Cutover
High-level dates
Note: Many transactions have deadlines prior to these soft and hard freeze dates. Please see the detailed cutover table below for specifics.
- Now – November 20: All in-progress transactions should be completed in current systems. Transactions with an effective date on or before Nov. 20 will be converted to Workday.
- November 20 – December 4: Soft freeze across the board for HR and payroll (only limited critical transactions will be processed in legacy systems).
- November 20 – December 23: Soft freeze for legacy financial systems (only limited critical transactions will be processed in legacy systems).
- December 5 – December 15: Hard freeze for HR and payroll (no transactions will be processed in legacy systems).
- December 16: WSU begins using Workday to handle payroll processing and human resources activities. Any future-dated transactions that weren’t converted (because they are out of scope or occurred during the soft or hard freeze periods) will need to be re-entered into Workday.
- December 24 – December 31: Hard freeze for legacy financial systems (no transactions will be processed in legacy systems).
- January 1, 2021: All of Workday is available for use University-wide.
Frequently Asked Questions
Right now we use more than 30 different systems (and countless processes) to manage administrative and financial business functions at WSU. In the last year, the Modernization Team has inventoried these systems and carefully considered how data and processes will be moved into Workday. Unfortunately we can’t just flip a switch to turn off our old systems and turn on Workday all at once. Instead, we’ll transition from old systems into Workday in careful steps. This is called “cutover.”
Each system will have a “soft freeze” date, after which time we slow down the transactions entered into old systems as much as possible to reduce the amount of information that will need to be entered into both the old system and Workday. Each system will also have a “hard freeze” date, after which no more transactions may be entered into that legacy system, and all future transactions will be entered directly into Workday. These freeze dates vary by area, but will occur between November and December 2020. In general for both HR and Finance, the soft freeze date will be November 20, 2020, and the hard freeze date will be December 4, 2020. Note: The soft freezes are not intended as catch-up periods for central units.
Critical HR transactions include: separations, VP or Dean supported hires prior to December 16, or unusual circumstances vetted through HRS.A critical transaction for Purchasing Services or Accounts Payable would include:
- A purchase and/or payment that is necessary for the protection of life or public safety, the protection of property, or the protection of other university assets.
- A purchase and/or payment that would halt critical university business or academic operations if not processed before the go-live date for Workday.
- A purchase and/or payment that that would result in loss of funding or not meeting obligations as set forth by the state or other regulatory bodies if not processed before the go-live date for Workday.
A lot of data will be moved from old systems into Workday (this is called “conversion”). Due to planning and logistics, we will be unable to process “future-dated” transactions during the freeze periods. Transactions with an effective date during these freeze periods must be completed in Workday once the freeze is over.
It will be handled the same way you submit LWOP now. Record it on your paper time card and send to HRS for review. On December 16, you will begin tracking LWOP in Workday.
It will be handled the same way you submit OT now. Record it on your paper time card and send to Payroll. The week of December 16 will be the first week to track OT in Workday.
A lot of data validation and conversion happens as part of the cutover process before we launch Workday for WSU. Here are some of the major milestones:
- November 2 – 20: Modernization Team builds the final version of Workday for WSU (sometimes called the “Gold tenant”).
- November 20 – December 4: Soft freeze across the board for HR and payroll (limited critical transactions will be processed in legacy systems). Critical transactions with an effective date between Nov. 20 and Dec. 4 will be entered by HR and Payroll central departments on Nov. 20.
- November 20 – December 23: Soft freeze for legacy financial systems. Critical transactions with an effective date between Nov. 20 and Dec. 4 will be entered by Finance central departments on Dec. 22.
- November 21: Modernization Team takes a “snapshot” of all the data in current systems. You may hear these called “extracts.”
- November 22 – 24: Modernization Team reviews and validates that all the data extracted from legacy systems is correct.
- November 24 – December 5: Modernization Team loads data into Workday from legacy systems.
- December 5 – December 15: Hard freeze for HR and payroll (no transactions will be processed in legacy systems).
- December 7 – 9: Modernization Team validates the data in Workday and loads any HR or payroll data from the soft freeze.
- December 10 – 15: Modernization Team manually enters critical HR and payroll transactions from the hard freeze.
- December 16: WSU begins using Workday to handle payroll processing and human resources activities.
- December 23: Modernization Team takes a snapshot of financial data.
- December 24 – 31: Hard freeze for legacy financial systems (no transactions will be processed in legacy systems).
- December 24: The last paycheck from legacy systems is issued.
- December 28 – 31: Modernization Team validates and loads the financial data from the snapshot taken on Dec. 23.
- January 1, 2021: All of Workday is available for use University-wide.
- January 11: First paycheck issued from Workday.
