Workday Transition Schedule

The following systems have sunsetted: HR Self-Service (May 18), ThinkSmart (June 14), LionJobs and SEA (June 17)


Starting May 18, various LMU legacy systems will begin sunsetting in preparation for the transition to Workday on June 28. These "offline" periods are necessary to transfer data from the old systems to Workday.  

The following table highlights the last available dates in which the affected systems will be available. These will be the last days to access each system, before the university transitions to Workday. LMU kindly asks for your patience during this transition, and that you plan your job tasks accordingly around the offline dates. 

For support related to any legacy system, please contact the department listed in the respective Support Contact column. 

SYSTEM

BUSINESS PROCESSES AFFECTED

LAST AVAILABLE DATE

SUPPORT CONTACT

ADP iPay

• Earnings Statements
• W2s

*Please note, ADP iPay will remain active, with access to historical data in perpetuity after June 28

N/A

mytime@lmu.edu

Concur

• Expense Reports
• Invoices
• P-Card Transactions

*Please note, all Concur transactions must be fully approved (in AP Review status) by June 23  at 5 pm.

June 23 (5pm)

concur@lmu.edu 

External Time Clocks

• Removal of physical time clocks on campus

April 23 hr@lmu.edu

jobs.lmu.edu

• Job Postings

See "Recruiting & Hiring" below table hr@lmu.edu 

Longview

• Budgets
• Planning
• Reporting

*Longview will remain active through go-live.

N/A

budget@lmu.edu 

MyTime

• Time-Entry (entering hours worked)
• Time Off Reporting (vacation, sick, etc.)
• All MyTime amendments for prior pay periods (time worked and time off)

June 23 (5pm)

mytime@lmu.edu 

Oracle

• All Employee Self-Service, Including: 
   - Benefit changes
   - Updating address and emergency contacts
   - Adding/changing LMU Alert mobile number

*Oracle financial systems will remain active through go-live.

May 18 (5pm)

hr@lmu.edu  
Paper Forms • Allowances for mobile or equipment (June 11)
• Compensation & Classification: For any position reviews submitted after June 4th, the classification recommendations will not be reported out until after June 28
• Direct deposit (June 17)
• PAF (Personal Action Form) paper or PDF version (April 30)
• AAF (Academic Action form) paper or PDF version (April 30) 
• Tax forms, e.g. W4 and CA DE4 (June 17)
Varies (refer to respective dates on left)  hr@lmu.edu  

PeopleAdmin

• Recruiting & Hiring

See "Recruiting & Hiring" below table

hr@lmu.edu  

Student Employment (LionJobs, SEA)

• Recruiting and hiring of student employees

*Please note, the last date of LLS summer hiring is June 11 

Westchester: 
June 17 (5pm)

LLS: June 11 (4pm)

Westchester

LLS 

Symplicity (LLS Career Development)

• Recruiting and hiring of LLS students for off-campus jobs, paid by the employer.

*LLS Symplicity will remain in use for LLS students, and is not affected by the Workday transition. 

N/A  LLS Career Development 

ThinkSmart

• HR Service Requests (must be fully approved)

June 14 (5pm) hr@lmu.edu  

 

Additional Transition Dates

Some business processes have more elaborate transition schedules, due to the complexity of their function. Learn more about recruiting/hiring and the fiscal year-end close below. 

  • Transition dates for recruiting and hiring vary, based on the position. The following is the full transition schedule for staff, part-time faculty, and full-time faculty jobs posted on PeopleAdmin. 

    Please note, all new job postings will go live in Workday on June 28. 

    Staff: 

    • June 4: Last day to submit job postings in PeopleAdmin for staff  
    • June 26: Last day for applicants to apply to staff postings in PeopleAdmin

    Part-Time Faculty:

    • May 28: Last day to submit job postings in PeopleAdmin for part-time faculty
    • June 15: Last day for applicants to apply to part-time faculty postings in PeopleAdmin

    Full-Time Faculty:

    • June 17: Last day to submit job postings in PeopleAdmin for full-time faculty
    • December 3:  Last day for applicants to apply to full-time faculty postings in PeopleAdmin (via unique URL)

     

  • While the LMU FY2021 year-end remains May 31, some deadlines have moved earlier to allow for a smooth transition to Workday. The full schedule can be found here

    Key Dates:

    • May 24: Last day for account requests to be added into Oracle. New accounts will be added to Workday starting July 1.
    • May 31: Fiscal year end.
    • June 17: All p-card charges made before May 31 must be submitted in Concur, reviewed, and approved. P-card charges beginning June 1 will be loaded into Workday on July 5, to be applied to expense reports in Workday.
    • June 17: All FY2021 deposits are due to the Cashier’s Office.
    • June 17: All Concur transactions (including expense reports, invoices, and vendor requests) must be submitted by 5 p.m. Any report or invoice that has not been fully approved by June 23 will need to be resubmitted in Workday starting June 28.
    • June 25: Last day to submit donations and pledge receivables by University Advancement.
    • June 25: Last day to record manual deposits in Oracle. All cashier deposits after this date will be recorded in Workday.
    • June 26 – July 5: All P-cards will be frozen during this time, and reactivated on July 6.
    • June 28 – 30: Deposits will not be processed during this time, to facilitate the transition to Workday.
    • July 5: All P-card charges starting June 1 are loaded into Workday, and available to be assigned to expense reports.