to the Training for Requisitioner's CBL in SuccessFactors.
Lawson SVC PO's will continue to be received, invoiced and paid through December. The Lawson PO number will be closed once December invoices have processed. New PO numbers must be issued from Workday and the vendor must be notified. The Purchasing Department will be working on the transition of SVC PO's and providing details to each cost center.
Yes. A vendor request form in Workday is the first step in vendor setups.
Yes. Vendors with active transactions (requisitions, POs or payments) will be migrated to Workday.
All Lawson PO numbers will finish activity in Lawson and be closed.
Jan. 1, 2024.
Request them from the buyer that is assigned to your PO.
Ordering from Office Depot through their website will remain the same.
2219533 - Workday Training for Requisitioners.
Yes.
Yes. PARs/handhelds can be setup and configured after January. Reach out to Abigail Fannin in February to discuss.
No.
Yes.
These purchase orders are specifically created by Purchasing and are linked to a supply chain contract that was approved through OnBase eBTRW and meet some general contracting criteria. They require no Workday requisition to be entered. Rather, they are linked directly to the contract and the approvals of that contract. They will be created at the discretion of the Supply Chain Department of Contracts and Strategic Sourcing.
Make sure you complete the access request at www.tinyurl.com/wsworkdayaccess
No, not yet.
2200 Thornton Rd.
Please use this document to find the new cost center numbers: https://wellstarhealthsystem.sharepoint.com/:x:/t/finance/Ed1tcnFarzhCsuwZ5vnpEBEBLkwW8VO1MrZksyBinqAb3A?e=ThN3CE

This document is also located under the “Leader & Team Member Support” tab of the WorkWell website.

Go to the "view requisition" page. In the purple line, you will see an option to export as PDF or Excel. You can print from there.
Yes. Those would be entered as non-catalog items.
Go to the My Requisitions app. This would either be in your menu, or if not, you may need to add it by clicking "Add Apps" at the bottom of your menu. It'll automatically show your requisitions and their status.

Workday

No. WorkWell is Wellstar’s system-wide business transformation that is improving the team member experience through the replacement or enhancement of major business technology platforms. Workday is a cloud-based software package that includes solutions for finance, HR, planning and spend management and will replace iCIMS, SuccessFactors and Lawson.
Most team members will use Workday for any day-to-day HR needs. You’ll be able to review benefits via a link to MyBenefits, update personal information, manage your absences, view your org charts, submit business expense reimbursement requests, submit Pcard expense reports, view your pay, access learnings, manage your career and performance reviews and much more. HR, Finance and Supply Chain team members will also use Workday to streamline key processes and make work easier.
Workday has replaced iCIMS, SuccessFactors and Lawson.
Workday can be accessed via an app on your mobile phone or a link on your desktop or mobile phone.
Workday single-sign on (SSO) will link to MyBenefits, AbsenceSoft ESS and UKG.
No, not at this time.
Complete the Workday Access Request form.

Performance, Development & Learning

Access to SuccessFactors is restricted for most team members as of December 31, 2023. Those who have required pending courses will have access until January 31, 2024. Goals, IDP and Performance modules will be read-only as of November 30, 2023. Data has been migrated to Workday for you.

Time Off Benefits

Team members (non-Smart Square users) will have the ability to request PTO, DOS and EIB within UKG.
Time off balances will be available in UKG. Balances will be represented in hours and minutes and will reflect accruals for hours worked throughout the previous day. Time off accrual service levels begin at the start of each milestone anniversary year. New team members will not see their EIB hours until they have completed 6 months of employment.
DOS days will be gifted in UKG as of January 1, 2024, based on the program rules. DOS will now be shown and taken in whole day increments; you may no longer use DOS in partial days or by the hour. Team members will see 1, 2, 3, 4 or 5 for each DOS years. For example, a team member that’s scheduled to work a 12-hour shift and has worked for 10 years will see 1 DOS.
Team members submit their new LOA requests through AbsenceSoft ESS. Workday will link to AbsenceSoft ESS.
Team members may donate PTO hours through UKG. The Benefits team will review and either approve or deny these requests. Approved PTO donation hours will be entered into UKG by the team member’s manager and/or a designated timekeeper.
PTO Cash In is available to full-time and benefits eligible part-time team members who have been employed at Wellstar for at least 6 months. At the time of making an election, the team member must meet the following criteria: at least 40 hours of PTO for full-time or 20 hours for part-time and no more than 360 hours of PTO. There are two options for PTO Cash In: 100% and 80%. PTO Cash In payments are considered taxable income; Roth and pre-tax 403(b) contributions will be withheld from PTO Cash In payments.
Elections for 2024 PTO Cash In 100% must entered in Lawson by December 15, 2023. Elections are irrevocable, and you cannot defer more hours than you will accrue for 2024. PTO hours that are elected for PTO Cash In 100% will not be available to use during 2024.
Election for 2024 PTO Cash In 80% will be entered in UKG. Elections may be cancelled up until the payroll cutoff for the pay period in which it is scheduled to be processed. There are two opportunities to make an election for PTO Cash In 80%: Round 1 from January 1, 2024 to May 18, 2024, for payout in June; Round 2 from January 1, 2024 to October 18, 2024, for payout in November.

