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Washington State University Modernization

Cutover

The transition to Workday will include deadlines for entering information in old systems, and dates for when we can start entering information into Workday instead. This page is where you can find the most up-to-date information throughout the transition, aka “cutover.” Scroll down for FAQs, timeline details, and a searchable table of deadlines for different activities.

A visual timeline of the transition to Workday, called cutover
High-level timeline for the cutover to Workday. Download a copy here.

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

What is “cutover”?

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.”

What are “freeze dates”?

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.

What are “critical transactions”?

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.

Can I future-date transactions?

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.

How will leave without pay (LWOP) be handled for December 1 through 15?

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.

How will overtime (OT) be handled for December 1 through 15?

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.

What’s happening behind the scenes?

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 11 a.m. on 11/18/2020.

Work AreaLast day for this activityDepartment deadline/soft freezeHard freeze dateFirst day for transactions in WorkdayNotesCommunications
FinanceRequest new elements (budgets, funds, objects, subobjects, etc.) for the Chart of AccountsOct. 1, 2020n/aJan. 1, 2021Workday's Foundation Data Model will replace the Chart of Accounts.Communication sent Sept. 25, 2020
FinanceRequest account closures (for everything except for grants)Oct. 23, 2020n/an/a
GrantsReport Cost Share to Sponsored Programs Services (SPS)Oct. 30, 2020n/aJan. 1, 2021
GrantsRequest a new sponsor or vendor ID from Sponsored Programs Services (SPS)Oct. 30, 2020n/aJan. 1, 2021
GrantsRequest updates/changes to grant accounts in FACTSOct. 30, 2020n/aJan. 1, 2021
GrantsRequest an adjusted invoice from Sponsored Programs Services (SPS)Oct. 30, 2020n/aJan. 1, 2021
FinanceUse pre-assigned inventory tag numbers for purchasesNov. 1, 2020n/an/aStarting November 1, General Accounting will assign inventory numbers for all purchases of capital and trackable inventory.Communication sent Oct. 26, 2020
Human ResourcesChange personal information (name, SSN, date of birth) in myWSUNov. 6, 2020Nov. 20, 2020Dec. 16, 2020
Human ResourcesPost National Tenure Track Faculty searches in OPDRSNov. 13, 2020n/aDec. 16, 2020
GrantsSend Effort Certification Reports with Cost Share to SPS Nov. 13, 2020n/aJan. 1, 2021
GrantsSubmit Re-Budget and Guarantee SPARs (Sponsored Project Activity Requests) to Sponsored Programs Services (SPS)Nov. 13, 2020n/aJan. 1, 2021Communication sent on Oct. 29, 2020
ProcurementSubmit a requisition to PurchasingNov. 13, 2020n/aJan. 1, 2021Communication sent on Nov. 6, 2020
FinanceEnter new suppliers (vendors)Nov. 15, 2020Dec. 23, 2020Jan. 1, 2021"Supplier" is the Workday term for "vendor."
GrantsSubmit a request to set up or close an award to Sponsored Programs Services (SPS)Nov. 15, 2020Dec. 18, 2020Jan. 1, 2021There 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.
GrantsEnter new suppliers or subrecipientsNov. 15, 2020Dec. 23, 2020Jan. 1, 2021
ProcurementSubmit Payment Requests (invoices) for FY2021 to Accounts Payable for payment in AISNov. 20, 2020Dec. 20, 2020Jan. 1, 2021
ProcurementProcess IRIs (Interdepartmental Requisition forms) and Purchase OrdersNov. 20, 2020Dec. 21, 2020Jan. 1, 2021In Workday, F-Orders and K-Orders are both called Purchase Orders. Learn more about what will happen to Service Centers.