Cutover Dates
“Soft freeze” dates are firm deadlines for departments. After these deadlines, central units can only process transactions defined as “critical” (see above).
Details are subject to change as we continue to refine the cutover process. This table was last updated at 2 p.m. on 1/5/2021.
Work Area | Last day for this activity | Department deadline/soft freeze | Hard freeze date | First day for transactions in Workday | Notes | Communications |
---|---|---|---|---|---|---|
Finance | Request new elements (budgets, funds, objects, subobjects, etc.) for the Chart of Accounts | Oct. 1, 2020 | n/a | Jan. 1, 2021 | Workday's Foundation Data Model will replace the Chart of Accounts. | Communication sent Sept. 25, 2020 |
Finance | Request account closures (for everything except for grants) | Oct. 23, 2020 | n/a | n/a | ||
Grants | Report Cost Share to Sponsored Programs Services (SPS) | Oct. 30, 2020 | n/a | Jan. 1, 2021 | ||
Grants | Request a new sponsor or vendor ID from Sponsored Programs Services (SPS) | Oct. 30, 2020 | n/a | Jan. 1, 2021 | ||
Grants | Request updates/changes to grant accounts in FACTS | Oct. 30, 2020 | n/a | Jan. 1, 2021 | ||
Grants | Request an adjusted invoice from Sponsored Programs Services (SPS) | Oct. 30, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Use pre-assigned inventory tag numbers for purchases | Nov. 1, 2020 | n/a | n/a | Starting November 1, General Accounting will assign inventory numbers for all purchases of capital and trackable inventory. | Communication sent Oct. 26, 2020 |
Human Resources | Change personal information (name, SSN, date of birth) in myWSU | Nov. 6, 2020 | Nov. 20, 2020 | Dec. 16, 2020 | ||
Human Resources | Post National Tenure Track Faculty searches in OPDRS | Nov. 13, 2020 | n/a | Dec. 16, 2020 | ||
Grants | Send Effort Certification Reports with Cost Share to SPS | Nov. 13, 2020 | n/a | Jan. 1, 2021 | ||
Grants | Submit Re-Budget and Guarantee SPARs (Sponsored Project Activity Requests) to Sponsored Programs Services (SPS) | Nov. 13, 2020 | n/a | Jan. 1, 2021 | Communication sent on Oct. 29, 2020 | |
Procurement | Submit a requisition to Purchasing | Nov. 13, 2020 | n/a | Jan. 1, 2021 | Communication sent on Nov. 6, 2020 | |
Finance | Enter new suppliers (vendors) | Nov. 15, 2020 | Dec. 23, 2020 | Jan. 1, 2021 | "Supplier" is the Workday term for "vendor." | |
Grants | Submit a request to set up or close an award to Sponsored Programs Services (SPS) | Nov. 15, 2020 | Dec. 18, 2020 | Jan. 1, 2021 | There will not be a freeze on proposals and receiving new awards from our sponsors, but there will be a freeze on setting up the actual accounts in AIS. | |
Grants | Enter new suppliers or subrecipients | Nov. 15, 2020 | Dec. 23, 2020 | Jan. 1, 2021 | ||
Procurement | Submit Payment Requests (invoices) for FY2021 to Accounts Payable for payment in AIS | Nov. 20, 2020 | Dec. 20, 2020 | Jan. 1, 2021 | ||
Procurement | Process IRIs (Interdepartmental Requisition forms) and Purchase Orders | Nov. 20, 2020 | Dec. 21, 2020 | Jan. 1, 2021 | In Workday, F-Orders and K-Orders are both called Purchase Orders. Learn more about what will happen to Service Centers. | |
Grants/Payroll | Submit Expenditure Transfer Requests (ETRs) to Payroll Services | Nov. 20, 2020 | n/a | Jan. 1, 2021 | ||
Human Resources | Access closes to TEMPS | Nov. 20, 2020 | Dec. 15, 2020 | Dec. 16, 2020 | ||
Human Resources | Terminate an employee | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | ||
Human Resources | Make appointment changes in HEPPS | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | Future-dated transactions won't be converted into Workday. | |
Human Resources | Change contact information (phone number, address) | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | ||
Payroll | Change elective deductions (like UREC, CoreTech, parking, and Cougar Card) with Payroll Services | Nov. 20, 2020 | Dec. 4, 2020 | Jan. 1, 2021 | ||
Human Resources | Change Government ID | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | ||
Human Resources/Payroll | Enter hires or appointment changes into PERMS for the Dec. 24 paycheck | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | Future-dated transactions won't be converted into Workday. | |