UKG

UKG (stands for Ultimate Kronos Group) is an intuitive timekeeping and scheduling system will allow team members and managers to manage schedules for non-SmartSquare users and timecards for all team members. It will also be the system of record for time-off accruals and time-off requests. This is an upgrade to the current Workforce Central Kronos application used today for basic scheduling, time and attendance.
No. Continue to use SmartSquare for all scheduling and time off requests.
UKG is an enhanced version of Kronos.
UKG can be accessed via a link on your desktop or mobile device. Workday will also have a link to UKG.
The IT Service Desk will be able to route your ticket accordingly.
Yes.
The manager and timekeeper the employee reports to.
Please complete the Workday Access Request form.
When delegation is assigned, the manager can either choose a specific range of dates or indefinitely. In either case, delegation can be revoked at any time.
Complexity differential is entered with a work rule transfer, just as it was in Kronos. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

No action is required, this is automatically populated based on job and will display in total area of timecard.
This is now a work rule transfer. Managers and timekeepers have access. The following work rules are available:

NONEX-4-BASIC-PRECPT
NONEX-4-CHARGE PAY-PRECPT
NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-4-LATE CASE-PRECPT
NONEX-4-SUPPORT TEAM DIFF-PRECPT
NONEX-W-BASIC-PRECPT
NONEX-W-CHARGE PAY-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT
NONEX-W-SUPPORT TEAM DIFF-PRECPT

This is now a work rule transfer. Managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY
NONEX-W-CHARGE PAY

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all Regular, display in total area of timecard.

Complexity diff is added with a work rule transfer to one of the following work rules:

NONEX-4-COMPLEXITY DIFF
NONEX-W-COMPLEXITY DIFF

Complexity Diff and Preceptor are Work Rule Transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

Complexity Differential and Preceptor are Work Rule Transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all regular, display in total area of timecard.

Charge Pay is now a work rule transfer. Team members, managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY
NONEX-W-CHARGE PAY

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all regular, display in total area of timecard.

Charge Pay and Preceptor are Work Rule transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY-PRECPT
NONEX-W-CHARGE PAY-PRECPT

Charge Pay and Preceptor are Work Rule transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY-PRCPT
NONEX-W-CHARGE PAY-PRCPT

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all regular, display in total area of timecard.

Payroll information prior to 12/24 available in Lawson. Please work with a manager or timekeeper to retrieve.

Timekeeping

Specialty differentials now happen automatically; the work rule is no longer needed. The calculated specialty differential will be reflected on the Totals tab on the timecards.
Time clocks should continue to be used and are now integrated into UKG.
Yes, Remote Time Stamp will still be available for team members who do not have access to a time clock.
No, TeleTime is no longer available. TeleTime users will transition to use Remote Time Stamp, the web-based method to clock in and clock out.
Beginning December 24, leaders delegate (assign) the Timekeeper roles in UKG. Timekeeping will not be able to be performed below the leader level until a leader delegates the authority from within UKG.
No. Leaders are required to delegate/assign Timekeeper roles from within the UKG app.
If a Timekeeper is not assigned by a leader, then the leader may have to complete the timekeeping for team members in their reporting hierarchy.
Timekeepers can make edits and ensure that the correct time is on a team members timecard. Managers may be a Timekeeper or they may delegate their authority to keep time to any team member within or outside their hierarchy. Managers approve timecards of team members within their hierarchy. Managers may delegate their authority to approve time cards to any team members within or outside their hierarchy reporting structure.
Yes, timekeepers can perform the same functions they do today.
Yes, Managers will be able to edit and approve time and schedules in UKG.
Currently, there is no change to the meal break policy. If a team member takes longer than a 30-minute meal break, they should clock out and back in.
No. There is no change to this process. Exempt team members do not clock in or out.
Yes.

