workday wednesday - denver€¦ · workday 29 •freeze on updates means nothing new this time....

Workday WednesdayEpisode #22

13 September 2017

Please Mute Your Phone/Microphone and Close Your Video Window

Today’s Topics

•Welcome to Workday Wednesday: Jeff Allen

• System Status: Troy Bettinger

•What’s New for HR Core in Workday 29: Troy Bettinger

• Accessing Updated Job Aids: Jeff Allen

•Goals - What’s Next/Process Overview: Patti Rowe

• Report Rundown - Employee Goal Count by Agency: Jeff Allen

• Contingent Workers for HR: Jessie Craney

•HR Efficiency - Exporting Org Charts: Troy Bettinger

System StatusTroy Bettinger

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

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

3 4LABOR

DAY

5Close

Payroll

6WW

Break

7 8 Agency

Analyst Cert

8:30AM

9 WD29

UPDATE

12 Mid-9AM

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

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

Recent System Changes

New Since Last Time:

• Workday 29• Freeze on updates means

nothing new this time.

Updated Last Time:

• Workday Finance!

• Icon Simplification for Workday Financials

• Updated Reports

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 9/13/17 p1

• 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


•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.


• 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.

•Must Take Action to Return Worker from Leave

• Fix: HR Analyst must initiate a Return from Leave Action to bring the worker back. Date is only for record-keeping.

• 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.

A Look at Workday 29Troy Bettinger

WD 29 New Features Distribution

0 10 20 30 40 50 60 70

Finance

Payroll

Recruiting

HCM

Common

Must Install Total Changes

Our One Feature:New Worker Profile

Den

ver OH

R

Preview: New Worker Profile

New Worker Profile: Summary


New Worker Profile: Overview | Job Details


New Worker Profile: Overview | Organizations


New Worker Profile: Compensation

Job Aids ReviewJeff Allen

Finding the Job Aids

1. www.denvergov.org/workday

2. Click “Training and Job Aids”

http://www.denvergov.org/workday


3. Scroll down to “Job Aids for Human Resources and Payroll”

4. AND, under “Resources”

5. Click “HR Community Resource Center”

6. “Job Aids for the HR Community”


Goals and Performance Reviews Patti Rowe

Performance Review

• Thank you for your help with the Goal Cleanup

•Online Employee and Manager Workday trainings have been updated and will be published by 9/30/17

• Performance Management Important Dates:Date Item

9/28/17 OHR Update announcement about self-evaluation

10/3/17 First of four DEB announcements about self-evaluation

10/23/17-10/29/17 Employees deadline for completing optional self-evaluation

10/29/17-12/3/17 Managers deadline for completing performance reviews

12/4/17-12/13/17 Second level managers approve reviews

12/18/17-12/22/17 Calibration completed by agency approver

12/23/17-2/28/18 Managers conduct performance review meetings

Goal Tips

• Resources available on Website:

• Video about self-evaluation

• Self Evaluation Do’s & Don’ts

• How to Write a Performance Review

• Performance Rating Definitions

• Tips for Conducting Performance Evaluation Meeting

• How to Complete Self-Evaluation in Workday

• How to Complete Performance Review in Workday

• Talking Points for Performance Management

Report RundownJeff Allen

Employee Goal Counts by Agency Report


Name: CCD PM Employee Goal Counts by Agency

Summary: Returns a list of all employees and the number of goals they have in the system

Required Parameter: Agency (NOT Supervisory Org)

Optional Parameters: Effective Date and Manager


Outputs

• Agency

• Supervisory Org

• Employee ID

•Worker Name

•Worker Sub-Type

•Manager ID

•Manager Name

•Number of Goals

How to Run the Employee Goal Counts by Agency Report

1. In the search bar, type CCD Emp Goal and select the report

2. Enter the required report parameter (Agency) Note: Be sure to select the Agency and NOT the Supervisory Org.

How to Run the Employee Goal Counts by Agency Report

3. Enter the optional report parameters (Effective as of Date and Manager) if desired.

4. Press “OK” at the bottom of the page.

5. The report will display on your screen. Export it to Excel.

Analyzing the Employee Goal Counts by Agency Report

1. Add filtering to the headers in Excel.

2. Select 0 and 1 under “Number of Goals”, then press “OK”. People with 0 have no goals and people with 1 have only the city STARS goal.


