xhus hr workday training 12-2015

Workday Introduction and Training for xHUS & xAIUS HR ProfessionalsAll-Hands HR MeetingChicago, ILDecember 2015

© LafargeHolcim 2015FOR INTERNAL ONLY

Introduction and Objectives

What is Workday?Workday is a comprehensive Human Capital Management (HCM) tools which provides managers, employees and HR professionals the ability to review and update data, input personnel actions, and participate in various campaigns related to employment with LafargeHolcim. A web-based tool, Workday is relatively intuitive and accessible from any internet-connected computer.

Why are we here?This meeting is to help you, as new Workday users, understand the functionality of and responsibility in Workday for managers, employees and HR professionals. While we don't expect you to be subject matter experts at the end of the day, we hope you will feel comfortable with the system and able to articulate to your managers and employees the benefits of this system.

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Agenda

Morning Session● Workday Concepts

○ My Workday○ Supervisory Orgs & Positions○ What data does Workday house?○ Where can I find ______?

● Scavenger Hunt● Key Business Processes

○ Create position○ Hire

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Agenda

Afternoon Session● Key Business Processes (continued)

○ Change Job○ Compensation Change○ Termination

● Security Roles○ HR Partners○ Employees○ Managers○ Pay Agents

● Compensation Corner○ Compensation items○ View Compensation History○ Request One-Time Payments

● Feedback and Q&A

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Workday Concepts

My Workday● Workday Homepage

○ Worklets for HR:■ Personal Info - maintain address, telephone numbers, emergency contact, etc■ Payroll - set tax withholding and direct deposit instructions■ Reports - generate various demographic reports by location and manager

○ For managers:■ My Team - view direct reports■ My Team Performance - initiate and review performance management actions

● My Inbox○ Actions awaiting your attention

● My Account > Change Preferences○ Update location (date and time format) and notifications preferences

● Workday Search Bar○ Search for employees, supervisory orgs, cost centers and more

● Employee Profile○ View employee data

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Workday Concepts

Positions and Supervisory Orgs● Positions are unique boxes into which an employee is hired or transferred

○ Positions possess attributes such as:■ Job Title■ Cost Center■ Employee Type■ Pay Grade■ Kronos data■ Security roles

● Supervisory Organizations (aka organizational units) are the boxes in which a team of positions sits and is managed by a position in a superior Supervisory Org.

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Workday Concepts

Position Management

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In Workday, the Group has decided to use position management. This means all the employees must reside in unique positions which in turn sit in supervisory orgs.

Before a manager or Pay Agent can hire or transfer an employee, HR must ensure that there is a fully-coded position is available in the proper supervisory org or create a new position.

All the security roles (Manager, HR Partner, Pay Agent, etc.) are attached to a position. If Mister A quits LafargeHolcim, and Mister B replaces him, Mister B will automatically inherit all the roles when moved into Mister A's former position.

Because of the abovementioned, it is very important to manage the positions in Workday in an appropriate way:

● an existing position if possible;● create new positions only when necessary (organic growth);● when a position is not needed, it should be frozen or closed.


Workday Concepts

Org Charts

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Workday allows all users to generate and review interactive org charts.

In the Search Bar, type Org Chart and search by the name of the manager.


Workday Concepts

Understanding a Business Process

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All transactions in Workday are based on the idea of a Business Process● Defined workflow of specific actions based on transaction● Specific security roles responsible for specific data input, review, and approval


Workday Concepts

Following the status a Business Process

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Once a Business Process is initiated, one can follow its status to see what actions are next and who is responsible for them. If the action does not reside in your Inbox, you can view the Worker History tab of the employee involved.


Standard Screen Elements

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Allows instant access to Workday home screen

Search for employee, supervisory org, location, cost center, etc

Access all available business processes and view options for the employee or position

Make changes to a particular screen or menu of data; must click Submit afterwards

Submit the entered data/changes for a particular screen for approval

Save the business process for later; only saver can access/complete action at that point

Cancel the business process in action OR leave the item in your Inbox without action

Edit data in a given menu; changes will auto-save once you press Enter or tab out of the menu

Restore the data previously active for the menu; generally seen when changing compensation


Workday Concepts

Approving, Sending Back, and Denying a Business Process

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As part of the Review function, HR can choose one of the following options:● Approve - The Business Process is accurate and

requires no further corrections. Once approved, the changes go live in Workday based on the effective date.

