FAQs are in the process of being updated to reflect current project status (September 2024).
Benefits: How will benefits be deducted from paychecks?
Benefits will be deducted equally over 24 pay periods. This should help spread the cost out for hourly employees and help them budget for benefit costs.
General: How is the Business and Finance Department affected?
ERP means Enterprise Resource Planning. The Voyager Cloud ERP solution will replace functionality within ETSU’s financial systems with a cloud-based integration solution designed to create efficiencies, leverage real time data for analytics and offer additional functionality. This new functionality will be utilized in systems and processes such as: general ledger, budgeting, contracts, procurement, accounts payable, check requests, payroll, and timesheets.
General: What are the project goals?
- Leverage industry best practices available in a modern cloud system
- Deliver a system without customization
- Improve business process and continuity
- Improve employee engagement and hiring process
- Leverage technical advancements and innovations in a cloud solution
- Leverage real time data analytics
- Utilize efficient mobile capabilities
- Learn more about about Voyager.
General: How Can I Find Out More Information?
- If you have questions, email the project team voyager@etsu.edu
- ETSU’s Strategic Plan “Go Beyond” can be found here – Pillar VII Fiscal Responsibility and Operational Excellence.
General: How is the Office of Human Resources affected?
HCM stands for Human Capital Management and it covers functionality such as recruitment, onboarding, benefits, time and labor and learning. The Voyager Cloud HCM solution will replace functionality within ETSU’s current Human Resource systems with a cloud-based integration solution designed to improve employee engagement and the hiring process.
General: Is there a timeline for users to receive training in the Voyager system?
Visit the Voyager Training page for the most recent information regarding training.
General: What is Oracle Fusion Applications?
The award-winning cloud-based Oracle Fusion Applications suite is a group of 100% open standards-based business applications that provide business with pathways for innovation, working efficiently, and embracing new technologies. The suite contains enterprise-level applications that are modular, based on best practices, and allow businesses to tailor services and achieve new levels of performance. Key modules offered: Human Capital Management; Enterprise Resource Planning; Project Portfolio Management; and Governance, Risk, and Compliance. Real-time information and robust support tools allow for dashboard, reports, data extracts, user collaboration, and enhanced security.
Oracle Fusion Applications can best be described as:
- Web-enabled and utilizing cloud technologies for storage, delivery, and security;
- Built on an open standards-based platform;
- Built with security as a priority;
- Based on best practices business processes;
- Deployed through a selection of options; and
- Emphasize business intelligence and innovative uses of machine learning and artificial intelligence.
Based in Austin, Texas, USA, Oracle is a world-class software and services vendor that markets the Oracle Fusion Applications suite.
General: Why a cloud-based system?
This system offers quarterly updates. The ability to frequently update and stay current will allow for greater efficiency and meet ever-changing technology standards.
General: What is the project timeline?
An updated timeline is available on the Voyager home page.
General: Will Voyager replace Dynamic Forms?
Voyager will replace some processes that are currently conducted via Dynamic Forms. However, Voyager will not replace other things that are handled solely through Dynamic Forms. There are many variations of how Dynamic Forms is used across campus by numerous departments. Everything that can be transitioned from Dynamic Forms to Voyager will take place, but there are no plans to sunset the Dynamic Forms system as a whole.
Job Families: When with the proposed [Job] Family listings be shared?
HR does not have a timeline for sharing this information yet, but it will be discussed with the university leadership soon.
Leave Balances: How will my leave accrue in a bi-weekly payroll schedule?
Leave will continue to be applied at the end of each month, after an employee has worked more than half the month.
Leave Balances: How will terminal leave payout be handled after the switch to Voyager?
The process for terminal leave will not change. Once an employee has announced their intent to retire and has elected to use terminal leave, HR will calculate their last paid date. Terminal leave is not paid out in a lump sum. Terminal leave is the practice of using accrued annual leave to extend an employee’s time on payroll before their retirement.
Leave Balances: What’s going to be different in the Voyager system?
Today, balances in Banner for annual, sick, and compensatory time are updated at the end of month when payroll runs. When you use that leave, it’s recorded in the TRS system, but TRS only updates Banner once a month. Comparatively, Voyager will show accurate leave balances – as you use and accrue leave, it is updated in real time. Furthermore, updated leave use and balances are reflected in each bi-weekly paycheck.
Payroll: How does the new paycheck schedule affect the retiree’s paycheck?
