workday retreat - florida atlantic university retr… · ppt file · web view · 2015-04-16hold...
TRANSCRIPT
Workday Retreat
Workday Retreat
1
Welcome
Thursday April 16th:
Human Capital Management
2
Today
WebEx sessions
Submit questions via chat
Be sure and mute your audio
Crosswalk Handout
Banner/Workday Crosswalk on Website
Breaks and Lunch (Breaks mid morning and mid afternoon; Lunch: 12:00pm-12:30pm) approximate time
Hold questions until after each presentation
Silence phones,
Mute your audio on webex sessions
Bathrooms
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Presenters
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Dave Tomanio
Eodia Michel
Rochelle Prince
AVP Human Resources
Supervisor Processing and Records
Director Academic Budgets
Christine Smith
Manager Processing and Records
Michael Davis
Donna Newman
Sara DeMonte
Shari Wiley
Manager Class & Comp
Manager Employee Relations and Development
Supervisor Recruitment Services
Manager Student Employment
Marie Mascaro
Sr. Associate Director Human Resources
Welcome to Workday Video
Workday HCM
DAVE TOMANIO
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Agenda
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HCM Overview
Eodia Michel
Marie Mascaro
Rochelle Prince
Add additional job to AMP employee (teaching position OPS)
Michael Davis
Christine Smith
Michael Davis
Dave Tomanio
Employee Self Service
Standard Reporting
Set up period activity pay (Faculty)
Rochelle Prince
Create Position
Donna Newman
Terminate Employee (SP)
Start Performance Review for Employee (AMP)
Edit Job (OPS) Location
Agenda
8
Sara DeMonte
Christine Smith
Shari Wiley
Sara DeMonte
Donna Newman
Donna Newman
Michael Davis
Michael Davis
Deb Brooks
Workday Access
Rehire Employee into AMP Position
Request Compensation Change (AMP)
Create Job Requisition (AMP)
Enrollment in Deferred Pay 9 Month (Faculty)
Request Compensation Change (OPS Student)
Promote Employee to Open Position
Enter Time (SP)
Request Time Off (AMP)
HCM Overview
Dave Tomanio
9
Terminology
WD HCM: Workday Human Capital Management.
Supervisory Organization: This type of organization groups workers into a management hierarchy. A Supervisory Organization (SO) is established with anyone who has at least one direct report.
Business Process: A sequence of one or more steps that accomplishes a desired business objective.
This will replace Banner HR/Banner Payroll and Banner Timekeeping.
For example, in HR there are 13 supervisory organizations. The person at the top of that organization is in the SO of their supervisor. In my case I am in the SO for Financial Affairs.
Like hire employee, terminate employee, edit job location. This replaces all PAFs and EPAFs.
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Comparing Workday HCM to Banner
Workday
Cloud based (todays technology).
Nimble.
Workflow driven.
Two updates/releases per year (testing).
All customers on same version.
User friendly easy to learn.
Paperless.
Streamlines approval process.
Banner
Server based hosted at FAU (yesterdays technology).
HR processing is cumbersome.
Table driven.
Updates are sporadic.
Almost every customer on a different version
Very difficult to learn outside of OIT professionals.
Tons of paper.
Lengthens approval process due to reliance on paper forms.
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Terminology
Job Profiles: Defines generic features and characteristics of a job and of a position that is built into that profile.
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Terminology
Profile: Information on every employee that includes
Job
Compensation
Benefits
Contact information
etc
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Terminology
Cost Center: An organization used for financial reporting to track revenue and expenses.
Defining Security Roles: Granting authorizations to system users by associating security groups with business processes.
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and
answers
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Employee Self Service
Eodia Michel
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Contact Information Update
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Submit to HR
WAIT
WAIT
for Update to synchronize with MyFAU Self-Service and FAU Directory!
for HR to respond!
Fill out a personal data sheet and submit to HR or email update to hres
Contact Information UpdateNO MORE WAITING
Self-Service
As easy as
Other options to get to the point of updating your information in WorkDay.
