workday manager lab: instructor’s guide workday trainers · workday manager lab: instructor’s...

Workday Manager Lab: Instructor’s Guide Workday Trainers

www.denvergov.org/workday 1

Topic & Time Learning Points/Activity Media and Materials

Preparation

• Learn who supports your agency in various Workday business process roles by viewing an employee profile and clicking on the Support Roles tab.

• Create a slide next to the last slide with agency-specific resources. • Print copies of job aids for participants (refer to

www.denvergov.org/content/denvergov/en/workday/Training1.html) • May wish to load as favorite on each computer: https://impl.workday.com/denver3 • Clarify which “fake” manager you’ll assume for your training and login as such to verify you

can access their account and see their org chart.

Objectives/ Introduce Workday 7-10 min

• Introduce yourself and explain your role in the Workday transition if it extends beyond today’s training.

• To gauge your audience’s background knowledge, ask: How many have completed the City U Employee Workday Training and the City U Manager Workday Training? Encourage those who have not done so yet, to do so after the lab.

• See talking points on notes section of PPT slides 2-6. NOTE: If you have a manager in the room who does not currently manage anyone, suggest they pair up with someone else.

• Computers (Instructor/Students)/ LCD Projector/Screen

• PowerPoint (PPT) Slide 1-6

Format of Lab

5 min

• Participants will drive from their computers with trainers at times serving as the tour guides. At other times participants will use job aids to guide them through the system.

• When possible, participants will perform exercises to familiarize themselves with the manager’s business processes within Workday. When this is not possible, the trainer will show the participants the manager’s business process relying on screen shots from the system.

• By actually getting into Workday, participants will have a chance to familiarize themselves with the system, and figure out what it’s capable of.

• For training, participants will be using a “training tenant,” which is a frozen snapshot in time in Workday, not the live system. So whatever changes they make today won’t affect their real data or that of their employees.

• Because it is a frozen snapshot, they may also notice that more recent staffing changes to their team, may not be reflected in the training environment.

• Review Workday Objectives lab will cover.

• PPT Slide 7 • PPT Slide 8

Accessing Workday

5 min

• Workday will be available on your desktop as a Workday icon starting January 3, along with a favorite when you open Internet Explorer or Google Chrome.

• For purpose of training, participants will use: https://impl.workday.com/denver3. • Direct participants to go to this site and log in as themselves, using their city email address

and city password. • Emphasize that when Workday goes live, managers and employees will login using: city

email address as username/city password.

• PPT Slide 9 • Trainer: login as the fake manager you’ll be using

throughout today’s training using https://impl.workday.com/denver3/login.htmld?redirect=n

• PPT Slide 10

http://www.denvergov.org/content/denvergov/en/workday/Training1.html

https://impl.workday.com/denver3

https://impl.workday.com/denver3

https://impl.workday.com/denver3/login.htmld?redirect=n

https://impl.workday.com/denver3/login.htmld?redirect=n



Navigation: Manager Worklets

DRIVE 10 min

WATCH

• The first six worklets are “about self” and are visible to all employees; the next six worklets are “about the team” and will be visible only for managers.

• Managers have access to worklets that front-line employees do not have, such as My Team.

Click My Team (one of the most frequently used worklets) - Point out Actions & View (reports)

My Org Chart - Scroll along right side of screen from yellow dot and up to see reporting structure,

starting with the participant. Notice that the Citizens of Denver are at the top of the org chart.

- The org chart you see is based on the supervisory org – so each position sits in the organization that they report to, which may not be the org that they are funded by.

• The Dashboards worklet is also unique to managers. For example, this dashboard provides a comprehensive compensation report.

• Dashboard reports will continue to evolve through 2017. • At any time click the Denver D logo to return to the home page. • Workday Security Roles – At this point participants may be wondering who has access to

what kind of information. • Security Roles determine:

o What information is visible to the employee o What tasks an employee can initiate o What business processes will be routed for approval (Inbox) to the employee o When the employee will receive notifications

• Security Roles include:

o HR Analyst = HR Business Partners and Agency HR Techs o HR Partner = HR Records o Recruiting Coordinator = OHR Talent Acquisitions Coordinators and Recruiters o Agency Approver = (New role) Person designated within agency to approve job requisitions o BMO Partner = BMO Analyst o Comp Partner = HR Classification & Compensation Analyst o HR Administrator = Member(s) of HR Information Systems team

• Workday training tenant • PPT Slide 11(this slide has 3 views, accessible via

separate clicks)

• Job Aid – Getting Started: Use Dashboards • PPT Slide 11 – Click to show Dashboard

example. • PPT Slide 11 – Click to point out Denver D logo.