New Hires, Requisitions & Onboarding

As of January 2, 2024, a new team member’s progress with Workday required learning completion can be viewed in Workday, through a learning report or by the individual team member.
As of January 2, 2024, 30-60-90-day onboarding surveys will be accessible to new team members via their Workday Onboarding Journey.

Supply Chain

The last day/time to submit purchase orders to vendors in Lawson is December 29, 2023, at 5:00pm ET.
The last day to submit requisitions in Lawson is December 28, 2023, while December 29, 2023, is the last day to approve open requisitions. At that point, requesting supplies will be restricted in Lawson. Starting January 1, 2024, you can begin creating requisitions in Workday.
For CSC items, December 27, 2023, is the last day to submit par/department order and inventory orders.
No. Your supply chain delivery will remain the same.
No. In the Supplier Setup process, any vendor credentialing, OIG, and onsite management done by a third party service like Vendormate and Green Security is a step in the process.
No.
Yes. There will be a required CBL training for all requistioners and approvers in SuccessFactors.
No.
Each requisitioner’s profile will indicate which cost centers they currently requisition for, so when you place an order, the cost center drop down will have all cost centers you can select from. If one is missing, you can submit an IS request to have a cost center added to your profile.
Yes; it will be interfaced into Workday and will create a Workday capitol P.O.
Yes.
The Purchasing Department will be available during go-live to support specialized requisition types.

Finance

The last day to create business expense reimbursement requests in Lawson is December 19, 2023. The last day expense requests can be approved in Lawson is December 20, 2023. Starting December 21, 2023, any unapproved expense reports will be denied and be required to be re-entered in Workday by the team member starting January 2, 2024.
Team members will complete all December 2023 Pcard expense reports using the Works system. All Pcard transactions occurring on or after January 1, 2024 will be entered, coded and approved using Workday Pcard expense reporting.
Beginning end-of-day December 29th, 2023, and through January 9th, 2024, there will be a Blackout Period for creation of any New Projects, FRRs, and Requisitions in Strata.
Emergency capital is where patient or team member safety or quality is at risk. The Administrator On Call should be notified of the patient or team member safety or quality issue and purchases through Lawson Requisition should be obtained. Reconciliation of Capital will be done in arrears.

Answers to Your Top Questions

We know this reflects an important change to many of your workflows. We are committed to ensuring you have all the information you need to experience a seamless training and transition process.

PTO

Team members (non-Smart Square users) will have the ability to request PTO, DOS and EIB within UKG.
PTO and EIB time off balances will be available in UKG. Time off accrual service levels begin at the start of each milestone anniversary year. New team members will not see their EIB hours until they have completed 6 months of employment. To check your accruals: 1. Go to UKG. 2. Go to your timecard. 3. Click on accruals at the bottom of the timecard. (Note: you must click on the actual day to see the accrual.) 4. Look at the "Balance this Period" column, which providers your accurate accruals.
Accruals in Workday and on your payslip are the balances as of the prior pay period end date. Whereas UKG accrues daily and will update at the end of the current shift. Additionally, the accruals in workday are in decimal format; while the accruals in UKG are in hour and minute (HH:MM).
Based on the length of service you will need to look at the Hourly Accrual rate in the Paid Time Off policy (#4010) available on eSource. Take the Hourly Accrual x the hours worked = Decimal daily rate. Then take the decimal daily rate and convert into HH:MM. See chart here.
No. You still accrued those hours, they are not listed in this section.
No. Continue to use SmartSquare for all scheduling and time off requests.
Team members may donate PTO hours through UKG. The Benefits team will review and either approve or deny these requests. Approved PTO donation hours will be entered into UKG by the team member’s manager and/or a designated timekeeper.
Election for 2024 PTO Cash In 80% will be entered in UKG. Elections may be cancelled up until the payroll cutoff for the pay period in which it is scheduled to be processed. There are two opportunities to make an election for PTO Cash In 80%: Round 1 from January 1, 2024 to May 18, 2024, for payout in June; Round 2 from January 1, 2024 to October 18, 2024, for payout in November.
In UKG, click on the My Timecard tile. On the calendar, select range and enter June 1, 2024 for the start and end date for the June PTO payout. Repeat using November 1, 2024. If elected, the timecard will show PTO Cash In under the "Pay Code."
DOS days will be gifted in UKG as of January 1, 2024, based on the program rules. DOS will now be shown and taken in whole day increments; you may no longer use DOS in partial days or by the hour. Team members will see 1, 2, 3, 4 or 5 for each DOS years. For example, a team member that’s scheduled to work a 12-hour shift and has worked for 10 years will see 1 DOS. Any DOS from the previous calendar year have expired. They do not carry over from year to year.
Remove the schedule for the day.
This includes all future-dated requests, including PTO Cash-In.
This is the current balance as of today.
This column is an estimate of how much you will accrue for the year. For this to work, you will need a schedule in UKG.
It is the balance available after PTO Cash-In / approved requests.
These are the hours accrued since January 1, 2024. It does not include the accrual from 12/24-23-12/31/23.
Leaders do not accrue PTO. You should record the time just as you did in Kronos. However, all employees according to policy should attest their time.
As long as there is PTO on it, then you can ignore.
All PTO balances have been transferred to Workday. If yours or a team member’s is not correct, then you will need to submit a Service Now ticket to inquire.