● Send Back - If the Business Process contains errors (e.g. wrong position used, incorrect cost center, etc), the reviewer can send the process back to responsible person and request corrections. A comment should included to advise why the Business Process requires further attention.

● Deny - The Deny action will completely cancel the Business Process, and no further action can be taken. This should only be used if the action does not have the requisite pre-approvals from management/HR and/or the changes required cannot be accomplished via the Send Back action. Include a comment explaining the denial.


Scavenger Hunt

How many of these can you complete?

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Key Business Processes

What Business Process do I use for the task at hand?

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Create a new position Create Position BP

Modify a position Edit Position BP

Hire/Rehire an employee Hire BP

Process a special or one-off pay One-Time Payment BP

Modify the salary of an employee Request Compensation Change BP

Retire/Fire an employee Termination BP

An employee resigned or died Termination BP

An employee has a new role Change Job BP

An employee needs to be charged to a different department Change Organization Assignment BP

Modify the grade of an employee Request Grade Change BP

An employee is going on any leave Contact mylife



HR Business Process Life Cycle in Workday

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Business Process Helpful Hints

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When initiating or completing a Business Process, be mindful of the following:● Ensure managers are using the correct date (due to the default to

Canadian/European format standard in Workday)● Fields noted with a red asterisk are required by Group● Not all fields required by North America are indicated; refer to job aids● Many fields will auto-populate based on position attributes or action● Yellow warning messages are advisory only

○ Seen in setting Hourly Compensation○ Seen when setting Kronos Approver ID

● Red warning messages require a change in the information entered○ Generally seen when required data is missing

● Pay careful attention to Up Next or To Dos to ensure the Business Process does not stall awaiting action

● Once completed and/or approved, Business Processes cannot be changed; any corrections will require a new Business Process or manual correction by the Workday NA Helpdesk



Creating and editing a position

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Workday allows all HR Partners the ability create new and edit existing positions.

Things to keep in mind:● Is there an existing position with the necessary attributes?● Has this new position been approved by HR and senior management?● Positions below director level are approved by local HR.● Positions at or above director level must been approved by Group.● Is the position exempt or non-exempt? The Job Profile houses this information.

Attributes you should have prior to starting Create Position Business Process:

Job/Business Title Cost Center

Job Profile (Exempt/Non-exempt) Product Line

Employee Type & Sub-Type Pay Grade

Location Pay Group



Initiating the Create Position Business Process

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To create a position, one must first access the Supervisory Organization in which the new position will reside.

From the Supervisory Org screen, click Related Actions.

In the Actions menu, hover to Staffing then click Create Position.



Hire Business Process

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Prior to a Manager or Pay Agent initiating a Hire, HR should ensure a vacant position exists in the proper supervisory org.

The Hire Business Process will always be initiated by a Manager or Pay Agent; HR should not initiate this process as they are responsible for auditing and approving the business process (segregation of responsibilities).

● Hourly Employees - Pay Agents complete all tasks related to the input of information, including demographic & personal information, event data and compensation. HR reviews and approves.

● Salaried Employees - Managers initiate process with demographic and event data; HR completes entry of compensation and personal information.

● Position attributes will automatically attach to the employee as part of the Hire Business Process.

● Careful attention should be paid to the updating of the Job and Business Titles (found under Additional Information on the Hire Event screen) as per naming conventions.



Initiating the Hire Business Process

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To start the Hire Business Process, the Manager or Pay Agent must first navigate to the Supervisory Org in which the vacant position resides.

From the Staffing tab, click on the Related Actions button next to the vacant position. In the Actions menu, hover to Hire and click Hire Employee.



Hire Business Process follow-up tasks

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Upon the completion and approval of the Hire Business Process, several tasks will auto-generate. These include:

For Hourly employees (to be completed by Pay Agent):● Assign Union

For all employees, the Onboarding process (first time accessing Workday) includes:● Set Withholding Elections● Set Payment Elections● Set Career Information● Elect Benefits

HR should diligently audit all Hire actions to ensure that there are no errors that may affect payroll processing or benefits administration.



Change Job, Edit Position, & Move Workers Business Processes

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Workday has three different methods for making changes to an employee and/or a position. The nature of the change will drive the Business Process used to complete the action.

