Service overview

Workday is the web-based cloud solution used for human resources management at McGill. It provides state-of-the-art technology that supports McGill's human resources needs well into the future.

Key features include:

• Automation of employee management processes
• Simplifying and standardizing of procedures
• Access to real-time data on the University's workforce
• Integration of software solutions (central IT systems, external systems and local applications)

Viewing and transaction rights are configured per user based on structure (who reports to whom) and security policies. Security roles are assigned to the position, not to users.  Users are automatically assigned security roles as they enter the position. Security roles determine a user's level of access for task processing, data viewing, and report generation.

Find more information about Workday on the HR website.

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Who can use it

The following groups can use Workday’s self-serve application:

• McGill employees can access their own Workday account to update their personal information, make benefits elections, enter time, request absences, review pay stubs, explore career opportunities, etc.
• Managers have an increased ability to initiate recruitment, compensation, and job change processes, to approve requests and have aggregated visibility on their team’s information, including hours worked, staff movement and time off balances.
• HR and Academic Affairs Professionals benefit from:
  
  • Simple request functionalities
  • Built-in eligibility rules allowing employees to be provided only with what they are eligible for according to their job profile and employee type
  • Automatic routing of all requests to the next person involved in the process
  • An My Tasks / inbox window regrouping all items requiring action and an archive of completed items
  • An auditable, automatically saved transaction history
• Finance Partners are included in the business processes, and they are responsible for validating the fund and activity codes associated with employees’ pay.
• Retired McGill employees retain access to Workday to view and update personal information and banking information, view pay slips and tax documents and manage benefits.
• External job applicants can view job postings and apply for a McGill position.
• Additional security roles in Workday support the main business processes, including:
  • Local Timekeepers
  • Absence Partners
  • Compensation Partners
  • Recruiters and Recruiting Coordinators
  • Central HR & APO roles

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How to request & access the service

McGill employees can log into Workday using their McGill username and password.

Retired McGill employees retain their access to Workday and log in using their McGill username and password.

External job applicants can apply on the Career site.

Internal job applicants can apply by typing “Find Jobs” in the Workday search field.

To access the full range of Workday features from outside the McGill network, two-factor authentication (2FA) is required. Downloading and setting up the Microsoft Authenticator app on your mobile device is highly recommended.

The use of the McGill VPN is recommended when accessing McGill Systems from public networks (e.g., airports, cafes). However, employees with an administrative user-based group will continue to be required to use VPN when working off campus or on a network not managed by McGill. For more information, see the Virtual Private Network (VPN) job aid.

The All About HR Data Security job aid introduces to you the data security basics and your roles and responsibilities in keeping data safe. The job aid provides further details regarding when 2FA and the VPN are required based on Workday security roles.

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Cost

There is no cost associated with using this service.

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Availability

This service is available 24 X 7.

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FAQ

None available.

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Best practices & policies

• If your Workday security role allows you to access other employees' information, be mindful of potential security risks. Do not download employee data to personal devices or devices not owned and managed by McGill.
• Never share your McGill username and password with anyone.
• Be sure to create a different password if you use your McGill email address to sign in to external websites and services.
• Adhere to data security guidelines set out in the All About HR Data Security job aid.

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Training and documentation

• Workday Training
  • Visit the Human Resources Workday Training webpage for information about employee self-service training and live online Workday training that has been designed based Heavy User security role assignments.
• The two Academic & Administrative HR Knowledge bases contain job aids providing step-by-step instructions on Workday business processes. Users can access these environments by logging in with their McGill employee username and password:
  1. The Staff – Academic & Administrative HR Knowledge Base contains job aids and instructional information for all employees.
  2. The Restricted – Academic & Administrative HR Knowledge Base job aids relevant to Heavy Users and Managers.
  3. The Confidential McGill HR Documentation SharePoint site contains specialized job aids for certain HR Centres of Expertise (currently Total Compensation and Disability Management).

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Support

For technical difficulties accessing Workday, contact the IT Service Desk.

For requests and inquiries:

• Access the McGill Academic & Administrative HR Service Portal
• Email: hr.hr@mcgill.ca
• Telephone: 514-398-4747

Visit the Workday webpage on the HR website.