Retirees are not affected by this change. They are paid by the state, not ETSU.
Payroll: How will unused compensatory time payout for public safety officers be paid out after the switch to Voyager?
Compensatory time will continue to be paid out in May. The exact date will vary depending on the payroll schedule.
Payroll: How will unused worked holiday leave payout for public safety officers be paid out after the switch to Voyager?
The unused Holiday for Public Safety will be paid out in accordance with current practice in January.
Payroll: How will the pay cycle change? And, what are the dates for payment?
The payroll calendar for 2024 has been removed due to the project postponement. Bi-weekly pay cycle dates will be listed here once a new timeline is established.
Payroll: What are the coming payroll changes?
- All of ETSU will be on one payroll cycle, which is best practice for Voyager and less opportunity for issues/problems.
- No more large gaps between paychecks as with monthly pay now.
- The yearly pay schedule will include 26 paychecks, of which 24 will have benefits deducted. Furthermore, in a typical bi-weekly payroll cycle, there will be 2 months with 3 paychecks that will have a benefit free 3rd paycheck (2 a year)
- New employees will have a shorter wait to receive their first paycheck
- Leave and overtime balances will be more current and not a pay period behind. Employees will not have to wait an entire pay period to receive overtime pay.
Payroll: What happens if a holiday falls on the Friday we are scheduled to be paid?
Pay will be received on the Thursday before the holiday if the banks will be closed on the scheduled Friday. However, if the banks are open, pay will be received on the scheduled Friday.
Payroll: What is a bi-weekly payroll schedule?
A bi-weekly payroll schedule means you will be paid every other Friday.
Payroll: When will overtime be paid?
Overtime will be paid out on the paycheck after it is earned. For example, if over time is worked in the pay period 8/11-8/24, it will be paid out on 8/30.
Payroll: Will Graduate Assistants be on a bi-weekly pay cycle?
Graduate Assistants will be on the same bi-weekly payroll schedule with the rest of the university.
Payroll: How will this affect my Longevity payments?
Longevity will be paid out in the pay period it is earned.
For example, if your longevity date is August 15 and the pay period is 8/11-8/24, then your longevity would be paid out on 8/30.
Personnel: As forms and processes are revised, is it possible to add a cancellation request to the Personnel Change Proposal and Approval?
HR does not plan to make any changes to existing forms right now.
Personnel: With all the forthcoming changes, are we able to submit position reclassification requests? If that opportunity exists but will end prior to Voyager’s launch, what is the anticipated deadline for using that process?
Audits can still be submitted, but there will be a cutoff prior to system go-live. That timeline has not yet been established.
Self-Service: What changes are coming to Self-Service?
Information will now be housed in one system rather than across several systems.
Some key benefits include:
- Employees will no longer have to call accounting to get a copy of a paystub. Pay stubs can be viewed and printed from within Voyager.
- Employees can enter vacation time in advance based on forecasted time available, have it routed for approval automatically, and be automatically input to the appropriate time sheet.
- Employees can update personal information like their home address, emergency contact, bank account, etc. directly in Voyager.
Time Approval Process: For those who do daily time entry, how will it work?
- Absence management and time management are two different things. For hourly employees (temps), they will go to web clock time entry. This can be done on a computer or a phone and will be automatically sent to Voyager system.
- Non-exempt employees will still need to record daily time worked in the system, but will not use a timeclock.
Time Approval Process: How will the time approval process change and how will it affect residency time input?
Time will have to be approved more frequently. The Office of Human Resources is working directly with Graduate Medical Education on processes related to resident time. The Office of Human Resources will do everything possible to not create more work for employees.
Time Approval Process: How will timesheets be submitted in Voyager?
Timesheets will have to be submitted with each bi-weekly pay period.
Best practice will be for employees to use the Voyager system to make leave requests in advance of taking time off.
Time Approval Process: How will timesheet amendments work?
Timesheet amendments will be completed in the Voyager system and will be based on HR Best Business Practices. There will be opportunity to make corrections, but it will not be open for correction for an unlimited amount of time.
Time Approval Process: Will we still have timekeepers in each department?
Yes, we will still have employees assigned as timekeepers. They will receive training on the system in June.
Time Approval Process: Will ETSU continue to use the TRS system for timesheets?