3. Click on the letter H above “Number of Goals” to highlight the column. In the lower right hand corner will be a count of the 1’s and 0’s (in this case, 120).

4. Unfilter the “Number of Goals” column so all data is included. Highlight the column again and you’ll see the count of all records in the lower right hand corner (in this case, 1133).


5. Divide the count of the 1’s and 0’s (in this case, 120) by the count of all records (in this case, 1133) and you will get a percentage of people within the agency who have not completed their goals (in this case, 10.6%).

Audience Questions

• Use the WebEx Chat Feature

Q: Speaking of reports - any movement on getting

addresses and phone numbers for your section

only?

A: [Jeff Allen]: Report access depends on your

security role. We need to research your need

and your access and determine which report

will meet your needs. We can add this to the list

of reports for a Report Rundown.

Contingent Worker ProcessJessie Craney

Contingent Workers (CW)

What is a Contingent Worker?

• Contingent Worker - anyone who accesses the City’s network, has badge access to facilities, or is doing work for, or anticipating to work for, the City more than 40 hours per year, but is not classified as a City employee.

Contingent workers include but are not limited to: • Contractors• Unpaid Interns• Unpaid Trainees• Vendors• Volunteers• Outside auditors (i.e., auditors outside of the City’s Auditor’s Office or

not City employees)• Other non-paid worker types

Why are CWs in Workday?

Access Control:

• All contingent workers who access the city’s network are provisioned an Active Directory account and must have their access to the city’s network tracked and monitored

• TS provisioning/de-provisioning is integrated with the worker record in Workday

• All contingent workers who require access to city facilities must have a city provided badge

• Facilities relies on termination reports to ensure badges are deactivated

CW Tasks

Main Workday tasks associated with CWs:

• Create Job Req (new or existing position)

• Contract Contingent Worker = the “hire” process

• End Contingent Worker Contract = the “termination” process

• Change Contingent Worker Details = updates contract end date

Position Management

CW position management uses the same position management tasks as employee positions – most commonly:

• Create Job Req > New Position

• Create Job Req > Existing Position

Identify need to “hire” a contingent worker

• Is there an existing, vacant position? • Yes: Create Job Req > Existing Position

• Approval by: Agency Approver

• No: Create Job Requisition > New Position • Approval by: Agency Approver (once for job req and again for create position)

• Maybe: The position will be occupied by a worker that is leaving• First, End Contingent Worker Contract

• Then, Create Job Req > Existing Position

Contract Contingent Worker

• The “hire” process to add the contingent worker to Workday

• Can be initiated by Manager, Management Chain, Agency Analyst, or HR Analyst

• Recommended that the task is completed 1-2 weeks prior to the CW’s start date

• Requires the initiator to know:• Position Number• CW Name (first, middle initial, last)• CW Contact information (email, phone, address)• CW Start date• CW End date

• Two step process• Create Pre-hire & Add contingent worker details• Confirm Organizational Assignments

End Contingent Worker Contract

• The “termination” process – removes the worker from their position in Workday

• Can be initiated by Manager, Management Chain, Agency Analyst, or HR Analyst

•Must be completed within 24 hours of the worker leaving (can be completed prior to end date)

Update Contingent Worker Details

Used to update a CWs Contract End Date:

•When contracting a CW, an approximate end date, up to one year from the hire date or a date six months from the hire date must be entered > use this process to extend the end date

Reports

• CCD HR All Contingent Workers Report shows

• Employee ID

• Position ID

• Position/Employee

• Job Profile

• Supervisory org

• All Contingent Workers

• Same as above with additional information

• Contingent Workers with Expiring Contracts

• Run based on contract end date

Available Resources

denvergov.org/workday > Training and Job Aids:

HR Efficiency –Exporting Org Charts

Troy Bettinger

Maintaining External Charts

Org Chart Report from External Vendor:

TCB: Why?ANSWER: Because I Can’t Get One From Workday!

