hr documentation...job profile: a classification used to group positions that have a similar roles,...

MY Workday Playbook

MiTek HR Documentation 1

Date Created/Modified: Dec, 2017 (Version 1-6)

Author: HR Operations Team

Scope: North America

HR Documentation

A User Reference Guide for Workday, the Human Resources system for MiTek

Purpose Partners

My Workday Playbook


Table of Contents:

Navigation: Basics………………………..………………………………………………………….…………………………….3

Overview & Home Page………………………………………………………………………………………………………….4

Glossary and Terms.……..……………………………………………………………….………………………………………5

Inbox……………………………………………..………………………………………….………………………………..…..……6

Workflow and Approvals…………………………………………………………….………………………………...………7

View And Change My Pay Information View Pay Slips……………………………………………………….……………………………………………………..8 Federal Withholding Elections…….………………………….………………………………………………......8 Payment (Banking) Elections……….…………………………………………………………………….…………9

View And Change my Benefits Elections Change Benefits…………………..…….………………………………………………………………….……........10 Maintain Dependent Information.…………………………………………………………………….………..11 Retirement Savings/401k….………..……………………………………………………………….….……….…12

View and Change My Personal Information

Maintain Contact Information….…………………………………………………………………………......…13 Update My Personal Information…………………………………………………………………….……….…14 Add/Update Photo..……..……………..……………………………………………………………….….……….…15 Change Preferred Name……..……………………………………………………………………….….………..…15

View My Full Employee Record (Profile)…………………..…………………………………………….……….…...16

My Career and Talent Profile: Populating my Professional (Career) Profile……………………………………………………………...…17 Importing My LinkedIn Profile………...…………………………………………………………………...…..…18

Notifications…………..….…………………...……….………………………………………………………….………...…....19

Directories, Viewing Other Employees……………….……………………………………………………….…….…...21

Time Off…………………………………………………………………..…….……………………………………………..….…...22

SUPPORT: Logging In, Password Resets, Support, etc.…….……………………………………………..….…...24

*NOTE: This manual provides an overview of the “core” Workday features available to MiTek Purpose Partners. More detailed instruction on specific HR Processes (i.e. Merit, Bonus, Performance Reviews, Talent Management Open Enrollment, Pay & Timekeeping, etc.) are available in separate documentation.

IMPORTANT: Some MiTek locations/organizations may not currently utilize all the features (example: time keeping, Time Off Request) outlined in this document. Check with your local HR partner if you have questions about when local forms and procedures may apply.

My Workday Playbook


Navigation - Terms, Features and Icons

Below are the main aspects of understanding and navigating the Workday system.

Item/Icon Description

SEARCH BAR: Type key words into the search bar (then press enter) to find employees, data fields, transactions, reports, etc.

Home Button: Click on the Home icon to navigate back to the Home Page from any screen.

WORKLETS: The icons displayed on the Home page are called Worklets. They serve as links to additional screens where information is displayed and/or transactions are initiated.

-------------------------------------

RELATED ACTIONS: This icon appears next to names and other listing in which drilldowns and additional information or actions are available. Clicking on the Related Action button reveals the additional options associated with the listed person or item.

EXPORTS: Click on the Excel icon to download the information currently viewed on the screen. Or, click on the Printer Icon to generate a Print quality PDF Document.

YOUR PROFILE: Click on your name to access your Profile, maintain account settings, and access your W:Drive (where scheduled reports are sent/retrieved).

LISTS: This icon appears next to fields in which there is a drop down list of entries for the user to select from. For longer drop down lists, the system may allow the user to view “All” selections or “By Category”.

MY Workday Playbook


Overview & Home Page

How is Workday Used: • Employee Self Service: Workday allows

employees to view/maintain personal information, access benefits plans, and manage skills & qualifications. Users can also reference the Workday Directory to look up basic information about other employees or departments company wide, and view org charts. Most of these features are accessible via both the desktop and mobile app.

• Managers: Employees with direct reports have access to additional features enabling them to access information about their team, run reports, view dashboards, compare workers, and initiate/approve workforce transactions (hires, transfers, promotions, etc.). While managers can view basic information on ALL employees, security profiles within Workday limit visibility of more confidential information to only workers assigned to their management chain.

• Human Resources: HR Professionals use Workday to initiate employee lifecycle events, run reports, and monitor the workflow status on transaction approvals.

Home Page: Worklets are icons/buttons displayed on your “Home” page that organize features and available information into common themes. Click on the desired worklet to access information and initiate self-service transactions.

Note: The Worklets (icons) displayed on each employee’s Home page may vary slightly from this example, based on the users access and personal customizations.

My Workday Playbook


Glossary & Definitions

Business Process: The system configuration, approvals and workflow that make up an employee transaction such as promotions, transfers, pay changes, etc.