No, time will be recorded in the Voyager system through Absence Management and Time and Labor. Exempt employees will only record exception time (i.e., annual leave, sick leave, etc.). Non-exempt employee will record their hours worked each day. Temporary employees will use the WebClock within Voyager to clock in and out each day.
User Acceptance Testing (UAT): What is User Acceptance Testing (UAT)?
To summarize UAT succinctly, it is a period of time dedicated to testing the software for production readiness. During UAT, Voyager training leads will facilitate select end-level users’ testing of system processes. It takes place in a controlled environment with a group of users who will execute real-world test cases.
User Acceptance Testing will be similar to how HR and Finance completed their Conference Room Pilot testing. UAT participants will work through test cases developed for both the Finance and HR functions.
HR testing will include, but is not limited to: the entire recruitment cycle, from posting the position to hire.
Finance testing will include, but is not limited to: Procure to Pay, Budget revisions.
Testing will also include self-service, which is where employees can go in and make changes for themselves.
User Acceptance Testing (UAT): Why is UAT not available for everyone?
Not everyone who will be using the system can be a part of user acceptance testing. Select individuals will receive invitations to be part of UAT. Participation will be invitation only and the UAT team will work with either the Deans or the business managers in the colleges to identify UAT participants.
User Acceptance Testing (UAT): How is UAT evaluated?
Issues will be found in UAT. This is part of the process and throughout UAT, errors and notes will be documented and fixed where needed. Any functionality that doesn't work will be retested. Therefore, if there has to be a fix for something, then the fix will be retested.
In order to complete UAT, certain entrance and exit criteria must be met.
User Acceptance Testing (UAT): What happens once UAT is complete?
After UAT, more preparation for go-live ensues; end-user training activities commence; and the Voyager actual production environment will be built and validated.
User Acceptance Testing (UAT): After UAT concludes, when will others get to train in the system?
Others get to train during End-User Training. This is not the same thing as User Acceptance Testing (UAT). With UAT, the purpose is to test functionality and address issues; there will be changes needed. With End-User Training, the system and its functionalities are set, and the main goal is educating people on use. End-User Training may include things like live training, remote training, self-guided tutorials, or virtual office hours.
Explore Voyager FAQs
General FAQs
-
General: Why a cloud-based system?
This system offers quarterly updates. The ability to frequently update and stay current will allow for greater efficiency and meet ever-changing technology standards.
-
General: What is Oracle Fusion Applications?
The award-winning cloud-based Oracle Fusion Applications suite is a group of 100% open standards-based business applications that provide business with pathways for innovation, working efficiently, and embracing new technologies. The suite contains enterprise-level applications that are modular, based on best practices, and allow businesses to tailor services and achieve new levels of performance. Key modules offered: Human Capital Management; Enterprise Resource Planning; Project Portfolio Management; and Governance, Risk, and Compliance. Real-time information and robust support tools allow for dashboard, reports, data extracts, user collaboration, and enhanced security.
Oracle Fusion Applications can best be described as:
- Web-enabled and utilizing cloud technologies for storage, delivery, and security;
- Built on an open standards-based platform;
- Built with security as a priority;
- Based on best practices business processes;
- Deployed through a selection of options; and
- Emphasize business intelligence and innovative uses of machine learning and artificial intelligence.
Based in Austin, Texas, USA, Oracle is a world-class software and services vendor that markets the Oracle Fusion Applications suite.
-
General: How is the Business and Finance Department affected?
ERP means Enterprise Resource Planning. The Voyager Cloud ERP solution will replace functionality within ETSU’s financial systems with a cloud-based integration solution designed to create efficiencies, leverage real time data for analytics and offer additional functionality. This new functionality will be utilized in systems and processes such as: general ledger, budgeting, contracts, procurement, accounts payable, check requests, payroll, and timesheets.
-
General: How is the Office of Human Resources affected?
HCM stands for Human Capital Management and it covers functionality such as recruitment, onboarding, benefits, time and labor and learning. The Voyager Cloud HCM solution will replace functionality within ETSU’s current Human Resource systems with a cloud-based integration solution designed to improve employee engagement and the hiring process.
-
General: Is there a timeline for users to receive training in the Voyager system?
Visit the Voyager Training page for the most recent information regarding training.
-
General: What are the project goals?
- Leverage industry best practices available in a modern cloud system
- Deliver a system without customization
- Improve business process and continuity
- Improve employee engagement and hiring process
- Leverage technical advancements and innovations in a cloud solution
- Leverage real time data analytics
- Utilize efficient mobile capabilities
- Learn more about about Voyager.
