With the implementation of Workday in July 2025, some HR systems may change or be replaced. Below is a list of each HR system, a summary of how it will change, and key dates to expect updates. More details about these changes will be in the cutover information by HR topic area.
Recruitment
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| Talent Recruitment and Engagement Management System (TREMS) | Replace |
June 20, 2025: Last day to post a job on TREMS July 6, 2025: Last day for applicants to apply for a job using TREMS |
Workday replaces functionality, legacy data will be stored and available for records retention |
| Job and Employee Management System Position Vacancy Listing (JEMS PVL) | Replace |
June 19, 2025: Last day to Division Approve/Delegation Approve a PVL June 20, 2025: Last day to Division Approve/Delegation Approve a PVL Waiver |
Workday replaces functionality, legacy data will be stored and available for records retention PVL will be changed to Job Requisition |
| Job and Employee Management System (JEMS Hire) | Replace | June 27, 2025: Last day to push a hire to HRS via JEMS Hire that will be converted to Workday | |
| Blue Collar Multi-Shift (BCMS) | Replace | June 26, 2025: Last day for an employee to apply for a BCMS position | Process will be in Workday and will be covered in Recruitment session(s) and in multilingual multishift in-person employee training. |
| Referral Priority (RP) | Replace | July 6, 2025: Last day a referral priority candidate can apply for a job on the current RP website | Process will be in Workday and will be covered in Recruitment session(s) |
| Sexual Harassment (SH)/Sexual Violence (SV) Check in JEMS | Replace | July 3, 2025: Last day to initiate SH/SV reference check request in JEMS. Responses will be available as 'view-only' after this date | Process will be in Workday and will be covered in Recruitment session(s) |
Onboarding
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| HireRight I-9 | Replace | I-9s will be done in Workday | |
| HireRight Criminal Background Check (CBC) | Keep | Not applicable | CBCs will continue to be done in HireRight, sometimes through a Workday integration and sometimes using current direct HireRight process |
| CBC system (for reviewing outcome of CBC) | Keep | Not applicable | System to request review of CBC results will continue to be used |
Performance Management
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| Performance Management and Development (PMDP) | Partial Keep | PMDP will be used for Instructional Academic Staff and Clinical Instructors, legacy data will be stored and available for records retention | |
| Perceptive Content Personnel File (P-File) | Keep | New document management system expected in 2028 or later | While Workday documents will stay in Workday, the p-files in Perspective Content will remain there and documents can continue to be added until a document management system is brought online through the Universities of Wisconsin. |
Academic HR
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| Faculty Sabbatical | Keep | Not applicable | Faculty will continue to use this system to submit requests for sabbaticals |
Payroll
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| HRS Easy Access to Reporting Tools (HEART) for Summer | Replace | June 28, 2025: Expected decommission | Workday will provide reports to show eligibility for summer work for academic C-basis employees. *Note: tool is available for preparation for summer 2025 hires |
| UW Affordable Care Act (ACA) Notification | Replace | June 28, 2025: Expected decomission | Notification to new hires is done in Workday |
Compensation
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| Overload System | Replace | Workday replaces functionality, legacy data will be stored and available for records retention | |
| Job and Employee Rate Adjustment (RA) | Replace | ||
| Job and Employee Management System (JEMS) | Replace |
June 12, 2025: Last day to Division Approve a JEMS Rate and Title transaction effective through June 14, 2025 June 25, 2025: Last day to Division Approve a JEMS Rate and Title transaction effective through June 28, 2025 |
Core HR
| System | Status | Action Date | Summary Information |
|---|---|---|---|
| Special Authorization (SpecAuth) system | Partial Keep | Not applicable | Retirees with IT services will be tracked in Workday, all other SpecAuth activity will remain as is |
| Job and Employee Rate Adjustment (JEMS) Change | Replace | June 27, 2025: Last day to enter a JEMS Change request (that must be processed in HRS by end of day) | Workday replaces functionality of tracking workflow approval for HR actions |