Business Title: This title defaults from whatever was used for the Position Name. The Business Title can be modified to add further role clarity beyond the more generic Position Name.

Job Description: The job description is the “role specific” information for each individual’s job, and is stored on the assigned position.

Job Profile: A classification used to group positions that have a similar roles, compensation elements, market pricing/value, EEO designation, job family and skills & qualifications. Job Profiles are for internal HR use only.

Management Chain / Management Hierarchy: The organizational sequence/cascading of people leaders and the Supervisory organizations that they are assigned as the manager.

Management Level: A classification assigned to job profiles that slots jobs into leadership layers (Exec, Dir, Mgr., Employee, etc.).

Notification: A system generated email that informs a manager of a recent transaction or pending task.

Pay Group: A means of grouping certain employees that are paid in a common payroll batch.

Position: The unique identifier assigned to an employee while in a specific role. Each Position consists of a Position ID number (POS-xxxxxxxx), job title and job description. Positions are used for tracking approvals throughout the lifecycle of the job. A new Position is created each time an employee changes roles or a new person assumes an existing role.

Position / Job Title: The Job Title is tied to the employee’s role, and established at the time the position was created. It is the basic name of the job used to obtain approvals for new hires, promotions, etc.

Supervisory Organization (Sup Org): An organization designation (field) assigned to a group of employees who have the same manager. The description of the Supervisory Organization serves as a department name. Reporting, workflow and organizational hierarchies are defined by supervisory organizations. Sup Orgs play a very important role in keeping Workday data, reports and transactions working properly and therefore must be kept up to date.

Task: An assigned step in a business process that requires an employee to perform an activity (i.e. approval, review, etc.) within the system.

Time Type: Field that tracks whether a worker is Full Time or Part Time.

To-Do’s: A system generated notification that serves as a reminder to complete a task that is performed outside of the system.

Worker Type: Field that identifies whether a worker’s status is an Employee or Contingent (temp/contractor).

W: Drive: A space where large reports can be stored or delivered for future access. The W:Drive can be accessed by clicking on the employee’s profile link in the upper right corner of the Home page.

My Workday Playbook


Inbox Transactions awaiting your review or approval are found in your Workday Inbox. Simply click on the Inbox worklet (Icon/button) on your home screen. The left column displays all pending actions. Click on an action (task) to display the details, workflow history (if any) and instructions for next steps in the right side column. Click on the Archive tab to view old tasks and transactions.

Task

s / T

o Do

’s

Details

Scroll to View Workflow History

My Workday Playbook


Workflow and Approvals

Workday allows for the electronic workflow and recordkeeping of approvals needed to process Job or Compensation related employee transactions. The level of approval required varies by the type of transaction, and may require the approval of first level managers, HR Partners, additional management chain levels, and in some cases both the CEO and Sr VP of Human Resources. If your Manager or HR Partner initiates a job or compensation related transaction on your behalf, it will follow the applicable electronic routing and processing:

My Workday Playbook

HR Infrastructure 8

View And Change My Pay Information

Use the Pay worklet to view and maintain your paycheck designations. This includes Withholding Elections, Payment Elections and Timesheet Administration. Copies of historical pay slips (paycheck stubs) in PDF format can be viewed or downloaded as a printable PDF file.

View Payslips (For locations that use Workday Payroll)

1. Click on the desired Pay Period date to access your pay stubs. 2. Click Print Payslip Image.

Change Federal Withholding Elections

3. Click on Withholding Elections.

4. Review displayed information. Click Update to initiate changes.

5. Enter the Effective Date for Changes if different than today

6. Click OK.

Lincoln, Abe

My Workday Playbook


7. Update the applicable fields. Click I Agree. Click OK.

Change Payment Elections

1. Click on Payment Elections.

2. Review displayed information. Click Change Account, Delete Account or Add Account.

3. Enter new or changed Account Information. Click OK.

123456789

00012457899

Lincoln Bank & Trust

Lincoln B&T

Lincoln Bank & Trust Lincoln B&T

My Workday Playbook


View and Change My Benefits You can access your Benefits elections at any time and make updates to your information through the Benefits Worklet. Please note that some benefits changes can only be made during Open Enrollment. Additionally, certain “life event” changes may require you to upload supporting documents.

Change Benefits

1. Click on Benefits.

2. Select the Benefit Event Type (type of benefit change). Select the Effective Date (Benefit Effective Date) for the change. Click Submit.