-
General: What is the project timeline?
An updated timeline is available on the Voyager home page.
-
General: Will Voyager replace Dynamic Forms?
Voyager will replace some processes that are currently conducted via Dynamic Forms. However, Voyager will not replace other things that are handled solely through Dynamic Forms. There are many variations of how Dynamic Forms is used across campus by numerous departments. Everything that can be transitioned from Dynamic Forms to Voyager will take place, but there are no plans to sunset the Dynamic Forms system as a whole.
-
General: How Can I Find Out More Information?
If you have questions, email the project team voyager@etsu.edu
ETSU’s Strategic Plan “Go Beyond” can be found here – Pillar VII Fiscal Responsibility and Operational Excellence.
Human Resources FAQs
-
Benefits: How will benefits be deducted from paychecks?
Benefits will be deducted equally over 24 pay periods. This should help spread the cost out for hourly employees and help them budget for benefit costs.
-
Job Families: When with the proposed [Job] Family listings be shared?
HR does not have a timeline for sharing this information yet, but it will be discussed with the university leadership soon.
-
Leave Balances: How will my leave accrue in a bi-weekly payroll schedule?
Leave will continue to be applied at the end of each month, after an employee has worked more than half the month.
-
Leave Balances: How will terminal leave payout be handled after the switch to Voyager?
The process for terminal leave will not change. Once an employee has announced their intent to retire and has elected to use terminal leave, HR will calculate their last paid date. Terminal leave is not paid out in a lump sum. Terminal leave is the practice of using accrued annual leave to extend an employee’s time on payroll before their retirement.
-
Leave Balances: What’s going to be different in the Voyager system?
Today, balances in Banner for annual, sick, and compensatory time are updated at the end of month when payroll runs. When you use that leave, it’s recorded in the TRS system, but TRS only updates Banner once a month. Comparatively, Voyager will show accurate leave balances – as you use and accrue leave, it is updated in real time. Furthermore, updated leave use and balances are reflected in each bi-weekly paycheck.
-
Payroll: How does the new paycheck schedule affect the retiree’s paycheck?
Retirees are not affected by this change. They are paid by the state, not ETSU.
-
Payroll: How will unused compensatory time payout for public safety officers be paid out after the switch to Voyager?
Compensatory time will continue to be paid out in May. The exact date will vary depending on the payroll schedule.
-
Payroll: How will unused worked holiday leave payout for public safety officers be paid out after the switch to Voyager?
The unused Holiday for Public Safety will be paid out in accordance with current practice in January.
-
Payroll: How will the pay cycle change? And, what are the dates for payment?
The payroll calendar for 2024 has been removed due to the project postponement. Bi-weekly pay cycle dates will be listed here once a new timeline is established.
-
Payroll: When will overtime be paid?
Overtime will be paid out on the paycheck after it is earned. For example, if over time is worked in the pay period 8/11-8/24, it will be paid out on 8/30.
-
Payroll: How will this affect my Longevity payments?
Longevity will be paid out in the pay period it is earned. For example, if your longevity date is August 15 and the pay period is 8/11–8/24, then your longevity would be paid out on 8/30.
-
Payroll: What are the coming payroll changes?
- All of ETSU will be on one payroll cycle, which is best practice for Voyager and less opportunity for issues/problems
- No more large gaps between paychecks as with monthly pay now
- The yearly pay schedule will include 26 paychecks, of which 24 will have benefits deducted. Furthermore, in a typical bi-weekly payroll cycle, there will be 2 months with 3 paychecks that will have a benefit free 3rd paycheck (2 a year)
- New employees will have a shorter wait to receive their first paycheck
- Leave and overtime balances will be more current and not a pay period behind. Employees will not have to wait an entire pay period to receive overtime pay.
-
Payroll: What is a bi-weekly payroll schedule?
A bi-weekly payroll schedule means you will be paid every other Friday.
-
Payroll: What happens if a holiday falls on the Friday we are scheduled to be paid?
Pay will be received on the Thursday before the holiday if the banks will be closed on the scheduled Friday. However, if the banks are open, pay will be received on the scheduled Friday.
-
Payroll: Will Graduate Assistants be on a bi-weekly pay cycle?
Graduate Assistants will be on the same bi-weekly payroll schedule with the rest of the university.