NOTE: Demo this consistently throughout training.

• PPT Slide 12

Introduce Position

Management

3 min

• Workday equips managers with information and functionality to assist them in managing their staffing needs, otherwise called Position Management.

• Position Management business processes include:

o Create Position o Edit Position Restrictions o Change Organizational Assignment o Create Job Requisition o Close Position o Edit Position

• PPT slide 13



Introduce Position

Management (cont’d)

• Managers may not have done some of these actions themselves before (i.e., may have had others in their agency or OHR do these things for them). At the same time a system of checks and balances is built in.

• For example, in the business process you may see that you submit a template or document to an “Agency Approver” – this is a new role. An Agency Approver will approve a request to fill a position.

• For the purpose of this training, we’ll cover two functions that managers will typically use on a more regular basis: 1) Edit Position Restrictions and 2) Create Job Requisition.

Terminate an Employee

10 min

But first let’s look at how to Terminate an Employee. Scenario: Let’s imagine that you’ve received a resignation letter from an employee who is planning to retire next month. When: A manager should partner with HR when terminating an employee. This business process is used when an employee separates from their position due to voluntary (e.g., retirement, resignation, etc.) or involuntary reasons (e.g., dismissal, termination during probation, etc.). NOTE: While Workday will allow a manager to initiate termination of an employee, the actual termination will be vetted by two other parties to ensure that the termination follows the recommended process and is defensible. Initiator: This process can be initiated by the manager or HR Analyst. How:

My Team worklet Related Actions of target employee (see Diagram 1 to right) Job Change Terminate Employee

Some fields explained:

- Termination Date is midnight of last paid day, and populates the Pay Through Date field - Last Day of Work – actual last day worked - Regrettable – Skip this field - Notify by – Skip this field - Eligible for Rehire – Skip this field - Other fields are self-explanatory

Attach appropriate and necessary documentation, recognizing that different agencies call documents by different names (e.g., letter of resignation, dismissal letter (drafted with HR with respect to Progressive Disciplinary Process – CS Rule 16, etc.))

Next Steps:

- HR Analyst will review and ensure proper documentation is attached; if not, they will Send Back to the manager and the manager will receive a “To Do” in their Inbox alerting them to provide documentation and resubmit.

Diagram 1



Terminate an Employee (cont’d)

- Lastly, an HR Partner in OHR Records will finalize in the system, scanning documentation into the employee’s personnel record.

Notification: Once employee’s termination has been reviewed and finalized, the manager will receive a notification (see PPT 14) to confirm the termination has been successfully completed.

• PPT slide 14

Position Management: Edit Position Restrictions

25 min

Scenario: You are eager to hire a replacement. To do this, we’ll use the function Edit Position Restrictions. NOTE: This is different from Edit Position.

When: For a vacant position that a manager needs to fill or soon to be vacant position that a manager wants to start recruiting for before current employee’s last day. The process is initiated differently depending on which of these situations the manager faces.

Managers should simultaneously start working with their recruiter.

Initiator: Manager may not always be the one to initiate this process. How: if position is vacant: Activity: Ask participants to use the Position Management: Edit Position Restrictions Example: Upgrade Vacant Position job aid and practice with the vacant Staff Assistant position, while working with a partner (allow 7-10 minutes). Tips for using Job Aid:

- Point out front and back instructions. - indicates additional helpful tip. - Notice the explanation for each field.

If position is occupied: (Once participants work through job aid for a vacant position) When: If the position is currently occupied, but the manager wants the changes to the position to take effect upon vacancy. How: Rather than go through vacant position, navigate through occupied position in org chart by following these steps:

My Team worklet My Org Chart Click the current employee’s name. Overview Hover over the position number till you see Related Actions Button (see Diagram 2). Position

• Each participant will have two positions preloaded in their org chart that have been approved: - Staff Assistant - ASA IV

• Job Aid - Position Management: Edit Position

Restrictions Example: Upgrade Vacant Position

• FYI: If participants are reluctant to use job aids, encourage them by stating the job aids will be what they’ll rely on post-training. This is a great way to jump in and familiarize themselves with the job aids.

Diagram 2



Position Management: Edit Position Restrictions

(cont’d)

Edit Positions Restrictions Follow next steps as you would for a vacant position.

Next Steps: May next go to Compensation/Classification Partner and/or BMO Partner, depending on the reason the position restrictions were edited (i.e., Position Change Reason chosen). Lastly, it will always go to the HR Partner to verify all entered information is correct.

Notification: Manager then receives Notification (see PPT slides 15-16) to let them know the position restrictions have successfully been edited (PPT slide 15 shows Details and 16 shows Process).

