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Introduction

Legacy Traditional Schools currently use several systems to manage business functions such as human resources, payroll, timekeeping, purchasing and more. These systems all play an important role in the overall success of our schools and employee relations. But, it is challenging and clunky to manage and utilize so many systems. So, we are embarking on a process of eliminating some systems we’ve become accustomed to and implementing a new software that will integrate all of our processes into one system called Workday.

Workday is scheduled to go-live in June 2021.

Workday is a cloud-based software that will deliver an all-in-one package and will replace many of our systems such as:

  • ADP
  • TimeClock+
  • Procurify
  • ClearCompany
  • Google-based performance evaluations and goal tracking

In addition, Workday will integrate with, but not replace the following systems:

  • AESOP
  • Wells Fargo P-Cards (new and easy reconciliations!)
  • Titan
  • Background Screenings (Nevada employees)

Workday will not impact the following systems at this time:

  • Eleyo
  • Schoology
  • PowerSchool
  • Infinite Campus
  • SchoolMint
  • Raptor

What is Changing with Workday?

Workday will provide an all-in-one system that will replace many current systems, including:

ADP
ADP is Legacy’s current human resources information system (HRIS) in which employees use to enroll in benefits, request time off, access paychecks, and see organizational charts. All employee data is also stored in ADP, which is managed by Vertex’s HR Operations and Benefits teams. Unfortunately, this is where ADP’s functionality ended and we saw a need to implement something that could do more for employees.

With Workday, employees will have a one-stop-shop for more easily requesting time off, enrolling in benefits, accessing their paychecks, and, if applicable, seeing their timeclock entries. More significantly, employee data will be better integrated with payroll processing, which will ensure greater efficiency and accuracy in employee pay. Workday will also connect all of an employee’s data into a profile that will serve as a place to track performance, input goals, conduct self-evaluations, see performance reviews, and access professional development, among many other things.

TimeClock+
TimeClock+ is a system used primarily by hourly employees at Legacy Traditional Schools to clock in and clock out for work. This is done manually at shared computer terminals on Legacy campuses.

By replacing TimeClock+ with Workday, hourly employees will be able to clock in and out from anywhere, including from their smartphones. Additionally, moving this function to Workday will help increase payroll efficiency and accuracy.

Procurify
Procurify is the system Vertex Education and Legacy Traditional Schools use to create purchase orders (P.O.) for all goods and services. WorkDay will have the same ability but with more functionality and integration with all of WorkDay functions for finance and accounting.

ClearCompany
Clear Company is the current applicant tracking system used by Talent Acquisition to post current job openings for employees and coordinate candidates for interviews with hiring managers. In July 2021, Workday will replace Clear Company. Workday will improve the candidate experience through a seamless application process, improved job previews with video, candidate status updates, and a more robust platform for communication. Workday will improve the hiring manager experience with improved viewing, reporting, and communication platforms through the use of dashboards, two-way communication with recruiters, and an ability to view candidate screening and interview notes. Overall, Workday will automate workflows within the onboarding process and will allow us to deliver training directly through the platform.

Performance Evaluations and Learning Management
Legacy Traditional School administrators currently complete staff performance evaluations in Google Sheets. These Google Sheets can be clunky to navigate and update year-to-year, which introduces many inefficiencies. We are very restricted in the types of data analysis that can be conducted on organizational performance. Additionally, Google Sheets are not integrated with any systems, making it more difficult to create connections between employee performance and development.

With Workday, performance evaluations will be conducted entirely within the system, eliminating manual processes. Additionally, Workday offers a robust learning management system (LMS) that will be aligned with performance evaluations and used to enhance employee training and development.

Change Champions

Change Champions play an important role in supporting teammates during the transition to Workday. Change Champions:

  • Serve as a liaison between the Workday project team and Legacy campuses
  • Explain pain points with current state processes and help ensure Workday meet’s Legacy’s needs
  • Provide feedback at various checkpoints
  • Advocate for new processes and software

Change Champions meet periodically to gather information about Workday, discuss questions from their Legacy teammates, and collect answers to share back with their teams.

