workday wednesday - denver · 2019-07-24 · workday wednesday episode #23 20 september 2017 ......

Workday WednesdayEpisode #23

20 September 2017

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Today’s Topics

•Welcome to Workday Wednesday: Jeff Allen

• System Status: Troy Bettinger

•New I-9 Forms: Special Guest Mark Croteau, HRSC

• Report Rundown - Understanding Availability, Target, Hire and Service Dates on Reports: Jeff Allen

•HR Efficiency – Edit Position: Jessie Craney

• “Help! My Employee Shows Up In Two Places”: Troy Bettinger

• Live Questions from Listeners

System StatusTroy Bettinger

Sandbox Tenant refreshes at 7:00 PM MDT on Fridayhttps://community.workday.com/maintenance/all

System Updates in Sept-Oct 2017SUN MON TUES WED THUR FRI SAT

10 11 12 13Workday

Wednesday

14 15 16 Weekly

Update12 Mid-4AM

17 18ClosePayroll

19 20Workday

Wednesday

21 22 23 Weekly

Quarterly 12 Mid-4AM

24 25 26 27WW

Break

28 HR

Community

/ RUG

29 30 Weekly

Update12 Mid-4AM

1 2ClosePayroll

3 4Workday

Wednesday

5 6 7 Weekly

Update12 Mid-4AM

8 9 10 11WW

Break

12 13 14 Weekly

Update12 Mid-4AM

https://community.workday.com/maintenance/all

Recent System Changes

New Since Last Time:

• Focus on Finance

• Focus on Training

• Changing Integrations

Updated Last Time:

• Workday 29• Freeze on updates means

nothing was new last time.

Work In Progress:

• Individual Worker Location Updates

• Change Control Backlog

• Additional Reports

• HR Dashboards and Scorecards

• Safety LMS

• Workday Recruiting

• Workday 30 (in March 2018)

Known Issues 9/20/17Troy Bettinger

Known Issues 9/20/17 p1

•Worker Search Results “Misspelled Worker”• Problem: When you search for a Worker’s

partial name or misspell the Worker name, the search results return with an entry that states 'Misspelled Worker’.

• Workaround: Correct spelling and try again. Workday fixing this soon.

• No Offer Letters Attached for Neogov New Hires• Initiator doesn’t have signed offer letter OR

• Initiator doesn’t attach the offer letter in Workday.

• Workaround: two items:

• Get signed offer letter in hand before Saving and Approving in Neogov.

• Attach letter in Workday.


• Additional Locations added to Location Table not automatically added to Position/Employee

• Workaround: Check and Update Location:

• When vacant, change with Edit Position Restrictions

• When filled, change with Edit Position

• Location can’t be changed from Job Requisition

• Workaround: Change on Position, then open Job Req

Location on position is Webb Building, changed on req


• System Slowness

• Workaround: TS and Workday monitoring the problem.

• User Issues with Outlook Titles

• Fix: Expect User should edit their Business Title. Once Manager approves, OIM integration will replace the old title (Supervisory Org) with Agency & Business Title.

• Pre-hire Info Loaded in Kronos Before Hire

• Workaround: Technical fix under consideration. Please remind manager that the appearance of a new employee in Kronos does NOT mean they can start.


•Working Out of Class is 8% not 8¢

• Issue: Staff viewing the Working Out of Class Variable Comp screen mistake the rate change for a cash change.

New I-9 FormMark Croteau

New I-9 Form Starting 9/18/17

Mark Croteau• Lead, HR Service Center

• Denver Service: 10 years, 4 months, 21 days

USCIS “What’s New” Page

Revised Form I-9 Now AvailableUSCIS released a revised version of Form I-9, Employment Eligibility Verification, on July 17. Instructions for how to download Form I-9 are available on the Form I-9 page. Employers can use this revised version or continue using Form I-9 with a revision date of 11/14/16 N through Sept. 17. On Sept. 18, employers must use the revised form with a revision date of 07/17/17 N. Employers must continue following existing storage and retention rules for any previously completed Form I-9.