Type into the search box
Change my contact information
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Login and view Profile
Select Contact & Edit to Update
Effective date: Use only todays date or future date
County: Spell it out
Click Submit!
and
answers
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Standard Reporting
Marie Mascaro
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Key TakeawaysStandard Reporting DemoAll Reports are extremely ACTIONABLE.
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On any report you can export to Excel
or View as a Printable PDF file.
If your report has numeric values, you can chart
Any blue field will have a set of Related Actions,
or you can click on it to Drill Down.
On any column, you can Sort or Filter.
and
answers
22
Set Up Period Activity Pay (Faculty) & Add Additional Job to AMP Employee (Teaching Position OPS)
Rochelle Prince
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Period Activity Pay
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Allows for payments to be made within an academic period
Will be able to be tracked by type of activity, task, date, unit rate or academic period
Reporting available with drill down capability
Can be used for:
Overloads
Summer Teaching Assignments
Summer Research Assignments
eLearning Faculty Payments
Lifelong Learning Faculty Payments
Adjunct pay
Additional Job
Allows for adjunct faculty assignment for AMP or SP employees
Enables allocation of costs for secondary cost centers outside of primary unit
Incorporates the Period Activity Pay process
and
answers
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Create Position (AMP)
Michael Davis
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Create Position (AMP)
NEW POSITION
LESS EMAILS
MORE VISIBILITY
Manager
Initiates Create Position BP
HR/Comp Partner
Validates and makes adjustments
Comp Central
Approves New Position or Sends Back for Changes
and
answers
29
Terminate Employee (SP)
Christine Smith
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Termination Process Now Cumbersome.
Cut hours
Deferred pay out
Unencumbered funds
Remove Banner access
C
O
M
P
L
E
T
E
NOA
UP TO 2 MONTH WAITING PERIOD TO END ASSIGNMENT
SIGNATURE ROUTE
ACCOUNTS RECEIVABLE
P
A
P
E
R
P
A
P
E
R
Waiting
Retiree forms
Paper
paper
F
O
L
L
O
W
UP
The current termination process is riddled with paper approvals, and inefficiencies which oftentimes can result in a 4 month process from start to finish.
The inefficiencies leads to encumbrance issues since HR is unable to fully terminate the employee if clearance hasnt been completed.
The process involves constant follow ups between HR and the department in order to ascertain the status of the termination process.
HR is the only area that can initiate and complete this process.
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Stop pay
Remove security access
Complete PAF
Resignation letter
encumbrance
Final pay
Awaiting payout
Annual leave pay out
Sick leave payout
Clearance form
Termination Process in the future Seamless
The termination process in Workday will be a much smoother process NO PAPER!!!!!!!
The HR Partner and Manager will initiate this process
The Clearance Form will flow simultaneously to each responsible party
At any given time, the initiator will be able to check the system to see how much or how little is left in the process
Routing process will be seamless since the Employee Relations area will not be reviewing all separations; instead, they will only review Involuntary events
Manual signatures will make way for electronic signatures same goes for approvals
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Termination is generated by HR Partner or Manager
Reviewed by Employee Relations Partner if termination is involuntary
Exit interview is kicked off and sent electronically.
Fewer Steps
Clearance form currently in use will be replaced by To Dos
These are fired out to respective departments starting at the 5th step.
and
answers
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Start Performance Review for Employee (AMP)
Donna Newman
Major changes in Performance Appraisals
Sharon Berger A
The first part the Performance Appraisal process is for the employee to self-evaluate based on the 6 job competencies and how they perceived their performance over the past 12 months. The self-evaluation is the employee's opportunity to reflect on the things they did well, and the things they maybe didn't do so well, but learned from the past year. Employees should remind their manager of their accomplishments, challenges, and areas of development
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All AMP and SP Annual Appraisals will be completed 1x per year in August
Appraisals will be filled out electronically; all approvals routed via workflow
Employees will have the opportunity to self evaluate based on each job competency category
Eliminates paper!