Workday Standard Org Chart ViewClick to export to:• PDF• PowerPoint• Excel

Workday Standard Org Chart View

Workday Standard Org Chart View

No more than 10 Levels in Denver

Org Chart: Interactive PDF

“Shrink Text to Fit” not clicked

Org Chart: Interactive PDF

“Shrink Text to Fit” clicked

DoF DMV Branch NE (Ferguso...

Ferguson Lee (xxxxxx)

Branch Mgr

xxxxx

DoF DMV Branch Management (Illya Scott (xxxx...

DoF DMV Branch NE (Ferguson Lee (xxxxxx))

Amber Ross (xxxxxx)

Motor Vehicle Tech I

xxxx

Cathy Sandoval (xxxxxx...

Motor Vehicle Tech II

xxxx

Erica-Mercedez Jones (...

CC2350 Motor Vehicle Techn...

xxxxx

Ileah Clark (xxxxxx)


xxxxx

Jean Martinez Quiel (x...


xxxxx

Karline Newson (xxxxxx...

Motor Vehicle Tech II

xxxxx

Kristy Galindo (xxxxxx...


xxxxx

Thomas Wilson (xxxxxx)


xxxx

Tonya Torres (xxxxxx)


xxxx

xxxx Motor Vehicle Tec...

Org Chart: PowerPoint w/ Images

Org Chart: Excel File Export

A B C D E F

Unique Identifier Name Reports To Line Detail 1 Line Detail 2 Organization Name

0_Ferguson_Lee_() Ferguson Lee () Branch Mgr xxxxx DoF DMV Branch NE ()>

1_Amber_Ross_() Amber Ross () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx

2_Cathy_Sandoval_() Cathy Sandoval () 0_Ferguson_Lee_() Motor Vehicle Tech II xxxxx

3_Erica-Mercedez_Jones_() Erica-Mercedez Jones () 0_Ferguson_Lee_() CC2350 Motor Vehicle Technician II xxxxx

4_Ileah_Clark_() Ileah Clark () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx

5_Jean_Martinez_Quiel_() Jean Martinez Quiel () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx

6_Karline_Newson_() Karline Newson () 0_Ferguson_Lee_() Motor Vehicle Tech II xxxxx

7_Kristy_Galindo_() Kristy Galindo () 0_Ferguson_Lee_() CC2349 Motor Vehicle Technician I xxxxx

8_Thomas_Wilson_() Thomas Wilson () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx

9_Tonya_Torres_() Tonya Torres () 0_Ferguson_Lee_() CC2350 Motor Vehicle Technician II xxxxx

10_5276_Motor_Vehicle_Techn

ician_I_()

5276 Motor Vehicle

Technician I ()

0_Ferguson_Lee_()

Audience Questions


Q: Could you create a job aid on the Org Charts

demonstration?

A: [Troy Bettinger]: That’s a great question. This is

a simple action, so we don’t currently have a

job aid planned for this. We’ll consider adding

this to the list of job aid requests. In the mean

time, we recommend using a copy of this

presentation for details on the org chart export

process.

General QuestionsStaff

Audience Questions


Q: When processing any new hire, do we still need

to open a SupportNow ticket for their computer

access and to be put into the GAL?

A: [Jessie Craney]: Yes. The manager or

designated liaison must complete the New

Computer User Account request via

SupportNow to finish technology provisioning

and network access.

Next Workday Wednesday

Wednesday,

20 September 2017@ Noon

Episode #22 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Jessie CraneyJeff Allen

Karuna DhingraCJ LongshoreTroy Bettinger

Special Thanks to:Patti Rowe

Marla TrevorKaren Niparko

Taylor SwiftDiane Vertovec

& the OHR Marketing Minions

workday wednesday - denver€¦ · workday 29 •freeze on updates means nothing new this time....

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