Timekeeping Delegation & Approval

Timekeepers can make edits and ensure that the correct time is on a team members timecard. Managers may be a Timekeeper, or they may delegate their authority to keep time to any team member within or outside their hierarchy. Managers approve timecards of team members within their hierarchy. A manager is defined as someone with one or more direct reports. Managers may delegate their authority to approve timecards to any team members within or outside their hierarchy reporting structure.
When delegation is assigned, the manager can either choose a specific range of dates or indefinitely. In either case, delegation can be revoked at any time.
In order to be delegated as a timekeeper, a team member must have previously been a timekeeper in Kronos OR must have completed the Timekeeping Training. Once training is complete, that team member will appear as an option to delegate to. If a team member has completed training and you still cannot delegate to them, please reach out to the Human Resources Service Center at 470-267-1234.
In order to edit or approve time, you must accept the delegation and change your view to the delegated profile to edit or approve time. Please see page 3 of the delegation tip sheet.
Yes, timekeepers can perform the same functions they do today.
Yes, Managers will be able to edit and approve time and schedules in UKG.
No. Leaders are required to delegate/assign Timekeeper roles from within UKG.
If a Timekeeper is not assigned by a leader, then the leader may have to complete the timekeeping for team members in their reporting hierarchy.
The next up leader can delegate to someone else on behalf of a manager who reports to them.
Yes.
A new UKG timekeeper training is being created in Workday. For now, the Kronos timekeeping training will fulfill the requirement.
Use the labor category when you transfer the hours. See the tip sheet in the UKG timekeeper folder in the UPerform learning library.

Clocking In & Clocking Out

Team members should continue to use the same method for clocking in or out in UKG as they did in Kronos: time clock or remote time stamp. A reminder that TeleTime is no longer available; those using TeleTime will now use remote time stamp.
No, TeleTime is no longer available. TeleTime users will transition to use Remote Time Stamp, the web-based method to clock in and clock out.
Right click on punches and select the edit feature to make adjustments.
No. There is no change to this process for exempt team members. Exempt team members do not clock in or out.

Schedules

No.
Yes. See here.
No. Exempt team members should have schedules automatically.
Right click on punches and select the edit feature to make adjustments.
This should be done in Workday. If the team member is still in Workday and should not be, please reach out to the HRSC.

Work Rules

Complexity differential is entered with a work rule transfer, just as it was in Kronos. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

No action is required, this is automatically populated based on job and will display in total area of timecard.
This is now a work rule transfer. Managers and timekeepers have access. The following work rules are available:

NONEX-4-BASIC-PRECPT
NONEX-4-CHARGE PAY-PRECPT
NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-4-LATE CASE-PRECPT
NONEX-4-SUPPORT TEAM DIFF-PRECPT
NONEX-W-BASIC-PRECPT
NONEX-W-CHARGE PAY-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT
NONEX-W-SUPPORT TEAM DIFF-PRECPT

This is now a work rule transfer. Managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY
NONEX-W-CHARGE PAY

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all Regular, display in total area of timecard.

Complexity diff is added with a work rule transfer to one of the following work rules:

NONEX-4-COMPLEXITY DIFF
NONEX-W-COMPLEXITY DIFF

Complexity Diff and Preceptor are Work Rule Transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

Complexity Differential and Preceptor are Work Rule Transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-COMPLEXITY DIFF-PRECPT
NONEX-W-COMPLEXITY DIFF-PRECPT

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all regular, display in total area of timecard.

Charge Pay is now a work rule transfer. Team members, managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY
NONEX-W-CHARGE PAY

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all regular, display in total area of timecard.