Human Resources/Payroll | Input actions into TEMPS for the Dec. 24 paycheck | Nov. 20, 2020 | Dec. 4, 2020 | n/a | ||
Human Resources/Payroll | Submit a Position Action (PA) to HRS Position Control | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | ||
Payroll | Submit an Expense Assignment Action form (EAA) to HRS Position Control | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | EAAs with funding lines that have start dates between Dec. 4 and Dec. 16, 2020 will not be converted and will need to be manually entered into Workday after launch starting on Dec. 16, 2020. | |
Human Resources | Update employee compensation | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | ||
Human Resources | Hire a new employee | Nov. 20, 2020 | Dec. 4, 2020 | Dec. 16, 2020 | This also applies if the hire date is on or after Dec. 16. | |
Human Resources | Submit work schedules for overtime-eligible employees as of Dec. 13 to Modernization | Nov. 23, 2020 | n/a | n/a | ||
Human Resources | Post Administrative Professional and other Faculty searches in OPDRS | Nov. 30, 2020 | n/a | Dec. 16, 2020 | ||
Finance | Submit accounting journals for July - November 2020 | Nov. 30, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Submit outstanding pre-assigned inventory tag numbers to Controller's Office | Dec. 1, 2020 | n/a | n/a | ||
Grants | Send approved subcontract invoices to Sponsored Programs Services (SPS) | Dec. 4, 2020 | n/a | Jan. 1, 2021 | ||
Human Resources | Access closes to PERMS | Dec. 4, 2020 | n/a | Dec. 16, 2020 | ||
Human Resources | Submit Time Off balances as of Dec. 1 and anticipated Time Off balances for Dec. 1-15 back to Modernization | Dec. 4, 2020 | n/a | n/a | Communication sent Oct. 26, 2020 | |
Human Resources | Post Classified Staff searches in OPDRS | Dec. 7, 2020 | n/a | Dec. 16, 2020 | ||
Finance | Submit 17A cash advance request to Controller's Office | Dec. 9, 2020 | n/a | Jan. 1, 2021 | ||
Grants | Submit cash advance clearing documents to Sponsored Programs Services (SPS) | Dec. 9, 2020 | n/a | Jan. 1, 2021 | This includes Global Animal Health. | |
Grants | Request a revenue transfer for Fixed Price Consolidation Accounts (FPCA) from Sponsored Programs Services (SPS) | Dec. 9, 2020 | n/a | Jan. 1, 2021 | ||
Grants | Have Sponsored Programs Services (SPS) approve a refund request | Dec. 9, 2020 | n/a | Jan. 1, 2021 | ||
Payroll | Submit time documents (time worked/off) for the last payroll in legacy systems | Dec. 11, 2020 | n/a | Dec. 16, 2020 | This includes requests for Leave Without Pay (LWOP). Starting on Dec. 16, you'll enter your time in Workday instead. | Communication sent Nov. 3, 2020 |
Grants | Get approval from Sponsored Programs Services (SPS) for final invoices on accounts termed prior to Nov. 30, 2020 | Dec. 11, 2020 | n/a | Jan. 1, 2021 | ||
Human Resources/Payroll | Use comp (compensatory) time | Dec. 11, 2020 | n/a | Dec. 16, 2020 | To earn comp time between Dec 12 and 16, contact HRS for an exception. | Communication sent Oct. 5, 2020 |
Human Resources/Payroll | Submit requests to Payroll Services to pay out comp (compensatory) time | Dec. 11, 2020 | n/a | n/a | To earn comp time between Dec 12 and 16, contact HRS for an exception. Comp time will be paid out after January 1, 2021. | Communication sent Oct. 5, 2020 |
Human Resources | Close OPDRS postings from WSUJobs | Dec. 13, 2020 | n/a | Dec. 16, 2020 | ||
Finance | Submit travel expense vouchers (TEVs) to Travel Services | Dec. 14, 2020 | n/a | Jan. 1, 2021 | Travel expense vouchers missing this deadline must be created in Workday after launch. | Communication sent on Oct. 29, 2020 |
Finance | Submit travel advance requests to Travel Services | Dec. 14, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Submit State of Washington Invoice Vouchers for employee confirming reimbursements to Accounts Payable | Dec. 14, 2020 | n/a | Jan. 1, 2021 | Confirming reimbursements received after Dec. 14, 2020 will need to be created in Workday after launch. | |
Grants | Drop off checks in Sponsored Programs Services (SPS) | Dec. 14, 2020 | n/a | n/a | ||
