OSPS E-News ~ FW: Workday transition update - it is here!

Wed Feb 13 08:57:04 PST 2019

UPDATE:  ePayroll was updated last night with new data from Workday.  OSPA has not been updated by Workday, yet.  They (ePayroll and OSPA) are two separate integrations with Workday.  OSPS is working with the Workday team on getting new information sent to us.

As a result of the above, some of you may have noticed a new employee having a profile in ePayroll but not being able to update time or see them on the P030.  Once data comes over to OSPA then that will correct this.

This also means that if your HR office is letting you know they made certain entries in Workday why you would not be able to see that in OSPA.

Seth Lewis
503-373-0198

From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Tuesday, February 12, 2019 10:59 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us) <osps-news at listsmart.osl.state.or.us>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!

UPDATE:  HR offices have been given the green light to start entering transactions in Workday (WD).  DAS OSPS has recommended to the WD team that any January related transactions be prioritized, especially new hires.  Please coordinate with your HR offices on those priorities.

REMINDER:  the business process needs to be completed in WD before 3pm today in order for Workday to send it over to OSPA tonight.

Seth Lewis
503-373-0198

From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Monday, February 11, 2019 3:20 PM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ FW: Workday transition update - it is here!

UPDATE:  No new information will be coming from Workday to payroll today prior to final.  I'll be getting an update tomorrow morning of when we should expect to receive data from Workday.  That means if you have pay related changes from January (ie new hires) that you would like to get paid by Friday here are some options.

1)      Wait for the information to come over.  If you want the information the same day you need to ask your HR office to request an ad-hoc process be run.

2)      If the employee's data is in OSPA but the pay changes have not come over you can make a P050 entry.  Then you would need to delete it and set a corrective once the data did come over from Workday.

3)      Work with your finance department to generate an estimated payment to them.  Typically this would only be needed for new hires.

If you have questions about these options please feel free to reach out to the OSPS Help Desk.

Seth Lewis
503-373-0198

From: OSPS-News [mailto:osps-news-bounces at listsmart.osl.state.or.us] On Behalf Of Announcements from OSPS to the users of the Oregon State Payroll Application
Sent: Monday, February 11, 2019 10:07 AM
To: OSPS News (osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>) <osps-news at listsmart.osl.state.or.us<mailto:osps-news at listsmart.osl.state.or.us>>
Subject: OSPS E-News ~ Workday transition update - it is here!

Payroll professionals,

As of today OSPA is officially setup to receive information from Workday.  If you are wanting OSPA to process any January related transactions (not already in OSPA) for January run 2 today is the last day to get those entries completed in Workday.  After today January entries can still be done in Workday/OSPA and you would go through the normal process of setting a corrective, requesting a manual check or letting the correction run with February run 1.  REMEMBER:  OSPA and ePayroll are not changing.

On Saturday position numbers in OSPA and ePayroll were changed to what Workday has as that number will be unique in Workday.  We also migrated a few other changes in OSPA.  See the attached slides from a forum presentation which speaks to these changes.

If your agency gets data extracts from OSPA then they will show the new WD positon number and no longer include those data elements from slide 1 of the attachment.

Workday is setup to send data to OSPA nightly instead of real time as PPDB did.  Entries must be completed by 3pm each day for that information to be sent to OSPA in the nightly file.  Agencies can request an ad-hoc run to send data over sooner than each night; agency HR shops will need to work with the Workday Help Desk to initiate those ad-hoc runs.

This is the message in Workday currently directed towards HR roles.
________________________________
IMPORTANT for HR Roles: The Workday Oregon team strongly recommends you to limit daily payroll-related entries (such as new hires, terminations and job changes)

-          Focus on January actions first, followed by any with current or past effective dates. Remember these types of actions will not allow an effective date prior to 1/1/2019.

-          Partner with Workday Oregon and your agency's Payroll on all retroactive actions effective 2/1/2019 or earlier. Actions keyed effective before 2/1/2019 will be double-checked by system experts before being released to the Payroll system. (View a QRG for more information).

-          We want to gradually increase the number of actions going to OSPA during the first week of production.

________________________________
What that means is anything prior to 1/1/2019 will need to be treated like a prior year adjustment in OSPA.  Payroll offices will have to do a manual calculation for any money owed to an employee and we recommend making those entries in the current pay period.

Also most payroll offices are used to receiving PA/turnaround information from HR offices as notification of new data coming into OSPA.  Workday has payroll reports that will tell you that information.  DAS OSPS is diving into those reports and will share what we learn about them this week.

We will be sending updates as we are able during this week for any Workday related impacts to payroll offices.  If you  have any questions please contact the OSPS Help Desk.

Also see attached guide for some general guidance for accessing Workday.

Thanks,

Seth Lewis
Manager
DAS/EGS/FBS/Oregon Statewide Payroll Services
503-373-0198, direct
503-378-3518, fax
503-378-6777, OSPS Help Desk
seth.lewis at oregon.gov<mailto:seth.lewis at oregon.gov>
Visit Our Online Resource Center:  State of Oregon: Oregon Statewide Payroll Services<http://www.oregon.gov/das/Financial/Payroll/Pages/Index.aspx>

Seth Lewis
Manager
DAS/EGS/FBS/Oregon Statewide Payroll Services
503-373-0198, direct
503-378-3518, fax
503-378-6777, OSPS Help Desk
seth.lewis at oregon.gov<mailto:seth.lewis at oregon.gov>
Visit Our Online Resource Center:  State of Oregon: Oregon Statewide Payroll Services<http://www.oregon.gov/das/Financial/Payroll/Pages/Index.aspx>

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