Charge Pay and Preceptor are Work Rule transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY-PRECPT
NONEX-W-CHARGE PAY-PRECPT

Charge Pay and Preceptor are Work Rule transfers. Managers and timekeepers have access. The following work rules are available:

NONEX-4-CHARGE PAY-PRCPT
NONEX-W-CHARGE PAY-PRCPT

No action is required to add specialty diff. This is automatically populated based on job and will calculate on all regular, display in total area of timecard.

Hyperfinds

Archived Daily Updates

Review previous daily updates here!

January 8

CBL completion rates: UKG 54%, Workday 62%, Workday Supply Chain Requisitioner CBL 57%

Top Things to Know

  • Use the same method for clocking in or out in UKG as you did in Kronos, unless it is no longer available to you: in which case you should use the alternative timekeeping method approved by your manager.
    • UKG TimeStamp should only be used by team members who were previously using TeleTime or Remote Time Stamp to clock in and out, or who do not have access to a physical time clock
  • Paystubs (called payslips in Workday) are available in Workday. 
    • To view, go to Menu > Pay > View Payslips.
  • 2023 W2s will be available by the end of January.

Top Things to Do

  • Please review and update your direct deposit, tax exemption and personal information (address and emergency contact) in Workday to ensure payroll accuracy.
    • Log in to Workday
    • Under Menu, select “Pay.”
    • Select “Payment elections.”
    • Review, confirm and edit or remove information as needed.
  • If you have any questions about your payslips, please contact the HR Service Center at 470-267-1234.
  • Please complete WorkWell training in SuccessFactors by Jan. 31, 2024.

January 5

Workday and UKG are Live! Training remains a top priority.

CBL completion rates: UKG 54%, Workday 62%, Workday Supply Chain Requisitioner CBL 56%

General Workday

Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.

Please forward the email with summary updates to your leadership teams.

FUNCTIONAL AREA CHANGES/UPDATES

Workday

  • Please be sure to review the FAQ for questions about Supply Chain requisition process and access and team member organization hierarchy.

UKG

  • If you were unable to attend Friday’s webinar, please watch the recording to learn about the following issues and more:
    • Clocking in and out using timeclocks or Remote Time Stamp.
    • Direct reports not showing in UKG for delegation.
    • Missing departments in UKG.
    • UKG Timekeeper Training Update.
    • Schedules and Schedule Patterns Updates.

Supply Chain Concerns/Resolutions

  • Supply Chain is ensuring that no disruption to patient care occurs in all acute facilities. There will be night and weekend work to address shortages.
  • Team is aware of approval routing errors; PWC is investigating and correcting.
  • Workday training will be revised over time based on identified issues and communicated to all requestors.

HCM

  • Currently working to address new hires without OneID instructions or access to Workday.
  • Team is auditing all new hires starting 1/7/24 to ensure OneID can be claimed, allowing access to Workday starting day 1.
  • Requisitions have been updated to provide visibility to hiring managers.
  • Notifications are turned on in Workday. The ability for team members and leaders to place notifications on mute is being tested and should be available next week.

Finance

  • Financial reports through December 2023 should be pulled from Lawson. Workday will be available for financial reporting beginning with the January 2024 close process in February.
  • Cost Center Cross Walk is available here.
  • Please review Webnow work queues to ensure all invoices are approved.

January 4

Workday and UKG are Live! Training remains a top priority.

CBL completion rates: UKG 53%, Workday 61%, Workday Supply Chain Requisitioner CBL 53%

General Workday

Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.

Please forward the email with summary updates to your leadership teams.

FUNCTIONAL AREA CHANGES/UPDATES

Workday

  • Please be sure to review the FAQ for questions about Supply Chain requisition process and access and team member organization hierarchy.

UKG

  • Webinars on the UKG key topics below are scheduled for Friday, Jan. 5 at 8am, 11am and 3pm:
    • Clocking in and out using timeclocks or Remote Time Stamp.
    • Direct reports not showing in UKG for delegation.
    • Missing departments in UKG.
    • UKG Timekeeper Training Update.
    • Schedules and Schedule Patterns Updates.

Supply Chain Concerns/Resolutions

  • If you are having trouble finding cost centers for requisitioning, request access to cost centers through a Service Now Request.
  • There is a high inventory workload putting a strain on Supply Chain resources outside of Workday; team is aware and actively addressing.
  • Workday training will be revised over time based on identified issues and communicated to all requestors.