Revisions to the Form I-9 instructions:

• We changed the name of the Office of Special Counsel for Immigration-Related Unfair Employment Practices to its new name, Immigrant and Employee Rights Section.

• We removed “the end of” from the phrase “the first day of employment.”

Revisions related to the List of Acceptable Documents on Form I-9:

We added the Consular Report of Birth Abroad (Form FS-240) to List C. Employers completing Form I-9 on a computer will be able to select Form FS-240 from the drop-down menus available in List C of Sections 2 and 3. E-Verify users will also be able to select Form FS-240 when creating a case for an employee who has presented this document for Form I-9.

• We combined all the certifications of report of birth issued by the Department of State (Form FS-545, Form DS-1350, and Form FS-240) into selection C #2 in List C.

• We renumbered all List C documents except the Social Security card. For example, the employment authorization document issued by the Department of Homeland Security on List C changed from List C #8 to List C #7.

https://www.uscis.gov/news/alerts/revised-form-i-9-now-available

https://www.federalregister.gov/documents/2017/07/11/2017-14619/international-entrepreneur-rule-delay-of-effective-date

https://www.uscis.gov/i-9

https://www.uscis.gov/i-9-central/retain-and-store-form-i-9

https://www.uscis.gov/news/alerts/revised-form-i-9-now-available

NewForm

• New Documents in List C

• New Order for List C

Reinitiating Form I-9 Section 1 p1

1. From Workday, on the left side of the screen, type in “Complete Form I-9” on the search bar and click on the first option:

2. On the Worker box your name should have populated in. If not, type in your name and click Ok

Reinitiating Form I-9 Section 1 p2

3. Complete Section 1 of the I-9 then click Submit

4. Contact your manager to complete Section 2

Position Management –Understanding Edit Position

Jessie Craney

Scenario

“An employee (we will call him Steve) was reclassed from a MA III to a Strategic Advisor in April. Steve resigned last week. I just noticed that the position went back to a MA III, but I don’t see that anyone actually initiated this action in Workday. Does this change happen automatically if an employee is reclassed then resigns (or leaves the position as a result of a Job Change)?”

Current Employee Details

Position Restriction View

Business Process History

Next Steps?

• If you do run across this, the manager (or another role), will need to complete a new Edit Position Restrictions to change the position to the desired classification.

• Be sure to add text in the comments field that this position was previously reclassified

What about Progressive Reallocations?

Edit Position > Progressive Reallocation

The process is the same, however, typically we want the position revert to the original/lowest level of the progressive series.

• Remember, position data was loaded from PS with current employee’s position > therefore, some employees who were already in a series will not manually return to the lowest classification

A quick side note on Locations

• If you or your clients are completing an Edit Position or Edit Position Restriction task, please update the location! (Also done with Edit Position)

Old Location: Wellington E. Webb New Location: Webb Floor 6

Reporting RundownJeff Allen

Follow Up From Episode 22

•Question from an Agency Analyst: Does a report exist which contains addresses and telephone numbers of employees?

• This data is confidential and is not readily accessible across security roles in Workday. In addition, many employees have tagged it as private meaning it would not show up on the reporting

• Contact your HR Business Partner if you need a report containing this information

Unfilled Positions & View All Positions Reports

Name: CCD HR Unfilled Positions Report

Summary: Returns a list of all unfilled positions citywide

Required Prompts: None

Optional Prompts: None

Name: View All Positions Report

Summary: Returns a list of positions by Supervisory Org and Position StatusRequired Prompts: Organization, Position Status, Include Open Positions Available On or Before (date)Optional Prompts: Include Subordinate Organizations

CCD HR Unfilled Positions Report

Outputs

• Agency

• Supervisory Org

• Cost Center ID

• Cost Center Name

• Fund ID

• Fund Name

• Position ID

• Effective Date for Position

• Availability Date

• Earliest Hire Date

• Target Hire Date

• Job Code

• Job Profile

• Compensation Grade

• Scheduled Weekly Hours

• Time Type

• Worker Type

• Open Job Requisition

View All Positions Report

Outputs

• Supervisory Organization

•Manager(s)