My Workday Playbook


3. Click Open.

4. Make changes to the benefits elections. Click Continue.

Lincoln, Abe

My Workday Playbook


Maintain Dependent Information

1. Click on Dependents.

2. Click Add to add another Dependent. Click Edit to make changes to the existing dependent’s information.

3. Select the Effective Date and Reason.

4. Enter in the new dependent information, or change the existing dependent’s information.

5. Click Submit.

View Retirement Savings / 401k

1. Click on Wells Fargo. (This is an au

Note: This is an automatic (SSO) sign-in to the Wells Fargo 401k Portal. Reference the Wells Fargo user instructions for utilizing the available features.

Lincoln, Mary Todd Lincoln, Abe

My Workday Playbook


View and Change My Personal Information:

While some personal information is loaded into Workday during the Hiring and Onboarding processes, employees can review and update their information at any time. Please note that some personal changes may route through the system for HR Partner review prior to taking effect.

Maintain Contact Information

1. Click on Contact Information.

2. Click Edit. Data points that can be entered or changed include:

Primary Home Address Additional Home Address Primary Home Phone Additional Home Phone

Primary Home Email Additional Home Email Alternate Work Location Additional Work Address

Primary Work Phone Additional Work Phone Primary Work Email Additional Work Email

3. Click the Add button next to the field to be populated. 4. Click the Edit icon or Remove to make changes to existing information. 5. Click Submit.

My Workday Playbook


Update Personal Information

1. Click on Personal Information.

2. Click the Add button next to the field to be populated. 3. Click the Edit icon or Remove to make changes to existing information.

Data points that can be entered or changed include:

Gender Date of Birth Marital Status Race/Ethnicity Citizenship Status Disability Military Service

4. Click Submit.

Maintain Emergency Contacts

1. Click on Emergency Contacts.

2. Click the Edit button.

3. Click the Add button to complete missing information.

4. Click the Edit, Undo or Details icons to change existing Contacts.

5. Click the Add button to enter Alternate Emergency Contacts.

6. Click Submit.

My Workday Playbook


Add/Update Photo

1. Click on Photo. 2. Drag and drop new image file. Or click on Attachment icon to search

and select file.

3. Click Submit.

Change My Preferred Name

1. Click on Preferred Name. 2. Un-Click the Use Legal Name As Preferred Name checkbox. 3. Enter Preferred First Name and Preferred Last Name.

4. Click Submit.

Employee Photo Guidelines:

Apparel: Consistent with YOUR local workplace dress code. (Slightly more relaxed version of business casual for office settings is ok). Non-religious head coverings or hats are not permitted.

Photo Background: Does not have to be studio/portrait quality, but should follow the same guidelines as what might be acceptable for a picture displayed in an employee’s office or work area. (Example: outdoor scenery, family/home setting or recreational backdrop is o.k., but the presence of alcohol, weapons, wearing of swimsuits, lewd gestures, etc. is not). No other people besides the employee should be in the photo.

Composition: The best images are relatively close up - cropped at mid-torso or higher, with minimal open space above head. The more “square” the image, the better.

Photos are subject to Manager & HR Review!

My Workday Playbook


Viewing My Full Workday Profile/Record

You can view your full employment record by clicking on your name in the upper right corner of the Home page and selecting View Profile.

Helpful Tips: • Click on any BLUE TEXT on

the screen to drill down into further details.

• “Right” click on any BLUE TEXT to copy the information.

• “Right” click on any BLUE TEXT to view that information in a new/separate window. Note: Managers are able to view the profile of ANY employee, but the amount of viewable information will be limited for those not within their organizational hierarchy.

Click on Main Tabs to view employee information.

Click on Sub Tabs beneath each Main Tab for additional details.

Click on Actions Button to access additional drop-down menus with more employee information.

Click to view Your Org Chart.

My Workday Playbook


Manage My Professional (Career) Profile: The Career worklet is the location for managing your Professional Profile and serves as a portal for multiple Career Development resources. Your Professional Profile is an internal-facing resume to the entire organization, and is a first step towards managing your career growth at MiTek. Your Profile information, combined with MiTek work history, will serve as the foundation for additional Career Planning tools and activities planned for Purpose Partners in the near future!

Maintaining My Career Profile:

1. Click on the desired information to be updated:

• External Job History: your previous employers

• Education: College, High School, GED

• Training: workshops, seminars, development programs, etc. (not college related).

• Certifications: Professional certificates.

• Professional Affiliations: organizations, memberships.

• Attributes: Future – Skills/Competency catalogs will be deployed to help employees track their skills with career interests.

• Accomplishments: Professional successes, such as projects completed or tasks mastered.

• Languages: Your multi-lingual skills.

2. Click the Add Button.

3. Enter the information for all required fields. (Examples: company, job title, degree, major, training course, date, etc.).

4. Click Submit.

Notes: Tips and Features..

• Click the “ ” icon where available to insert an additional row for multiple entries.

• Some steps offer an option to upload a supporting

document, such as a scanned copy of a certification.