HCM

  • Currently working to address new hires without OneID instructions or access to Workday.
  • All internal transfers with a start date week of 1/7/24 and beyond are visible in Workday.
  • Each request regarding managers being unable to see their team members in Workday or UKG is being reviewed and updates to the supervisors and organizations are being made.
  • Requisitions are being updated to provide visibility to hiring managers with an expected completion by 1/5/24.
  • Notifications are turned on in Workday. The ability for team members and leaders to place notifications on mute is being tested and should be available next week.

Finance

  • Financial reports through December 2023 should be pulled from Lawson. Workday will be available for financial reporting beginning with the January 2024 close process in February.
  • Change in the process for expense report delegation outside direct hierarchy expected to be in place by 1/4/24.
  • Cost Center Cross Walk is available here.
  • Please review Webnow work queues to ensure all invoices are approved.

January 3

Workday and UKG are Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 53%, Workday 61%, Workday Supply Chain Requisitioner CBL 53%

General Workday

Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.

FUNCTIONAL AREA CHANGES/UPDATES

Workday

  • Email notifications will be turned on today. Login to Workday and review notifications.

UKG

  • We are addressing incidents with missing cost centers and supporting team members needing schedules, schedule pattern updates and delegation.

Supply Chain Concerns/Resolutions

  • Total number of hospital PAR item order lines sent from hospitals to the CSC has increased 426% since 1/1/24.
  • All Requestors must take training and submit a Service Now Access request for Requestor role.
  • Supply Chain Management will host webinars to help users utilize the system effectively this Thursday and Friday. Communication has been sent out to all Lawson requestors. Supply Chain Management is also standing up a dedicated Innovation Room Support system starting Thursday.

HCM

  • Internal transfers with start date week of 1/7/24 are expected to be visible by EOB, 1/4/24.
  • Requisitions are being updated to provide visibility to hiring managers, expected to be complete by 1/5/24.

Finance

  • Financial reports through December 2023 should be pulled from Lawson. Workday will be available for financial reporting beginning with the January 2024 close process in February.
  • Change in process for expense report delegation outside direct hierarchy expected to be in place by 1/4/24.
  • Cost Center Cross Walk is available here.

Workday and UKG are Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 53%, Workday 61%, Workday Supply Chain Requisitioner CBL 53%

General Workday

Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.

FUNCTIONAL AREA CHANGES/UPDATES

Workday

  • Email notifications will be turned on today. Login to Workday and review notifications.

UKG

  • We are addressing incidents with missing cost centers and supporting team members needing schedules, schedule pattern updates and delegation.

Supply Chain Concerns/Resolutions

  • Total number of hospital PAR item order lines sent from hospitals to the CSC has increased 426% since 1/1/24.
  • All Requestors must take training and submit a Service Now Access request for Requestor role.
  • Supply Chain Management will host webinars to help users utilize the system effectively this Thursday and Friday. Communication has been sent out to all Lawson requestors. Supply Chain Management is also standing up a dedicated Innovation Room Support system starting Thursday.

HCM

  • Internal transfers with start date week of 1/7/24 are expected to be visible by EOB, 1/4/24.
  • Requisitions are being updated to provide visibility to hiring managers, expected to be complete by 1/5/24.

Finance

  • Financial reports through December 2023 should be pulled from Lawson. Workday will be available for financial reporting beginning with the January 2024 close process in February.
  • Change in process for expense report delegation outside direct hierarchy expected to be in place by 1/4/24.
  • Cost Center Cross Walk is available here.

Workday and UKG are Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 53%, Workday 61%, Workday Supply Chain Requisitioner CBL 53%

General Workday

Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.

FUNCTIONAL AREA CHANGES/UPDATES

Workday

  • Email notifications will be turned on today. Login to Workday and review notifications.

UKG

  • We are addressing incidents with missing cost centers and supporting team members needing schedules, schedule pattern updates and delegation.

Supply Chain Concerns/Resolutions

  • Total number of hospital PAR item order lines sent from hospitals to the CSC has increased 426% since 1/1/24.
  • All Requestors must take training and submit a Service Now Access request for Requestor role.
  • Supply Chain Management will host webinars to help users utilize the system effectively this Thursday and Friday. Communication has been sent out to all Lawson requestors. Supply Chain Management is also standing up a dedicated Innovation Room Support system starting Thursday.

HCM

  • Internal transfers with start date week of 1/7/24 are expected to be visible by EOB, 1/4/24.
  • Requisitions are being updated to provide visibility to hiring managers, expected to be complete by 1/5/24.