Debrief: What questions do participants have?

• PPT Slides 15-16

Position Management:

Create Job Requisition 20-25 min

NOTE: Combined with Create New Position, this replaces previous ATF process. Refer to job aid: Position Management: Approval to Fill → Workday.

When: After a position has been approved by BMO, the manager can create a job requisition to fill the position, whether through recruiting or transfer, election or appointing.

Initiator: Manager may not always be the one to initiate this process. Because of this, the manager might be unclear if a job requisition already exists. How: To Verify NOTE: First, verify if a job requisition already exists. To do this:

My Team worklet My Org Chart On Vacant Position, click Related Actions Button (see Diagram 3). If it reads, “Create Job Requisition,” manager may proceed.

Activity: Ask participants to use the Position Management: Job Requisition job aid and practice with the vacant ASA IV position, working with a partner.

How: Create Job Requisition Tips for using Job Aid:

Check out the extra information that may be provided through the text entered in the screen shot. For instance, the screen shot of the Job Details field (p. 3) provides additional specifications about the information that should be entered in this field.

NOTE: If information in any field with a * needs to be changed, this must be done using the Edit Position Restrictions business process. The one exception is Job Posting Title.

NOTE: OHR Talent Acquisition is working to develop an SOP for hiring managers that will be available in 2017. In the meantime, encourage hiring managers to reach out to their OHR Recruiter.

Diagram 3

• Job Aid: Position Management: Job Requisition



Position Management:

Create Job Requisition

(cont’d)

Next Steps: Job Requisition will now go to the Agency Approver.

Notification: Manager will receive notification in their Inbox once the job requisition has been approved by the Agency Approver.


• PPT slides 17-18

BREAK: 10 Minutes

Introduce Talent/

Performance Management

3 min

• Workday’s business processes related to Performance will encourage greater collaboration between supervisor and their employees.

• Moreover, Workday distinguishes the steps that a manager should take at different times during the year to establish expectations and evaluate performance in relation to those expectations.

Talent/ Performance Management:

Goal Setting

with Employees

20 min

When: At the beginning of the year goal setting will be kicked off citywide. At the earliest the 2017 Goal Setting template will be launched February 1.

Initiator: At this time each employee will receive notification in their Inbox to establish goals for the coming year.

- To strengthen employee buy-in and engagement, it is critical to have the employee start this process by adding goals for their own performance and development.

- The Workday process encourages employees to become invested in the performance management process because they agree to the goals and ultimately judge their own performance on the goals they agree to; this is true accountability.

- The manager will still play an important role, including reviewing, modifying and adding goals as well as the responsibility to approve the final version of all of the employee’s goals.

How: After the employee enters their performance and development goals, they will Submit the Goal Setting Template to their supervisor.

At this time the supervisor receives an Action in their Inbox.

Inbox item “Set Content Goal Setting” – Direct managers to choose any of their employees - Point out Process history for goal setting. In this case the employee has already

established their own goals.

Activity: (Allow approximately 10 min) Read instructions from Exercise: Goal Setting with Employee

• NOTE: For this exercise, managers will have a preloaded goal setting template from each of their actual employees. They can choose to work on any of their actual employees.

• Every template will have the same goals related to an administrative support position. This was chosen because this is one of the most commonly performed jobs, and because of its relatability. Encourage participants not to get hung up on the specific goals, but rather focus on the process.

• PPT Slide 19-20

• Job Aid – Talent: Goal Setting with Employees; Exercise: Goal Setting with Employee



Talent/ Performance Management: Goal Setting

with Employees

(cont’d)

Choose one of the employees on your team. Use both this worksheet as well as the job aid Talent: Goal Setting with Employees to review, edit and add to your employee’s performance goals. Note that text denoted in black is already entered in the Goal Setting Template “created by the employee”. Please make the changes noted in red.

This will provide practice editing, adding and saving goals. Encourage them to complete on their own (i.e., without a partner).

Encourage participants to read tips for “How to build a better goal” and in the Development Goals section.


Question: Did they remember to change the weights when they added the additional performance goal?

Question: What other tips are helpful to remember when using job aids?

NOTE: Workday prompts users to categorize goals as either Performance or Development in this section, and will move goals to appropriate section in the Summary format.

Ask participants to view their Inbox. - View Details and Process tabs.

Notification: Manager will receive notification that the employee’s goals have successfully been established. The employee will also receive notification that the process is complete.

NOTE: Due Dates by default appear as two weeks later than the initial Action that appeared in the manager’s Inbox.

NOTE: We recognize there’s a need to assist managers and their employees as they write goals AND additional support will be provided in 2017.