-
Personnel: As forms and processes are revised, is it possible to add a cancellation request to the Personnel Change Proposal and Approval?
HR does not plan to make any changes to existing forms right now.
-
Personnel: With all the forthcoming changes, are we able to submit position reclassification requests? If that opportunity exists but will end prior to Voyager’s launch, what is the anticipated deadline for using that process?
Audits can still be submitted, but there will be a cutoff prior to go live. That timeline has not yet been established.
-
Self-Service: What changes are coming to Self-Service?
Information will now be housed in one system rather than across several systems.
Some key benefits include:
- Employees will no longer have to call accounting to get a copy of a paystub. Pay stubs can be viewed and printed from within Voyager.
- Employees can enter vacation time in advance based on forecasted time available, have it routed for approval automatically, and be automatically input to the appropriate time sheet.
- Employees can update personal information like their home address, emergency contact, bank account, etc. directly in Voyager.
-
Time Approval Process: For those who do daily time entry, how will it work?
- Absence management and time management are two different things. For hourly employees (temps), they will go to web clock time entry. This can be done on a computer or a phone and will be automatically sent to Voyager system.
- Non-exempt employees will still need to record daily time worked in the system, but will not use a timeclock.
-
Time Approval Process: How will the time approval process change and how will it affect residency time input?
Time will have to be approved more frequently. The Office of Human Resources is working directly with Graduate Medical Education on processes related to resident time. The Office of Human Resources will do everything possible to not create more work for employees.
-
Time Approval Process: How will timesheets be submitted in Voyager?
Timesheets will have to be submitted with each bi-weekly pay period.
Best practice will be for employees to use the Voyager system to make leave requests in advance of taking time off.
-
Time Approval Process: How will timesheet amendments work?
Timesheet amendments will be completed in the Voyager system and will be based on HR Best Business Practices. There will be opportunity to make corrections, but it will not be open for correction for an unlimited amount of time.
-
Time Approval Process: Will departmental timekeepers have access to make changes to timesheets?
Yes, we will still have employees assigned as timekeepers. They will receive training on the system in June.
-
Time Approval Process: Will ETSU continue to use the TRS system for timesheets?
No, time will be recorded in the Voyager system through Absence Management and Time and Labor. Exempt employees will only record exception time (i.e., annual leave, sick leave, etc.). Non-exempt employee will record their hours worked each day. Temporary employees will use the WebClock within Voyager to clock in and out each day.
User Acceptance Testing (UAT) FAQs
-
User Acceptance Testing (UAT): What is User Acceptance Testing (UAT)?
To summarize UAT succinctly, it is a period of time dedicated to testing the software for production readiness. During UAT, Voyager training leads will facilitate select end-level users’ testing of system processes. It takes place in a controlled environment with a group of users who will execute real-world test cases.
User Acceptance Testing will be similar to how HR and Finance completed their Conference Room Pilot testing. UAT participants will work through test cases developed for both the Finance and HR functions.
HR testing will include, but is not limited to: the entire recruitment cycle, from posting the position to hire.
Finance testing will include, but is not limited to: Procure to Pay, Budget revisions.
Testing will also include self-service, which is where employees can go in and make changes for themselves.
-
User Acceptance Testing (UAT): Why is UAT not available for everyone?
Not everyone who will be using the system can be a part of user acceptance testing. Select individuals will receive invitations to be part of UAT. Participation will be invitation only and the UAT team will work with either the Deans or the business managers in the colleges to identify UAT participants.
-
User Acceptance Testing (UAT): How is UAT evaluated?
Issues will be found in UAT. This is part of the process and throughout UAT, errors and notes will be documented and fixed where needed. Any functionality that doesn't work will be retested. Therefore, if there has to be a fix for something, then the fix will be retested.
In order to complete UAT, certain entrance and exit criteria must be met.
-
User Acceptance Testing (UAT): What happens once UAT is complete?
After UAT, more preparation for go-live ensues; end-user training activities commence; and the Voyager actual production environment will be built and validated.
-
User Acceptance Testing (UAT): After UAT concludes, when will others get to train in the system?
Others get to train during End-User Training. This is not the same thing as User Acceptance Testing (UAT). With UAT, the purpose is to test functionality and address issues; there will be changes needed. With End-User Training, the system and its functionalities are set, and the main goal is educating people on use. End-User Training may include things like live training, remote training, self-guided tutorials, or virtual office hours.