 

Campus Name Role
Cadence Nathalie Burgess Principal
North Valley Candida Wadsworth
Samantha Brady		 Principal
Instructional Coach
Southwest Las Vegas Vicki Welling
Callie Frank		 Principal
Instructional Coach
Nevada ALL Jennifer Hackett Deputy Superintendent
Avondale Dennis Beitel Assistant Principal
Chandler Megan Alvarado Assistant Principal
Casa Grande Nicole Woodruff Secretary
Deer Valley Kara Hodge Principal
East Mesa Chelsi Hartley
Amy Peck		 Secretary
Principal
East Tucson Jennifer Little Principal
Gilbert Brandi Sanderson Principal
Glendale Roxanne Morris
Annie Brown		 Principal
Secretary
Goodyear Jennifer Zortman Secretary
Laveen Samantha Neilson
Shari Guerra		 Secretary
Principal
Maricopa Dion Koltes Principal
Mesa Jessica Stoelting Principal
North Chandler Dino Katsiris Assistant Principal
Northwest Tucson Ardemis Martin
Sharon Martinez		 Principal
Secretary
Peoria Marlene Mettes Instructional Coach
Phoenix (K-5) Larissa Cuda Principal
Phoenix (6-8) Dominica Lopez Secretary
Queen Creek Shereen Shaw Secretary
Surprise (K-5) Rachel Bennett Assistant Principal
Surprise (6-8) Rachel Bennett Assistant Principal
West Surprise Kristin Lucas Assistant Principal

Learn About Workday

Videos:

FAQs

Workday

What is Workday?

Workday is a cloud-based software that will deliver an all-in-one package and will replace many of our systems such as:

  • ADP
  • TimeClock+
  • Procurify
  • ClearCo.
  • Google-based performance evaluations and goal tracking

Vertex Education and Legacy Traditional Schools currently use several systems to manage business functions such as human resources, payroll, timekeeping, purchasing and more. These systems all play an important role in the overall success of our companies and employee relations. But, it is challenging and clunky to manage and utilize so many systems. So, we are embarking on a process of eliminating some systems we’ve become accustomed to and implementing a new software that will integrate all of our processes into one system called Workday.

June 16, 2021

Workday enables 24/7 access to information over a secure network. The Software as a Service (SaaS) or cloud delivery model allows services to reach customers with Workday functionality, offers employee and manager self-service, enabling employees to update or access their information privately from any computer or mobile device with internet access.

Yes, Workday will replace several of the systems we are currently using so all employees will utilize Workday in some fashion. Most employees will utilize Workday to for HR, payroll and benefits information such as:

  • Update personal information
  • View paycheck details and deductions
  • View and/or update benefits when appropriate
  • Access company directory information

Workday can be accessed from a PC, Mac, tablet or smartphone (Apple or Android devices) with a secure internet connection. Instructions for adding the mobile app will be sent prior to Go-Live.

For the latest updates and information on the project or to provide feedback, you are encouraged to visit the intranet at: https://intranet.vertexeducation.com/projects/

Although any browser will work to access Workday (Internet Explorer (IE), Safari, Firefox, etc.), Google Chrome is the preferred browser.

Human Resources and Payroll

You can make a request for time off well in advance of when you plan to take it (vacation, doctor’s visits) or enter time off already taken after it occurs (sick time). Before a request is approved you can cancel it (“oops, I picked the wrong day”) or after it’s approved, you can update it (“that doctor’s appointment was quicker than I thought”). In all cases, an item will appear in your supervisor’s Workday Inbox to approve. Balances are always up-to-date, and you can use the calendar in the “Request” screen to see what your balances will be in the future.

Yes, there is a function which will allow you to “delegate” to someone who is on the same level as you are in the org chart, or higher. The delegate can then take action on items in your Workday Inbox such as approve timesheets. You can choose to delegate a specific task or all tasks. Delegations are usually time-based.

Newsletters

The Workday Change Management team will be sending out newsletters every few weeks to keep everyone up-to-date on this important project. Click on the links below to view newsletters.