• PPT Slide 21


Updating Employee

Goals

15 min

When: Add goals anytime during the year as expectations of employee’s performance change, or employees take on additional duties, or establish new development goals. Initiator: An employee or manager can add goals. If an employee adds goals, the manager will receive in their Inbox the task to review and either Approve, Send Back, or Deny. On the other hand, if manager adds goals, employee will be notified (without having to take action). How:

Team Performance worklet Goals View will display all employees, and all goals with option to view by employee or by clusters of

goals if employees share goals in common. Previous screen Choose action Add Goals to Employees.

• Job Aid – Talent: Updating Employee Goals




Updating Employee Goals

(cont’d)

Can Create Goal or Copy Existing Goal Assign to individual or multiple contributors. Be aware, Workday does not hold history of 2016 goals, so these cannot be copied. However, if managers have saved 2016 ePerformance documents as hardcopies, they

can copy and paste into new system; if they have not, they can still access ePerformance to view historical PEPs and PEPRs.

If create new goal, remember to answer the Build a better Goal questions: - What exactly are you expected to produce or deliver? - How would you describe the expected outcome (i.e., product or service) when it is

done well? - How does this outcome support your team/agency goals? - By when does this need to be delivered?

If choose Copy Existing Goals, the manager can copy either performance or development goals.

Choose goal, and select EITHER Employee(s) to copy goals to OR Organization. If you choose Organization, goals will be copied to every employee in that organization. Make sure the goals you are copying are within scope of employee’s classification. Workday will still allow manager to modify or edit newly copied goal.

Remember to adjust weights when adding goals, so weights still total 100%.

Guide: Maintain notes about employee performance throughout the year. Performance related notes can be entered into Workday by employee and manager, and is visible to the other party. (See Evaluating Employee Who Transfers.) Workday also allows managers to copy and paste from external sources or upload supporting documentation during the annual performance review.


Evaluating an

Employee Who Transfers

12 min

When: A manager must complete a Performance Review for any employee whenever an employee changes supervisors due to promotion, re-promotion, transfer, demotion, re-assignment, etc. This Performance Review must be completed within 30 days of the changed status.

Initiator: During the job transfer process, the employee’s original manager receives a “To Do” in their inbox titled: Current Manager Review of Goals. The original manager must provide evaluative feedback on the employee’s performance at this time. How:

Team Performance Worklet Goals Click on the Chat icon to the left of each goal of the transferring employee and enter

feedback similar to an annual review (based on data and observation as it relates to the employee’s performance). Suggest a rating for the goal in the chat box after the feedback entered. Scroll through the goals, entering feedback and a suggested rating for each goal. This will serve as the performance review for the transferring employee.

• Job Aid – Talent: Evaluating an Employee Who Transfers

• PPT Slide 22



Talent/ Performance Management: Evaluating an

Employee Who Transfers

(Cont’d)

After providing evaluative feedback on the employee’s existing goals, return to the Inbox and click Submit. Point out: Manager must click Submit to advance the process and avoid delaying the employee’s transfer. (See PPT Slide 22.)

Click Done.

Notification: Once the transfer has been processed, the new manager will receive a Notification to review the employee’s current goals and comments from their prior manager, and add any new goals related to the new position (See PPT 23).

• PPT Slide 23

Talent/ Performance Management: Completing

Annual Performance

Reviews 3 min

When: Towards the end of the year, Performance Review templates will be kicked off citywide.

General Points:

• Further training on this particular process is available in the City U Manager Workday training and will also be communicated in greater detail closer to the time when the Performance Review template is kicked off next year.

• Going forward, the City will continue to follow an accelerated schedule for performance evaluations, similar to this year.

Mobile Devices FYI only

3 min

NOTE: This information is for trainers. Provide if asked. Otherwise, skip.

NOTE: This is a sample screen shot.

• De-emphasize use of mobile devices. • Employees can access Workday through any device with an internet connection; they

need not be connected to the CCD network. • Instead, heavily encourage accessing Workday through City computer.

• PPT Slide 24 – FYI only • This slide is hidden.

Resources 7 min

• Show FAQs. • Show Job Aids site on denvergov.org/workday • Add agency specific resources. • Learn who supports your agency in various Workday business process roles by

viewing an employee profile and clicking on the Support Roles tab.

• www.denvergov.org/workday • PPT Slide 25-26

Future of Workday

3 min

• When Workday first goes live in January, City users will experience the foundational software functionality.

• Be aware that upgrades and improvements will be coming in 2017, allowing the City to optimize the system.

Close Thank attendees for their participation. • PPT Slide 27

http://www.denvergov.org/workday



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