• Position

• First Available

• Position Status

• Job Requisition

• Earliest Hire Date

• Target Hire Date

• Available

How to Run the Unfilled Positions Report

1. In the search bar, type CCD HR Unfilled and select the report

2. There are no required or optional prompts; the report will just run and come up on your screen.

How to Run the View All Positions Report

1. In the search bar, type View All Posi and select the report

2. Fill out all required prompts (asterisks) and Include Subordinate Organizations if you like.

Notable Dates –Unfilled Positions Report

• Effective Date for Position, Availability Date, Earliest Hire Date, Target Hire Date

• Effective Date for Position: the date of the Position Restrictions

• Availability Date: • If there is a job req: the recruiting start date from the job requisition

• If there is not a job req: the date the person exited the position

• Earliest Hire Date: • If there is a job req: the Target Hire Date on the job requisition

• If there is not a job req: the last day of work of the incumbent

• Target Hire Date: • If there is a job req: the Target Hire Date on the job requisition

• If there is not a job req: the field will be blank

• *NOTE: If any date is 1/1/1900, it means the data came over through the conversion to Workday

Unfilled Positions Report ExampleA B C D E F G H I

Agency Supervisory OrganizationPosition

ID

Effective Date for Position

Availability Date

Earliest Hire Date

Target Hire Date

Job Code Job Profile

DPR Parks and Recreation Agency

DPR GOLF City Park Golf Course Pro Shop

47911 1/1/1900 1/1/1900 8/5/2017 CG2378 CG2378 Golf Starter/Ranger

DHS Denver Human Services Agency

DHS OBHS Administration 48041 5/1/2017 5/28/2017 6/26/2017 6/26/2017 CA1714 CA1714 Program Manager


DHS CW Referral & Assessment 1.A

48145 1/1/1900 7/24/2017 8/9/2017 9/1/2017 CA2686 CA2686 Social Case Worker


DHS CW Direct Services 2.A 48151 1/1/1900 7/25/2017 8/1/2017 8/23/2017 CA2686 CA2686 Social Case Worker

OIM Office of Independent Monitor Agency

OIM Independent Monitor Agency 48173 7/26/2017 8/15/2017 9/8/2017 9/8/2017 CA2379 CA2379 Operations Coordinator


DHS CSS Child Support Services T1 48232 1/1/1900 8/1/2017 9/10/2017 9/18/2017 CC2354 CC2354 Child Support Assistant

DSD Denver Sheriff Department Agency

DSD ADM SSD Downtown Court Team 4

48266 1/1/1900 1/1/1900 4/9/2017 CY1055 CY1055 Deputy Sheriff

DPL Denver Public Library Agency

DPL Central Admininstration 48291 1/1/1900 1/1/1900 1/1/1900 LC1485 LC1485 Administrative Support Assistant II

DPD Denver Police Department Agency

DPD ADM Finance 48395 1/1/1900 1/1/1900 8/19/2017 CA2252 CA2252 Management Analyst II

DPL Denver Public Library Agency

DPL Purchasing 48450 1/1/1900 1/1/1900 1/1/1900 LJ2600 LJ2600 Stockkeeper I

TS Technology Services Agency

TS 311 Customer Service Center Division

48475 9/15/2017 1/1/1900 9/17/2017 CA2252 CA2252 Management Analyst II

View All Positions Report – Notable Dates

• First Available, Earliest Hire Date, Target Hire Date

• First Available:

• If there is a job req: the recruiting start date from the job requisition

• If there is not a job req: the date the person exited the position

• Earliest Hire Date:

• If there is a job req: the Target Hire Date on the job requisition

• If there is not a job req: the last day of work of the incumbent

• Target Hire Date:

• If there is a job req: the Target Hire Date on the job requisition

*NOTE: If any date is 1/1/1900, it means the data came over through the conversion to Workday