Procurement | Reconcile all PCard/CTA transactions in PaymentNet | Dec. 15, 2020 | n/a | Jan. 1, 2021 | You can use your Pcard after this date. Any Pcard transactions posted between 12/16 and 12/31 will be reconciled in Workday starting on Jan. 1, 2021. | |
Procurement | Use PAPR Web | Noon on Dec. 16, 2020 | n/a | Jan. 1, 2021 | ||
Payroll | Input information or manage transactions in HEPPS | 5 p.m. on Dec. 16, 2020 | Noon on Dec. 24, 2020 | n/a | After noon on Dec. 24, 2020, DEPPS and HEPPS will be available for read-only access. | |
Procurement | Use PAPR | 5 p.m. on Dec. 18, 2020 | Dec. 21, 2020 | n/a | After Dec. 31, 2020, PAPR will be placed in a read-only state. | |
Payroll | Positive Pay opens to enter positive pay for first half of December payroll (Dec. 1-15) | 9 a.m. on Dec. 15, 2020 | n/a | n/a | Communication sent Nov. 3, 2020 | |
Payroll | Positive Pay closes for entering first half of December's payroll (Dec. 1-15) | 12 p.m. on Dec. 17, 2020 | n/a | n/a | Communication sent Nov. 3, 2020 | |
Human Resources | Add academic appointment | n/a | n/a | Dec. 16, 2020 | ||
Human Resources | Create or edit a named professorship | n/a | n/a | Dec. 16, 2020 | ||
Human Resources | Edit position | n/a | n/a | Dec. 16, 2020 | ||
Human Resources | End additional job/academic appointments | n/a | n/a | Dec. 16, 2020 | ||
Human Resources | Enter contingent workers | n/a | n/a | Dec. 16, 2020 | ||
Human Resources | Request a background check | n/a | n/a | Dec. 16, 2020 | ||
Human Resources | Extend job offers | n/a | n/a | Dec. 16, 2020 | ||
Use old bar code stickers for mail on the Pullman campus | Dec. 18, 2020 | n/a | Jan. 1, 2021 | https://news.wsu.edu/announcement/order-new-bar-code-stickers-mail-7/ | ||
Procurement | Order supplies from Ustores | Dec. 18, 2020 | Dec. 31, 2020 | n/a | Departments will not be able to order supplies from Ustores between Dec. 18 and 31, 2020. Ordering will resume through Ustores on Jan. 1, 2021. | |
Grants | Submit remote documents for revenue receipting | Dec. 18, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Upload allocation journal vouchers (journal entries) to FACTS | 5 p.m. on Dec. 18, 2020 | Dec. 31, 2020 | n/a | After Dec. 18, 2020, FACTS becomes read-only for department users. | |
Procurement | Use SCBAIMS | 5 p.m. on Dec. 18, 2020 | Dec. 21, 2020 | Jan. 1, 2021 | After Dec. 18, 2020, SCBAIMS will be available for view-only access. | |
Finance | Submit cash advance overages to Travel Services | Dec. 20, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Process Journal Vouchers (JVs) and allocation journals in the Budget Planning System (BPS) | Dec. 22, 2020 | n/a | Jan. 1, 2021 | The Budget Office is allowing BPS allocation JVs until midday on Dec. 22, 2020. | |
Finance/Grants | Submit accounting and allocation journals for December 2020 | Dec. 22, 2020 | n/a | n/a | ||
Grants | Sponsored payments will be received in current systems | Dec. 23, 2020 | n/a | Jan. 1, 2021 | Sponsored payments for invoices between Dec. 24 and Dec. 31 will be held and entered into Workday after Jan. 1, 2021. | |
Finance | Enter Z sheets (invoices) batch in receivables | Dec. 23, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Create, modify, or dispose of assets | Dec. 23, 2020 | n/a | Jan. 1, 2021 | ||
Payroll | Download and certify PEARs report (for the first half of December) | Noon on Dec. 24, 2020 | n/a | n/a | This will be the last PEARs report in legacy systems. | |
Human Resources | Input information or manage transactions in DEPPS | Noon on Dec. 24, 2020 | n/a | n/a | After noon on Dec. 24, 2020, DEPPS and HEPPS will be available for read-only access. | |
Finance | Submit receipts for goods or services sold by a department | 11:59 on Dec. 31, 2020 | n/a | Jan. 1, 2021 | ||
Finance | Buy into an endowment (with an effective date of Dec. 31, 2020) | Jan. 4, 2021 | n/a | n/a | An integration will connect the ACCESS database with Workday. | |
Payroll | Time due for first WSU Payroll in Workday (Pay date: Jan. 11, 2021) | n/a | n/a | 5 p.m. on Jan. 4, 2021 | Payroll will process on Jan. 5, 2021. This paycheck will be issued on Jan. 11, 2021. | |
Payroll | First WSU paycheck from Workday | n/a | n/a | Jan. 11, 2021 | ||
Human Resources | Complete (fill or cancel) recruitment efforts in OPDRS | n/a | n/a | April 30, 2021 |