Finance

  • Financial reports through December 2023 should be pulled from Lawson. Workday will be available for financial reporting beginning with the January 2024 close process in February.
  • Change in process for expense report delegation outside direct hierarchy expected to be in place by 1/4/24.
  • Cost Center Cross Walk is available here.

January 2

Workday and UKG are Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 49%, Workday 58%, Workday Supply Chain Requisitioner CBL 48%

General Workday

Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.

FUNCTIONAL AREA CHANGES/UPDATES

General Workday most common reported topics

  • Requisitions processes
  • Submitting, Finding suppliers, Creating favorites, Tracking submissions, etc.
  • Training, Access and Navigation (both app and mobile)
  • Viewing/editing pay information (including diffs), Accuracy of accruals (EIB, PTO), Adjust to reporting hierarchy, etc.
  • Email notifications will be turned on today. Log in to Workday and review notifications.

General UKG most common reported topics

  • Prior to 12/24 timecard history is viewable only in Kronos.
  • SmartSquare schedule integration is ongoing and updated daily.
  • Trending topic on visibility and accuracy of timekeeper team member.
  • Team member to seek resolution with managers.
  • Remind team members to use punch methodology of record (more detail on reporting is forth coming, EOB 1/3/24).

Supply Chain Concerns/Resolutions

  • Concern/Resolution 1:
    Concern: Two (2) different handheld devices issues.
    Resolution: West Georgia and North Fulton – a script was created to remedy this situation. The script was shared with all Field Teams. Kennestone Wireless Access Points (WAP) had to be re-booted and this corrected their connectivity issues.
  • Concern/Resolution 2:
    Concern: Kennestone reported supply outages.
    Resolution: Not Workday related but rather related to high census. Most of these supplies are on site and are being taken up to PARS. Kennestone orders to the CSC will be prioritized for Tuesday picking and delivery to Kennestone on Tuesday and Tuesday evening.
  • Concern/Resolution 3:
    Concern: Staff reported not having Requisitioner Rights.
    Resolution: All staff must complete training; staff will need to submit an access request to gain Workday requester security.
  • SC will be hosting webinars this week. Communications on these offers will be forthcoming.
  • Total number of hospital PAR item order lines sent from hospitals to the CSC. 1/1/24 = 647, 1/2/24 = 6,668
  • Total Number of Non-Stock Requisitions to PO – 1/1/24 = 82, 1/2/24 = 430

HCM most common reported topics

  • New Hires with no OneID instructions with no access to Workday. Resolution is in process.
  • Re-hires missing some personal information. Resolution in process.
  • Internal transfers for future start dates (1/7/24) will be visible by EOB,1/5/24.
  • Requisitions that met the criteria for migration into Workday were added to Workday. Please reference the leader communications for the criteria.
  • Candidates that were in the interview or offer stage were also loaded into Workday.

Finance most common reported topics

  • Epic integration had errors. Resolved. Revenue will post on EOB/3/24.

January 1

Workday and UKG are Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 49%, Workday 58%, Workday Supply Chain Requisitioner CBL 48%

General Workday

  • Workday and UKG access is available via Weblinks (desktop), E-source, WorkWell site and Workday mobile can be installed following these instructions.
  • Add “Pay” app to Workday. Pay app allows to view/edit of pay elections.
  • Please follow these instructions to add apps to Workday.
  • Requisitioners will have the “Requisitioner” app auto populate in the Workday menu.
  • Please follow these instructions to add the Requisition app to Workday. And how to begin a requisition.

General UKG

FUNCTIONAL AREA CHANGES/UPDATES

General Workday most common reported topics

  • Security and log-ins
  • Training and navigation (both app and mobile)

General UKG most common reported topics

  • Training related to workflows
  • Time transfer between Cost Centers
  • Missing schedule patterns
  • Team members not found under reporting hierarchy
  • Approval of Timecards by Supervisors and Asst. Managers with direct reports

Supply Chain Concerns/Resolutions

  • Concern/Resolution 1:
    Concern: Deliver to field on requisitions was not being completed by Requestor’s. This causes orders to fail.
    Resolution: Workday reconfigured to provide a Prompt to change Delivery To on requisition. Supplemental Training created to document the need to identify Deliver to location and screenshot of the process.
  • Concern/Resolution 2:
    Concern: less than 30 CSC Inventory Items have been identified data issues.
    Resolution: Supply Chain team is working these for the various error root causes.

