workday department support · workday department support • initiate compensation related changes...

Workday Department SupportCourse 1

May – June 2020

Presented by

Workday Change Management Team and HR Partners

Using Teams

Reminder:• Put phone and/or

computer speaker on mute to eliminate background noise

• You may also disable the video feed

• Use Chat to communicate

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Agenda

• Introductions

• Access to Confidential and Sensitive Information

• Workday Department Support Role

• Workday Navigation & Employee Profile

• Workday Reports

• Create Job Requisition Business Process

• Request Compensation Change Business Process

• Practice & Next Steps

• Demo & Hands On Practice

• Questions, Discussion & Feedback

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Access to Confidential Information

WDDS Role assignees may need to access confidential and sensitive information. You may only share information with authorized employees.

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Access to Confidential Information

Confidentiality of RecordsWorkday system access is provided for official business of the City of Dallas. Any other use of this information may violate one of the following: AD 2-33 E-Mail and Internet Policy; Information Systems Acceptable Use; Personnel Rule Sec. 34-36 Rules of Conduct; Federal Privacy Act of 1974; Computer Fraud and Abuse Act of 1986; Computer Privacy Act of 1986; Computer Security Act 1987; Freedom of Information Act, 5 U.S.C. Sec 552; Electronic Freedom of Information Act Amendments of 1996; Telecommunications Act of 1996; Consumer Internet Privacy Protection Act of 1999.Unauthorized distribution, reproduction, modification or deletion of any, employee information outside the intended and approved use is strictly prohibited. Illegal access or misuse of this account is punishable up to including termination. Further, the City of Dallas computer systems are for the use of authorized users only. If one is suspected of unauthorized activities, Human Resources (HR) may monitor and record any activities associated with account in use. Anyone using the system expressly consents to such monitoring. It is understood that this is an individual access account and may not be given or shared with anyone, unless the account was set-up to be and controlled for that purpose.

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Workday Department Support

• Initiate compensation related changes such as equity adjustments, adding/deleting an allowance and one-time payments

• Support department’s managers or act on behalf of manager

• Understand reports, what they say and mean and how to communicate that information to managers

• Responsible for initiating business processes and tasks; such as, promotion/demotion and job data changes on behalf of manager

• Have a higher level of Workday proficiency at go-live in order to help support the department as managers continue learning and training.

• Understand related processes that are external to Workday such as the recruiting process that begins in Workday and then in NeoGov

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Workday Navigationand

Employee Profile

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Home Landing PageHome Search

ApplicationsInbox

Configure

Notifications Inbox Profile

• Lists events and tasks related to you and employees in your sup org or sup orgs you support

Items in this list require action

Notifications vs. Inbox

• List events related to you and employees in your sup org

Items in this list do not require action

Notifications Inbox

Workday uses your Inbox and Notifications to communicate with you

The orange circle indicates how many unread messages you have

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Employee Profile

Employee is viewing their own Profile.

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Job Profile

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Job ProfileA record of information about a job that is assigned to positions.

Each job profile belongs to a Job Family.

Position• Job Profile• Compensation Step• Employee Type• Time Type

Worker History• Job Profile

• Employee Type• Time Type• Comp Step – Current• Comp Step• Comp Step – Final Step• End Employment Date• Manager• Association(s)

Job Profile• Summary• Description• Key Characteristics

• Exempt status• Pay rate type• Classification• Compensation

grade

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Overview – Organizations Tab

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Viewing Support Roles

To view a list of all the roles that support you and other members of your Sup Org, select Organization from the

Worker Profile

Some examples are your assigned HR Partner, Absence Partner, Budget Manager, etc

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Business Processes and

In Box Link to Managing Your In Box Job Aid

https://dallascityhall.com/departments/humanresources/workday/Documents/Workers_Manage%20Your%20Inbox.pdf

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Kicking Off Business ProcessesLike many applications there is more than one way to accomplish tasks within Workday.

One way to kick off a Business Process is to begin at the employee’s Profile.

Each Job Aid provides information on initiating the Business Process.

Once initiated, data entered, and submitted; BP’s route to appropriate approver’s and reviewers’ Workday In Boxes.

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Inbox

To view your business process tasks, approvals, and to dos• Select the Actions tab• Items remain in the Actions tab until they are completed

Once completed, the item will move to the Archive tab, which includes business process(es) events you initiated and you monitor, but did not initiate

Displays action items that require your completion and access to archive

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Who’s Up Next?

After submitting a task, the “Up Next” window displays the next role the step will route to continue the task to completion.

To review the Business Process History and Remaining Process, select the Details and Process arrow.

