Workday Hire Overview With IT Accounts


This document is intended as informational only and may not reflect the true environment in 100% detail.  Updates and changes happen all the time so this information is as of end of April 2021.

UBC Employee Onboarding with Workday and IT Account Integration

The Workday hire process and IT Accounts are tied together in many ways.  In order to reduce any complications and provide a smooth onboarding experience for a new hire there are a number of steps that can be taken and reviewed. This is a high level explanation of steps taken with some tips and tricks to make the IT Account portion for a new hire smoother.

For details on the hiring process in Workday and known CWL and FASmail creation delays please read this memo from HR, IRP and UBCO IT first. 
Check out the Top 15 HR Questions and Tasks (May 2021) from the ISC HR Team

Once the hire process (click this link to access a guide to the Workday hiring process) is completed in Workday, it triggers the creation of the CWL first, then the UBC email address. This is an automated process and users can expect to see an email prompting them to activate their CWL within 5 days of their hire being completed in Workday. Once the new hire completes the CWL creation process it can take up to 72 hours to activate the CWL and UBC email accounts.

Note, during popular hiring periods (e.g. before the start of term) there may be longer delays in the creation of CWL and UBC FASmail accounts. If the employee is not given a CWL account or UBC FASmail please contact your HR rep to re-issue this step in Workday.

Note that the following steps must be completed before the employee is sent the email to create their CWL and FASmail accounts:

  1. DeDupe Tool - to prevent duplicate identities being created within the UBC ecosystem (requires VPN connection)
  2. Review / Approve Direct Hire
  3. Add Academic Appointment (if required - for Faculty / Teaching appointments only)
  4. Onboarding Set-up 

Onboarding Scenarios to Note

If you encounter issues with any hiring scenario detailed below, please submit a ticket to the UBC Self-Service Portal for help: 

  1. Go to the UBC Self-Service Portal 

  2. Select "Request a Service"

  3. Select "Submit a General Service Request"

Staff/Faculty Hire

Student Hires

Tips for Easier Hires in Workday

At the time of this writing the external email address is not mandatory and if missed during the Workday hire will cause a number of issues.  Although, this field in Workday cannot be made mandatory there is a work around being developed to ensure that this field is not missed during the WD hire process.

Currently there is no EarlyID process in Workday.  We believe this is being looked into but if your department used this method a lot you should be relaying that information back to the Workday teams.  Please do not create a "basic" CWL or "guest" CWL to get around the Workday hire.  This will generally break the automation process in the Workday Hire and your new employee will not be onboarded with IT accounts smoothly.

Known Issues around External email:

Known Issues around Workday Dedupe process:

Workday Hire Completes What is the Next Step of Onboarding with IT?

Submit a ticket with UBCO IT:

Okanagan Onboarding Requests 

 

Trouble Shooting IT Account Related Issues

User reports that they cannot log into FASmail, Canvas, Workday or other CWL authenticated systems.

  1. Verify correct CWL is being used and that they can log into https://myaccount.ubc.ca/
  2. If that works test that the user can log into FASmail at https://mail.ubc.ca/ with the same account infomation used on myAccount.  If the user can log in here it means that they are using an employee enabled CWL account and the CWL account works.  If the user is unable to log into FASmail it could mean that the employee onboarding has not finished (24-48 hours from Workday hire process completion), or that the employee ID did not get tied to the CWL account (most common for student hires).  Have user call the IT Service Desk at 250-807-9000 or submit a ticket in IT ticketing system - https://ubc.service-now.com/selfservice
  3. Access to FASmail, Canvas, and Workday all require that the employee ID be tied to the CWL account, among other identity ID's.  For any issues on the CWL onboarding have user call the IT Service Desk at 250-807-9000 or submit a ticket in IT ticketing system - https://ubc.service-now.com/selfservice
  4. Faculty/TA has issue with Zoom within Canvas.  The mail email alias for Zoom must match what is used in Canvas.  Canvas allows any email address to be used.  Zoom requires a particular sign up email of @ubc.ca, @mail.ubc.ca and @student.ubc.ca
 
UBCO IT Onboarding: Administrators looking to set-up IT services for individuals that are new to UBC or new to the department, can use the Okanagan - Employee IT Onboarding form in the UBC Self-Service Portal

NOTE: The form cannot be submitted until the new employee has been processed through Workday and they have completed the Simplified CWL sign up process sent to them by HR AND have a UBC FASmail account.


Article ID: 1096
Created On: Mon, Feb 1, 2021 at 2:05 PM
Last Updated On: Tue, May 11, 2021 at 10:43 AM
Authored by: Andy Fehr

Online URL: https://knowit.ok.ubc.ca/article/workday-hire-overview-with-it-accounts-1096.html