HCM most common reported topics

  • New Hires with no OneID instructions with no access to Workday. Resolution is in process.
  • Re-hires missing some personal information. Resolution in process.
  • Internal transfers for future start dates (1/7/24) will be visible by EOB,1/5/24.
  • Requisitions that met the criteria for migration into Workday were added to Workday. Please reference the leader communications for the criteria.
  • Candidates that were in the interview or offer stage were also loaded into Workday.

HCM most common reported topics

  • Pre-hires to gain access and claim OneID accounts
  • Training and general navigation

Finance most common reported topics

  • No reported items to date

December 29

UKG is Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 49%, Workday 58%, Workday Supply Chain Requisitioner CBL 48%

Access

  • UKG Single Sign-on (SSO) on shared desktop is not available and will require standard log-in credentials.
  • UKG access is available via Weblinks (desktop), E-source and via the UKG link above.

General UKG

  • Time Transfer tip sheet is available here.
  • Accepting Delegation role tip sheet is available here.

Timekeeping

  • Only managers have access to the “Approve Time” button in UKG. Anyone else needing to approve time must have this ability delegated to them.

HCM

  • The process to address terminations and contract worker extensions during downtime (Sat., 12/30/23 and Sun., 12/31/23) should be shared:
  • Any request for voluntary or involuntary termination, contract extensions and access reactivations, managers, Business HR and/or Employee Relations should process the request by choosing one of these options:
  • Call the WorkWell help line via the IT Help Desk at (470) 956-6000; the IT Help Desk will direct managers to submit request via the HR Service Center at HRSC_TADS@wellstar.org or Submit a request directly to the HR Service Center via HRSC_TADS@wellstar.org

December 28

UKG is Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 47%, Workday 56%, Workday Supply Chain Requisitioner CBL 45%

Access

  • UKG Single Sign-on (SSO) on shared desktop is not available and will require standard log-in credentials.
  • UKG access is available via Weblinks (desktop) and E-source will provide access.

General UKG

  • Time Transfer tip sheet is available here.
  • Accepting Delegation role tip sheet is available here.
  • Answering questions about timecard information: UKG contains the timecard information for the pay period beginning 12/24/23. Anyone requesting information from their timecard for the previous pay period (12/10-12/23) should consult with their manager. Managers will have access to this information in Kronos until 01/03/24. After 01/03/24, Payroll will address any historical timecard related inquiries. Accrual balances in UKG will be updated by 01/01/24. Manager reporting structure in UKG will be updated by 01/01/24.

Timekeeping

  • Team is aware of and troubleshooting incidents in which team members do not see direct reports or timekeepers do not see timecards.
  • Team has received some calls about the default timekeeper setting, which means that timekeepers will see the timecards for all Team Members that report up through them. Timekeepers may use the Hyperfind feature to filter information so they view only the timecards of their direct reports. More information about how to do this can be shared soon.

HCM

  • The process to address terminations and contract worker extensions during downtime (Sat., 12/30/23 and Sun., 12/31/23) should be shared  Any request for voluntary or involuntary termination, contract extensions and access reactivations, managers, Business HR and/or Employee Relations should process the request by choosing one of these options: Call the WorkWell help line via the IT Help Desk at (470) 956-6000; the IT Help Desk will direct managers to submit request via the HR Service Center at HRSC_TADS@wellstar.org or Submit a request directly to the HR Service Center via HRSC_TADS@wellstar.org

December 27

UKG is Live! Please remind team members to complete training as soon as possible.

CBL completion rates: UKG 44%, Workday 54%

Access

  • UKG Single Sign-on (SSO) on shared desktop is not available and will require standard log-in credentials.
  • UKG access is available via Weblinks (desktop) and E-source.

General UKG

  • Punches in Kronos will be loaded in UKG tonight.
  • PTO accruals will be reflected once Payroll is updated by Jan. 5, 2024.
  • No “Miss Punches” incidents remain open.
  • Team is aware of and addressing SmartSquare schedule migration issues.

Timekeeping

  • Team is aware of and troubleshooting incidents in which team members do not see direct reports or team members which have been delegated to.
  • All clocks have been migrated to UKG.

HCM

  • Data catch up in Workday has begun and will rectify ad-hoc issues that team members are experiencing.

December 26

UKG is Live!

Managers: please complete delegation between now and January 4, 2024.

Update: Specialty differentials now happen automatically; the work rule is no longer needed. The calculated specialty differential will be reflected on the Totals tab on the timecards.

Got Questions? We’re Here to Help!

Reach out to the WorkWell Command Center at 470-956-6000 with questions.