My Workday Playbook


Blue Tile University Online.

Blue Tile University Online (or BTU) is the online learning platform for MiTek. Here you can enroll in scheduled classroom courses and take self-paced online courses. Some course registrations are limited to those assigned, while others are open to all participants. Click on the Blue Tile

University Worklet. Any mandatory or pre-enrolled courses will be displayed on the main screen. Click All Courses to see a listing of scheduled classroom sessions and available online courses*.

* Check back frequently for new & additional course offerings!

MiTek Career Opportunities

The bottom section of the Career Worklet contains links to other career information and tools. This includes the Internal Job Postings across the entire MiTek Family. Click on this link to view a listing of current/recent openings, submit your resume and setup automatic notifications.

My Workday Playbook


Notifications:

Workday may generate notifications to employees when tasks await their action. The manner and timing in which a notification is received depends on the type of task/approval awaiting the employees’s action.

Daily Digest:

The Daily Digest is an email notification that runs at approximately Noon CST each day. It provides a summary of all tasks or To-Do’s awaiting action in an employee’s inbox.

Email Notifications:

Certain tasks generate an immediate email notification that a transaction requires your attention. These notifications are typically used for transactions tasks that require quick/immediate response to prevent delays in processing.

Report Notifications:

Additionally, some employees’ jobs may require them to receive special Workday reports that run on a scheduled interval. When this occurs, Workday will notify the employee that the report has been generated and is available for them to access on their Workday W: Drive by clicking on their Workday Profile.

My Workday Playbook


Directories and Viewing Other Employees Employees can quickly view an employee directory by location, view immediate team members or reference location contact information by clicking on the Directory worklet on the home page.

Employee Directory

1. Click on MiTek Employee Directory 2. Type in a location name, or select locations from the dropdown list. 3. Click on the Excel icon to export the directory.

Location Directory:

1. Click on MiTek Location Directory 2. Click on the Excel icon to export the directory.

Viewing other Employees

Employees can look up one another’s Workday record by simply typing the worker’s name in the search window. While all employee’s records are visible, No compensation or personal information is displayed.

Click on a name to lookup a team member’s information. Click to view Your

Org Chart.

Click to view Your Management Chain

Click to select different leader’s org chart.

My Workday Playbook


Org Charts: Org Charts can be run from either the Directory worklet or from an employee’s Profile (Record).

1) Click View Team on the Employee’s Profile.

2) Click the Up or Down arrows to navigate through the organization. A Yellow bar indicates that a Supervisory

Organization (Department) is associated with this person and level on the chart.

3) Click on the Printer icon to move the org chart to either a PDF or editable Powerpoint.

4) Select the file Format. Select the number of organizational levels to be included. Click Print.

Roll over Supervisory Org to view the full department name. Click to view Your Org Chart.

Note: If the above manager appears again in the next layer of an organization, this means that the manager for that supervisory organization (department) is currently vacant.

Click on the manager’s name twice to open that employee’s Profile (Record).

My Workday Playbook


Time Off Requests Use the Time Off worklet to view your time off balances and request PTO/Vacation. Your request will flow to your manager for approval.

Request Time Off 1. Click on Time Off. 2. Navigate to the desired day(s) off by clicking on the Today or Forward/Back buttons. 3. Click on the Calendar Day to choose the requested day off.

4. Click on the Request Time Off button.

5. Select the Type of Time Off. Enter the Daily Quantity (1 for each 8 hr. day). Enter a Comment. 6. Click Submit.

My Workday Playbook


SUPPORT: Logging In, Password Resets, Support, etc.

Logging In:

Workday can be accessed from a company issued computer, MiTek facility kiosk or personal/home computer. Workday is

Workday URL/Link: https://wd5.myworkday.com/mii/login.htmld

Username Format: firstname.lastname

Password: A system generated temporary password is emailed to new users work email address upon initial account setup. Employees who do not have a MiTek email address can work with their local HR Partner for assistance with initial access.

Password Resets:

Employees can get immediate assistance with forgotten passwords or password resets by clicking on the Change Password or Forgot Password buttons on the main logon screen. Users are required to setup security questions, and a company email address is required for instant resets.

Note: Employees who do not have a MiTek email address, but would like to set up their personal email for system notifications can do so by contacting the Enterprise CPS Operations Team.

User Support:

The CPS Operations team in the Corporate Office provides user support. Extended contact hours are available via the HR Support Mailbox at: [email protected]. You can also work through your local HR Partner for Workday assistance.

Workday Mobile App:

The Workday Mobile App can be downloaded from the iTunes App Store or Google Play Store for use on work or personal smartphones and tablets. First time users will be prompted for a Workday Tenant. Enter: mii

Standard desktop username and passwords also apply to the Mobile App.

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