View All Positions ExampleA B C D E F G H

Supervisory Organization Manager PositionFirst

AvailablePosition Status

Earliest Hire Date

Target Hire Date Available

DEN ADM CS Concierge Team 2 (Tyler Bartlett)Tyler Bartlett

26713 Aviat Customer Svc Agent 7/24/2017 Open 8/31/2017 9/11/2017 1


64702 Aviation Concierge Agent 9/13/2017 Open 9/13/2017 9/25/2017 1


64703 Aviation Concierge Agent 9/13/2017 Open 9/13/2017 9/25/2017 1

DEN ADM CS CRC (Marco Toscano)Marco Toscano

26410 Aviat Customer Svc Supv 7/13/2017 Open 7/23/2017 8/1/2017 1

DEN ADM Customer Service (Sarah Bruton)Sarah Bruton

26403 Customer Relations Manager 7/10/2017 Open 8/11/2017 9/1/2017 1

DEN ADM Customer Service (Sarah Bruton)Sarah Bruton

52078 Admin Support Asst IV 1/1/1900 Open 1/1/1900 7/19/2017 0

DEN ADM GC Commerce Hub (Seneca Holmes)Seneca Holmes

42770 Administrator I (Desiree Mondragon)

1/1/1900 Filled 1/1/1900 0

DEN AIM I&M Fleet Maint (Steven Choquette)Steven Choquette

27158 Heavy Equip Mech Line Supv 5/1/2017 Open 5/20/2017 5/22/2017 1

DEN AIM I&M Fleet Maint 1 (Victor Lovato)Victor Lovato

25747 Heavy Equipment Svc Tech (Steven Gerze)

1/1/1900 Filled 1/1/1900 0

DEN AIM I&M Fleet Maint 5 (Steve Neppl)Steve Neppl

32703 Assoc Heavy Equipment Mechanic

1/1/1900 Open 8/6/2017 0

DEN AIM I&M Fleet Maint Liaison (Victor Lovato)

Victor Lovato

34531 Maint Liaison (Patty Preston) 1/1/1900 Filled 1/1/1900 0

DEN AIM I&M Fleet Maint Liaison (Victor Lovato)

Victor Lovato

27156 Ops Coord (Esteban Romero) 1/1/1900 Filled 1/1/1900 0

Bilocating EmployeesA Practical Exercise for Review

Bilocating Employees

Actual ServiceNow Ticket from an HR Analyst:

(all names changed to protect the guilty)

“Just curious... why is Monica Employee (EmpID111111) showing up on two places in the org chart? She shows up under Eldon Tyrell as a Supervisor but doesn’t have an Orange box. She also shows up under Roy Batty as a Supervisor but with an Orange box. The correct one is the orange box under Roy Batty.”


Boss Monica Employee shows up in two places. Why?

Eldon Tyrell (10933)Manager

10001

Zhora Salome (160612)A Dedicated Worker

10816

Roy Batty (160108)Enforcement Supervisor

10816

Monica Employee (111…A Supervisor

444444

Leon Kowalski (170410)A Dedicated Worker

41717

Pris Stratton (160214)A Dedicated Worker

21416


444444



Supervisory

9001982062500

FPD BR Electric Sheep Dreams (Philip K. Dick (281216))

FPD BR The Adjustment Bureau (Monica Employee (11111))

Leon Kowalski (170410)

Pris Stratton (160214)

FPD BR Tannhauser Gate C-Beams (Roy Batty (160108))

41717 A Dedicated Worker




Supervisory

9001982030200

FPD BR Electric Sheep Dreams (Philip K. Dick (281216))

Monica Employee (11111)

Zhora Salome (160612)

FPD BR Replicant Detection Division (Eldon Tyrell (10933))

444444 A Supervisor





10001


10816


10816


444444


41717


21416


444444

Bilocating Employees HINT




10001


10816


10816


41717


21416


444444

From the 8 September 2017 training

Webb 4.F.6

Could You Be an Agency Analyst?Certification Questions

Next Workday Wednesday

Wednesday,

4 October 2017@ Noon

Episode #23 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Jessie CraneyJeff Allen

Karuna DhingraCJ LongshoreTroy Bettinger

Special Thanks to:Mark CroteauMarla Trevor

Karen NiparkoTony Gautier

Diane Vertovec “Thing One” Martens“Thing Two” Balmer