All appraisals will be stored electronically
and
answers
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Edit Job (OPS) Location
Michael Davis
Key TakeawaysEdit Job (OPS) - Location
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Job Management
Quick Turnaround
Greater Accountability
Seamless Approvals
and
answers
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Create Job Requisition (AMP)
SARA DEMONTE
Job Requisition
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Streamlines the Posting Process: only two approvals
Create position in advance and post when youre ready
Eliminates electronic approvals in People Admin
and
answers
42
Enrollment in Deferred Pay 9 Month (FACULTY)
Christine Smith
Deferred Pay Enrollment Process DP-6 (Deferred Pay in 6 easy steps)
EMPLOYEE DECIDES TO HAVE SALARY DISBURSED OVER A 12MONTH PERIOD
EMPLOYEE INFORMS DEPARTMENT (HR PARTNER) VIA EMAIL
HR PARTNER ENROLLS EMPLOYEE VIA WORKDAY EVENT
HR PARTNER SUBMITS ENROLLMENT PROCESS
HR CENTRAL PARTNER APPROVES PROCESS
PROCESS COMPLETED!!!!!
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1
2
3
4
5
6
Approve
DONE
Submit
Enroll
Inform
Decide
and
answers
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Request Compensation Change (OPS student)
Shari Wiley
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Better than Banner/EPAF
Targeted Info
Faster
No Wait Time
No Risk of Delay in Pay
Happier Employees!
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Key Takeaways
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HR Partner and Manager can Initiate
No Rate Guidelines (except minimum wage)
2 Approvals (if initiated by the HR Partner)
Manager
Financial Aid Partner (for FWS students)
Changes are Immediate
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and
answers
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Promote Employee to Open Position (from one supervisory org to another supervisory org)
Sara DeMonte
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Promote Employee to New Position
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Simplifies
Process
HR moves employee to new department in system
Eliminates electronic approvals in People Admin
Saves Time
No more PAFs!!!
No tracking down lost paperwork
Smart TAG autofills all financial information
No time spent researching employees current assignment
No more delays in processing of new assignments
and
answers
53
Enter time SP Employee & Request time off (AMP)
Donna Newman
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Major changes in Timekeeping
Kathleen Dubois SP Time Entry
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SP will be entering time electronically. No more paper timesheets!
All leave requests and approvals will be done electronically.
Timekeepers will still have responsibility for overall process
Ability to delegate approvals if a supervisor is unavailable!
OPS hourly will check in /check out via computer or workstation
and
answers
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Request compensation change (AMP) & Rehire employee into AMP position
Michael Davis
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Key TakeawaysRequest compensation change (AMP)
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No Signatures
Less Guesswork
Faster Corrections
No Paper PAFS!
Key TakeawaysRehire Employee
DIMINISHED Ping-Pong EFFECT
LESS AMBIGUITY
EASIER TRANSITION
Workday Access
DEB bROOKS
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Whats the Difference??
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Banner
Workday
All user based access
Multiple Security Officers
No effective dates
Clearance cumbersome
Introduction of role based access
One Team managing access for both Finance and HCM
One request process rarely needed!
Clearance is simple
Multiple access requests required for each module
Roles
Employee as Self
All employees have this role.
Allows access to self service functionality
Financial Roles
Cost Center Manager Approval Role that is at the Cost Center level.
Cost Center Accountant Initiator role for financial functions.
HCM Roles
HR Partner Initiator/approver role for functions related to employee assignments
Compensation Partner Initiator/approver role for functions related to positions/pay
Timekeeper Role designated to manage the timekeeper function at department level
P0, P1, P2Pwhat???
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Workday Tenants
AMU
Starting point
- Basic
- No FAU data
P0 P2
The Building Starts.
- FAU data is loaded and checked with each tenant
-Business Process Workflows are built
-Testing begins
P3
GOLD
This is it!
The Gold Tenant will be the one we go live with!
Fine Tuning
- Business Process workflows finalized
- Testing and Training in full swing
- Parallel Testing begins.
- Access set up and fine tuned
How do I get access???
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P3 Tenant will be available for employees around the first week of May
Information will be on the Workday website
Single Sign on!
and
answers
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Next Steps
Get the Word Out
Training
www.fau.edu/workday
General: Workday 101
Targeted: Coming in May
Go Live July 1
Break
Be back in 15
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Lunch
Be back in 30
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