Change Job Edit Position Move Workers

Is the employee experiencing a:● Promotion● Demotion● Lateral transfer to new position● Reorganization and keeping his

direct reports

Is the position being:● Changed to/from full-time● Changed to/from permanent● Moved to a different location● Renamed

Is the employee moving to a new team because of a:

● Transfer w/ no position change● Team reorganization

Managed by:Hourly: Pay Agents

Salaried: HRInter-Pay Group/Pay Type: HR

Managed by: HR Managed by: HRRoutes to Group HRIS for approval

Includes ability to update job title and compensation. Any changes to cost center or pay grade will attach to employee only.

Change in location will result in Change Compensation task.

Managers with teams cannot be moved via Move Workers.



Initiating the Change Job Business Processes

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From any screen where the employee name is displayed, click the Related Actions button. In the Actions menu, hover to Job Change and click Transfer, Promote or Change Job.



Initiating the Edit Position Business Process

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From any screen where the position is displayed, click the Related Actions button. In the Actions menu, hover to Position and click Edit Position.



Initiating the Move Workers Business Process

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In the Search Bar, type Move Workers and click the corresponding Task.

On the Move Works screen, enter the effective date of the move and enter the Supervisory Org in which the employee's position currently resides (search by Manager name).



Request Compensation Change Business Process

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The Request Compensation Change Business Process is available should an employee be subject to a change in compensation that is not tied to a Change Job (e.g. location-specific pay scale tied to seniority, ad hoc increase tied to change in job responsibilities). While Hourly changes route to HR Partners for approval, Salaried changes around to VPHR. The person initiating the request must provide detailed notes to support the change in compensation; no request for an ad hoc compensation change will be approved without sufficient justification.

Ad hoc compensation changes for salaried employees should be a rarity and involve a comprehensive discussion involving the responsible HR Director for that business unit and the Compensation Manager.

This process should not be used if an employee is experiencing a change in compensation resulting from a Change Job. The Change Job Business Process includes a Change Compensation task as part of the standard workflow.



Initiating the Request Compensation Change Business Process

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From any screen where the employee name is displayed, click the Related Actions button. In the Actions menu, hover to Compensation and click Request Compensation Change.



Initiating the Termination Business Process

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From any screen where the employee name is displayed, click the Related Actions button. In the Actions menu, hover to Job Change and click Terminate Employee.



Termination Business Process

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Termination Date: Last day workedReason: Primary termination reasonClose Position: Check if position is no longer neededSecondary Reasons: Leave blankLocal Termination Reason: Specific termination cause; drives certain vendor interfacesLast Day of Work: May be different from Termination Date if separating while on leavePay Through Date: Used by Compensation Team in cases of severance with payResignation Date: Date employee provided notice to manager or HR (if applicable)Notify By: Not requiredRegrettable: Check if the departure is unfortunate (e.g. high potential employee resigning for better opportunity and management is unable to retain)



Termination Business Process

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In Workday, a Termination is a fixed-moment event and not a status. As such, Terminations must have an effective date that is the employee's last date of work.

Standard terminations should always be initiated by an employee's direct manager or a responsible Pay Agent. These actions must include detailed notes, such as:● Details surrounding departure● General comments regarding employee performance, etc● Attempts to retain employee (if applicable)● Progressive discipline history (if applicable)● Details on consultation with management & HR prior to release of employee● Eligibility for rehire

If a Termination Business Process does not include comments, HR should Send Back the action to the manager for the addition of detailed notes.

Master Data will continue to leverage SAP/CATS/Kronos for the payout of any accrued, unused vacation time due to the employee.



Termination Business Process Considerations

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Once approved, a Termination (even future-dated) is visible in Workday (the position shows 'Vacant' as of the day following the effective date of the Termination). As such, the Termination Business Process should not be initiated until the employee has been notified.

Terminations resulting in a severance (e.g. redundancy) will be processed by the Compensation Team. If the severance is to be charged to a different cost center, the Change Organization Assignments Business Process must be completed prior to the termination.

The Pay Through Date drives payroll and benefits activity. Ensure this information is accurate.



Termination of Employees with Direct Reports

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If a manager with a supervisory organization is terminated, his team with be 'inherited' by his/her manager. Once an employee is moved into that vacated position, the team will return to its management.

If you have a departing manager but need to hire a replacement prior to his/her departure, consider moving the incumbent into a temporary position (via the Change Job Business Process) so that the replacement can be hired/transferred into the correct position managing the supervisory org of direct reports. This will make the incumbent's termination seamless and allow the replacement to assume Workday responsibility of the direct reports from Day One.