Grants/PayrollSubmit Expenditure Transfer Requests (ETRs) to Payroll ServicesNov. 20, 2020n/aJan. 1, 2021
Human ResourcesAccess closes to TEMPSNov. 20, 2020Dec. 15, 2020Dec. 16, 2020
Human ResourcesTerminate an employeeNov. 20, 2020Dec. 4, 2020Dec. 16, 2020
Human ResourcesMake appointment changes in HEPPSNov. 20, 2020Dec. 4, 2020Dec. 16, 2020Future-dated transactions won't be converted into Workday.
Human ResourcesChange contact information (phone number, address)Nov. 20, 2020Dec. 4, 2020Dec. 16, 2020
PayrollChange elective deductions (like UREC, CoreTech, parking, and Cougar Card) with Payroll ServicesNov. 20, 2020Dec. 4, 2020Jan. 1, 2021
Human ResourcesChange Government IDNov. 20, 2020Dec. 4, 2020Dec. 16, 2020
Human Resources/PayrollEnter hires or appointment changes into PERMS for the Dec. 24 paycheckNov. 20, 2020Dec. 4, 2020Dec. 16, 2020Future-dated transactions won't be converted into Workday.
Human Resources/PayrollInput actions into TEMPS for the Dec. 24 paycheckNov. 20, 2020Dec. 4, 2020n/a
Human Resources/PayrollSubmit a Position Action (PA) to HRS Position ControlNov. 20, 2020Dec. 4, 2020Dec. 16, 2020
PayrollSubmit an Expense Assignment Action form (EAA) to HRS Position Control Nov. 20, 2020Dec. 4, 2020Dec. 16, 2020EAAs 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 ResourcesUpdate employee compensationNov. 20, 2020Dec. 4, 2020Dec. 16, 2020
Human ResourcesHire a new employeeNov. 20, 2020Dec. 4, 2020Dec. 16, 2020This also applies if the hire date is on or after Dec. 16.
Human ResourcesSubmit work schedules for overtime-eligible employees as of Dec. 13 to ModernizationNov. 23, 2020n/an/a
Human ResourcesPost Administrative Professional and other Faculty searches in OPDRSNov. 30, 2020n/aDec. 16, 2020
FinanceSubmit accounting journals for July - November 2020Nov. 30, 2020n/aJan. 1, 2021
FinanceSubmit outstanding pre-assigned inventory tag numbers to Controller's OfficeDec. 1, 2020n/an/a
GrantsSend approved subcontract invoices to Sponsored Programs Services (SPS)Dec. 4, 2020n/aJan. 1, 2021
Human ResourcesAccess closes to PERMSDec. 4, 2020n/aDec. 16, 2020
Human ResourcesSubmit Time Off balances as of Dec. 1 and anticipated Time Off balances for Dec. 1-15 back to ModernizationDec. 4, 2020n/an/aCommunication sent Oct. 26, 2020
Human ResourcesPost Classified Staff searches in OPDRSDec. 7, 2020n/aDec. 16, 2020
FinanceSubmit 17A cash advance request to Controller's OfficeDec. 9, 2020n/aJan. 1, 2021
GrantsSubmit cash advance clearing documents to Sponsored Programs Services (SPS)Dec. 9, 2020n/aJan. 1, 2021This includes Global Animal Health.
GrantsRequest a revenue transfer for Fixed Price Consolidation Accounts (FPCA) from Sponsored Programs Services (SPS)Dec. 9, 2020n/aJan. 1, 2021
GrantsHave Sponsored Programs Services (SPS) approve a refund requestDec. 9, 2020n/aJan. 1, 2021
PayrollSubmit time documents (time worked/off) for the last payroll in legacy systemsDec. 11, 2020n/aDec. 16, 2020This includes requests for Leave Without Pay (LWOP). Starting on Dec. 16, you'll enter your time in Workday instead.Communication sent Nov. 3, 2020
GrantsGet approval from Sponsored Programs Services (SPS) for final invoices on accounts termed prior to Nov. 30, 2020Dec. 11, 2020n/aJan. 1, 2021
Human Resources/PayrollUse comp (compensatory) timeDec. 11, 2020n/aDec. 16, 2020To earn comp time between Dec 12 and 16, contact HRS for an exception.Communication sent Oct. 5, 2020
Human Resources/PayrollSubmit requests to Payroll Services to pay out comp (compensatory) timeDec. 11, 2020n/an/aTo 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 ResourcesClose OPDRS postings from WSUJobsDec. 13, 2020n/aDec. 16, 2020