Cancel or Rescind Business Processes

• Cancel and Rescind are 2 similar actions that can be taken on Business Processes to un-do the action that has been taken

• Use the Cancel action to stop the Business Process from moving forward• If the Approver wants an edit in the BP, the Approver

should Send Back the BP to the initiator for changes

• Rescind can be used by the Initiator to undo a BP which they have kicked off• Please use Rescind in the Training Tenant (Tenant 4) as you

practice so that your actions do not interfere with others

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Error and Alert Messages

Errors Alerts“hard-stops,” or messages that prevent a user from moving forward in their workflow

warnings, are “soft-stops” that convey information a user needs to know to prevent an error, but don’t stop the user from continuing their workflow.

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Built-In Support

• Workday reminders• Soft or hard warning for missing

information• Automatic routing to correct

approvers• Inbox Archive to see the process and

next steps• Help Text with links to job aids

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Workday Reports

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Getting Started with Workday Reports

• Reports are built directly into Workday • Reports can be accessed through the Search Bar or

through your Notifications, if the report runs on a schedule

• Information in reports is generally limited to your department or team but depends on individual reports and security

• Reports can be exported to Excel or PDF files, as needed

• 2 Reports included in today’s training – Position Listing and Headcount Report

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Flexible report with multiple prompts: • Select the organization (enter org

name or manger name)• Select include subordinates – if

applicable• Check Staffing Status that you

want to include

Includes• Sup Org Code (MGT separated into

components)• Cost Center (Lawson Department)• Position ID – PM#• Position Title• Job Code • Job Profile Name• Sup Org Assigned • Advantage Fund• Status – Filled, Frozen, Open, Closed

Position Listing (PA402 Equivalent)

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Position Listing Results

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Report Navigation

1. Export to Excel – Data w/ Column Headings2. Filter3. Chart4. Column Preferences5. Toggle Fullscreen Viewing Mode

From the Header – export to Excel or Print to PDF

Body of the Report

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Headcount Report

Report provides headcount – filled positions – for a specified date

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Headcount Report Results

Note: Contingent Workers are workers who have Workday access but are not employees of the City of Dallas. Certain contract employees may need access to Workday to do their job with the City. They will be granted access to Workday on as needed basis.

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Business ProcessRequest Compensation

Change

Link to job aid https://dallascityhall.com/departments/humanresources/workday/Documents/Compensation_Request%20Compensation%20Change.pdf

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Request Compensation Change

OverviewAllowances, stipends, temporary and salary enhancement pay added to base pay

Use to initiate or end any of the following pay

• Car Allowance

• Cell Phone Allowance

• IAP - Interim Assignment Pay

• Vehicle Allowance

• SP - Special Pays (various)

o Certifications

o Assignments

o Language Skills

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Business ProcessCreate Job Requisition

Link to job aid https://dallascityhall.com/departments/humanresources/workday/Pages/manager-resources.aspx

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Create a Job Requisition

Job Requisitions communicate positions that are “available to fill” in Workday. At Go Live, Managers/ WDDS will create requisitions in Workday. HR/CVS will convert the WD requisitions into NeoGov Requisitions and follow the current recruiting process in NeoGov. Once a candidate is selected, the HR On Boarding Team will then take over the on-boarding and hiring process.

Create Requisition

Manager / WDDS

Recruiting Process in NeoGov

HR/CVS

Pre-Hire in Workday

HR On Boarding

Team

On Boarding

BP

HR On Boarding

Team

Hire BP

HR On Boarding

Team

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Practice & Next Steps• Practice 1- search for and run the Headcount Report

• Utilize the blue hyper-links to navigate to related information • Export as PDF and Excel file

• Practice 2- Kick off and submit Request Compensation Change for an employee to receive • Interim Assignment Pay• Language Assignment Pay• Cell Phone Allowance• Review the Process tab. Who are the remaining reviewers and approvers

in the BP for Request Compensation Change?

• Practice 3 – Create and submit a Job Requisition for a vacant position

• Practice 4-Rescind the request Comp Change and Requisition BPs

• Sign Up for Class 2 and take the quiz in Learning Zen• Class 2 Topics – Security Roles, Change Job BP, One Time Payment BP,

Reports Part 2

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• Run the Positions Listing Report – complete the prompts for your department – use your department director’s name to search the organization field

Demo Positions Listing Report

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Request Compensation Change

• Using the Position Listing Report, choose an Employee to add a Vehicle Allowance - $25 per month

• Click Related Actions > Compensation > Request Compensation Change

• Remember . . .• Use the Help Text and the Job Aid to guide your entry

• Review the submitted BP

• Who is up next to approve?

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Create Job Requisition

• Create and submit a Job Requisition using an open PM# within your department

• Click on the position

• Click Related Actions > Job Change > Create Requisition

• Remember . . . • Cannot hire someone into Workday without a requisition and

a recruiting process• Position (PM#) must be in your department’s sup org

hierarchy

• Review the submitted BP

• Who is up next to approve?

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Questions, Discussion & Feedback

after class submit questionsWorkdayTeam@dallascityhall.com

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Workday Change Management TeamKatrina King

Carrington MarzettMandy Reichelt

Jeanne Chipperfield

WorkdayTeam@dallascityhall.com

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