Workday Security & Support Roles

What are Security and Support Roles?

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Access to view or transact on positions and employee data is driven by role assigned to the position of the viewer/editor. Assignment of these roles is managed by the Workday NA Helpdesk.

Security roles have been developed depending on the needs of the configuration.

● Group Roles: Focus on HCM, Compensation and Talent in addition to supporting campaigns such as Performance Review and Bonus & Merit.

● North American Roles: Focus on Payroll, Benefits, Absence & roles required to support the hourly population○ HR Partner & Compensation Partner are assigned by location○ HR Business Partner and Talent Partner are assigned by Supervisory Org



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HR Roles

HR PartnerHR Partner can initiate most employment-related Business Processes. Cannot see menus relating to compensation, pay grade or talent information.

Compensation PartnerCompensation Partner can initiate all business processes relating to compensation (including pay grade). It can be assigned with or independent of HR Partner role.

Can view Personal infoJob informationCareer information (Education, Experience etc.)

Personal infoJob informationCompensation dataCareer information

Can update(no approval)

Personal and Career data of employee N/A

Can initiate(approval needed)

All processes related to Employee Life Cycle except Compensation

All processes related to Compensation

Can approve Personal data changes when initiated by the employee via Employee Self Service

N/A



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HR Management Roles

HR Business PartnerHR Business Partner is able to view HR and Compensation information. Has responsibility to approve some transactions, mainly relating to position and organization assignment edits.

Talent PartnerTalent Partner has the ability to manage the Talent Review Process in Workday (e.g. assess potentials, manage succession plans, and tag employees to talent pools).

HRDHRD can view all the data and manage Talent Review Process in Workday. Has to approve transactions relating to international assignments compensation changes for salaried employees.

Can view Personal infoJob informationCompensation DataCareer Information

Personal infoJob informationCareer informationTalent Management information

Personal infoJob informationCompensation informationCareer informationTalent Management information

Can initiate(without approval)

Specific processes like Create & Edit Position, Hire, Change Job, Terminate

OHR review process on behalf of manager (exceptional cases only)

Can approve(initiated by HR)

Most of the Business Processes related to the Employee Life Cycle (initiated by HR Partner)

All the processes related to Talent Management, when initiated by the manager

Processes related to Compensation and International Assignment

Can approve(initiated by ESS or MSS)

Personal infoJob informationCompensation changeCareer Information

Personal infoJob informationCareer informationTalent Management information

Compensation informationInternational Assignments


Manager Self Service MSS+

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Security & Support Roles for Hourly Employees

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Pay Agent● Dual HR Partner & Compensation Partner role for Hourly positions● Can initiate most Employee Life Cycle business processes for Hourly employees● Access is determined by Pay Group (e.g. US Weekly PPE Sa PD Fr)

Wage Approver● Acts as approver for those actions initiated by Pay Agents● Access is determined by Pay Group

Union Partner● Assigns Non-Union/Union status to Hourly employees as part of business processes● Note: all hourly employees must have union status record


Employee Life Cycle - Initiators and Approvers

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Business Process HR Partner Comp Partner HR Business Partner ManagerPay Agent

HRD (VPHR)

Create PositionInitiate (all)Complete (Hourly)

Initiate (all)Approve (Salaried)

Director-level and above approved by Group HRIS

HireInitiate (all)Approve (Hourly)Complete (Salaried)

Initiate (all)Approve (Hourly)Complete (Salaried)

Initiate

Change Job*(Transfer/Promote/Demote)

Initiate (all)Approve (Hourly)

Initiate Initiate Approve (Salaried)(*combined w/ Comp Change)

Request Compensation Change*

Initiate/Review (all) Approve (Hourly)

Review (all) Initiate Approve (Salaried)(*combined w/ Change Job)

One-Time PaymentInitiateApprove

Approve Initiate Approve in some cases

TerminationInitiate (all)Approve (Voluntary)

Approve (Involuntary) Initiate

Edit PositionInitiate (all)Complete (Hourly)

Approve (Salaried)

Edit Position RestrictionsInitiate (all)Complete (Hourly)

Approve (Salaried)


Employee Self Service ESS

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From an employee's own profile page, he/she can see the following tabs:

From these tabs, employees can view and update:● Contact information (home address, home & work phone numbers, emergency contact

(s), etc)● Personal demographic information (race/ethnicity, marital status, veteran status, etc)● Career information (employment history, languages, travel & relocation preferences, etc)● Performance information (objectives, mid-review reviews, and annual performance

reviews)

From the Related Actions and Items button, employees can:● Upload or delete a profile photo● Advise of a Legal Name change● Update Preferred Name (for Workday view and search purposes only)


Compensation Plans & Grade Changes

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Compensation Plans (non-salary payments) are managed via the Request Compensation Change Business Process. Compensation plans include:● Bonus plans● Merit plans● Housing allowance● Car allowance

Pay Grade & Level changes not tied to a change in salary can be managed via the Request Grade Change Business Process.

The following security roles can initiate these Business Processes:● Compensation Partner (for Salaried employees)● Manager MSS+

The following security roles review/approve the same Business Processes:● HRD (VPHR) approves requests initiated by a Compensation Partner● Compensation Partner reviews and HRD approves requests initiated by MSS+● Group HR must approve any compensation changes for directors and higher


Reviewing Compensation History

Two ways to view Compensation History for all employees

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From the employee profile, click Pay Change History in the Compensation tab.

or

Click Compensation > View Compensation History on the Related Actions menu of the employee.

This menu displays changes to hourly rates and/or annual salaries.

This option allows one to view compensation changes (as above) as well as bonus and one-time payments.


One-Time Payments

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The Request One-Time Payment Business Process allows a Manager or Compensation Partner to enter a non-recurring payment for processing.

● Requests initiated by a Manager route to a Compensation Partner for review and approval● Certain one-time payment times require approval by HRD (VPHR)● If payment type is not an available, submit a request to Payroll for manual processing

The list of one-time payment options include:


Pay Rate Types

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All employees in Workday fall into one of the following Pay Rate Types:● Salaried● Hourly● Salaried Time Entry Required (North America Only)● Expatriate Salaried (North America Only)

All regular Salaried Exempt & Non-Exempt employees should be coded as Salaried. For Payroll purposes, Salaried Non-Exempt employees are designated by Kronos information located on the Organization Assignments screen.

Salaried Time Entry Required (North America Only) is reserved for:● Salaried Part-Time employees● Temporary Employees● Salaried employees scheduled for less than 40 hours per week● Certain salaried employees subject to Return-to-Work from Disability


Processing and Payroll Considerations

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Careful attention should be paid to Payroll processing deadlines and cutoffs. Any compensation change or one-time payment without the final approval at the time of Payroll cutoff will NOT be captured during payroll processing and will be paid on the paycheck generated on the processing following final approval.

When creating a position, be sure to use the correct Company on the Assign Organizations screen.This drives the legal entity to which the employee's costs will be charged. This is especially important in relation to Trust Companies in which LafargeHolcim US is involved.


Absence Management in Workday

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The People Service Center is responsible for managing Time Off in Workday. Based on information from Aetna (disability or FMLA) or HR (non-disability), the PSC will place employees on leave and process the return to work.

Leave types include:

For leaves not managed by Aetna, contact mylife with the following information:● Employee name● Workday Employee ID● Type of leave● Last day worked● First day of leave● Estimated date of return to work● If leave is with or without pay and with or without benefits

Layoff with Benefits Layoff without Benefits Bereavement

Short Term Disability FMLA Military Leave

Long Term Disability Bereavement Personal Leave


Historical Information

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Currently, Project Helix does not envision importing historical data from SAP into Workday. As such, Workday will only contain current information as of the load date.

The Master Data Teams can access historical data in SAP as needed for those HR professionals without SAP access (e.g. xLafarge HR).


Workday NA Helpdesk at your service!

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The Workday NA Helpdesk is available to employees, managers and HR professionals with technical assistance on the functionality of Workday.

The Workday NA Helpdesk Analysts have the able to remote into a user's computer and view the user's screen. This allows to quick, effective, and efficient guidance on completing tasks successfully in Workday.

(877) 371-0008 x9

[email protected]

mylafarge-na.com (for job aids, how-to videos, etc)


Training Wrap Up

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● Any Business Processes confusing?

● Parking lot review

● Questions or concerns

● How will managers adapt to changes?

○ Field training recommendations

● Comfort with helping managers and employees

xhus hr workday training 12-2015

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