FinanceSubmit travel expense vouchers (TEVs) to Travel ServicesDec. 14, 2020n/aJan. 1, 2021Travel expense vouchers missing this deadline must be created in Workday after launch.Communication sent on Oct. 29, 2020
FinanceSubmit travel advance requests to Travel ServicesDec. 14, 2020n/aJan. 1, 2021
FinanceSubmit State of Washington Invoice Vouchers for employee confirming reimbursements to Accounts PayableDec. 14, 2020n/aJan. 1, 2021Confirming reimbursements received after Dec. 14, 2020 will need to be created in Workday after launch.
GrantsDrop off checks in Sponsored Programs Services (SPS)Dec. 14, 2020n/an/a
ProcurementReconcile all PCard/CTA transactions in PaymentNet Dec. 15, 2020n/aJan. 1, 2021You 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.
ProcurementUse PAPR Webn/anoon on Dec. 16, 2020Jan. 1, 2021
ProcurementUse PAPR5 p.m. on Dec. 16, 2020Dec. 21, 2020n/aAfter Dec. 31, 2020, PAPR will be placed in a read-only state.
PayrollPositive Pay opens to enter positive pay for first half of December payroll (Dec. 1-15)9 a.m. on Dec. 15, 2020n/an/aCommunication sent Nov. 3, 2020
PayrollPositive Pay closes for entering first half of December's payroll (Dec. 1-15)12 p.m. on Dec. 17, 2020n/an/aCommunication sent Nov. 3, 2020
Human ResourcesAdd academic appointmentn/an/aDec. 16, 2020
Human ResourcesCreate or edit a named professorshipn/an/aDec. 16, 2020
Human ResourcesEdit positionn/an/aDec. 16, 2020
Human ResourcesEnd additional job/academic appointmentsn/an/aDec. 16, 2020
Human ResourcesEnter contingent workersn/an/aDec. 16, 2020
Human ResourcesRequest a background checkn/an/aDec. 16, 2020
Human ResourcesExtend job offersn/an/aDec. 16, 2020
GrantsSubmit remote documents for revenue receiptingDec. 18, 2020n/aJan. 1, 2021
FinanceUpload allocation journal vouchers (journal entries) to FACTS5 p.m. on Dec. 18, 2020n/an/aAfter Dec. 18, 2020, FACTS becomes read-only for department users.
FinanceSubmit cash advance overages to Travel ServicesDec. 20, 2020n/aJan. 1, 2021
ProcurementUse SCBAIMSDec. 21, 2020Dec. 21, 2020Jan. 1, 2021After Dec. 21, 2020, SCBAIMS will be available for view-only access.
ProcurementOrder supplies from UstoresDec. 21, 2020Dec. 31, 2020n/aDepartments will not be able to order supplies from Ustores between Dec. 21 and 31, 2020. Ordering will resume through Ustores on Jan. 1, 2021.
FinanceProcess Journal Vouchers (JVs) and allocation journals in the Budget Planning System (BPS) Dec. 22, 2020n/aJan. 1, 2021
Finance/GrantsSubmit accounting and allocation journals for December 2020Dec. 22, 2020n/an/a
GrantsSponsored payments will be received in current systemsDec. 23, 2020n/aJan. 1, 2021Sponsored payments for invoices between Dec. 24 and Dec. 31 will be held and entered into Workday after Jan. 1, 2021.
FinanceEnter Z sheets (invoices) batch in receivablesDec. 23, 2020n/aJan. 1, 2021
FinanceCreate, modify, or dispose of assetsDec. 23, 2020n/aJan. 1, 2021
PayrollDownload and certify PEARs report (for the first half of December)Noon on Dec. 24, 2020n/an/aThis will be the last PEARs report in legacy systems.
PayrollInput information or manage transactions in HEPPS or DEPPSNoon on Dec. 24, 2020n/an/aAfter noon on Dec. 24, 2020, DEPPS and HEPPS will be available for read-only access.
FinanceSubmit receipts for goods or services sold by a department11:59 on Dec. 31, 2020n/aJan. 1, 2021
FinanceBuy into an endowment (with an effective date of Dec. 31, 2020)Jan. 4, 2021n/an/aAn integration will connect the ACCESS database with Workday.
PayrollTime due for first WSU Payroll in Workday (Pay date: Jan. 11, 2021)n/an/a5 p.m. on Jan. 4, 2021Payroll will process on Jan. 5, 2021. This paycheck will be issued on Jan. 11, 2021.
PayrollFirst WSU paycheck from Workdayn/an/aJan. 11, 2021
Human ResourcesComplete (fill or cancel) recruitment efforts in OPDRSn/an/aApril 30, 2021