Workday | Information Helpguide

Version 1: Angela Smit (Lourenco)23 May 2014

Workday continuously evolves their product, providing new enhancements and functionality every four months.

What is Workday?

UTi Workday Link:https://wd5.myworkday.com

Mobile Application information:

Tenant: utiURL: https://wd5.myworkday.com

Workday is a leading edge HR Information system (HRIS) used to manage our HR data and processes.

The Workday Interface – The Eight Buttons

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All About Me– Access to your personal information – benefits, performance, payroll and more.

Inbox– Click this button to complete an assigned task in Workday.

My Team – Access to direct /indirect reports – employee details, org charts, job management and more.

Managers only

Dashboard– Quick access to organizational metrics – headcount, performance, one time payments, etc.

Managers only Managers only

Online Training Guides for Employee – Quick Reference Guides to task you complete as an employee.

Online Training Guides for Manager – Quick Reference Guides to task you complete as a manager.

Directory– Search for employees, locations, create organization charts and more.

Favorites– Add links to your most frequently completed tasks.

Employee’s Functions on Workday

ESS – Employee Self Service

Access to your personal data including Compensation

& Benefits info.

Update your personal information & Contact

information

Update Banking Details/ Payment Elections Options.

(US, Canada & ZA)

Updating Emergency Contact Info

Update Benefits (US, Canada & ZA)

The Directory – View Related Reports

**Coming soon with Performance Management** Enter your performance goals and do online Performance reviews with your manager. Create a Career profile.

Employee’s Home Page

Remember: You have Online Training Guides to help you Navigate through all these tasks

Manager’s Functions on Workday

MSS – Manager Self Service Tasks

Create requisitions for replacement positions and creating new

positions

Initiating terminations

Approve new hires that are in your supervisory organization

(compensation section)

Initiate payroll changes for your employees (compensation,

promotions, locations, one-time payments)

Transfer people to a different manager on another team

Approving tasks on Workday daily or as required and ensuring

payroll-cutoffs are adhered too.

Delegating your approvals/tasks should you go on leave or not be

available. This will prevent any delays with information not

reaching the payroll department.

Remember: Workday is the Primary system from which Payroll

will process these transactions. If the transaction is not in

Workday, it cannot be actioned by the Payroll Department.

Manager’s Home Page

Remember: You have Online Training Guides to help you Navigate through all these tasks

Your HR Team’s Role in Workday

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HRTP Tasks

Hiring New Employees

Reviewing all Transactions for accuracy &

correctness.

Still have access to Job Changes, Terminations

& Org Assignment Changes.

Aiding with the correction of Data Errors where

necessary

Manage Requests for new Locations, Cost

centres, Supervisory Orgs

First line of Support to Managers & employees

Important Info

• As a manager, you need to ensure that a job

requisition is available in order for HR to hire your

new employee into Workday.

• Your new employee’s Workday login information &

Workday ID will either be sent to you as the manager

directly, or will be provided to you by the HRTP.

• Manager’s will need the Workday ID to request for

any Computer system access for their employees.

• Employee’s should login as soon as possible to

verify their information is correct and amend their

Primary work email address to prevent any problems

with future password reset requests.

• Once successfully hired on Workday, the employee

will automatically also be loaded on ESS within 24

hours.

General Information

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• Performance management

Why are only some employee’s using Workday for Performance Management and others are paper based?Performance Management is currently being rolled out in stages to different target groups. Currently HR and Senior Management are piloting the initial rollout of Workday performance management. This allows HR and management to be fully onboarded with the Performance Management Process through Workday, and thus allowing an opportunity to improve the process, prior to rolling out to the wider group of all employees. The goal is to have all employees on Workday Performance Management in the very near future.

• Brower support Issues.

I am getting an error that my browser is not supported for Workday. Who do I contact?Workday requires Adobe Flashplayer, IE9 or higher or Google Chrome or Mozilla Fox. Contact your EIT helpdesk for assistance updating your software.

• Africa ESS vs Workday (AFRICA REGION ONLY)

Why do we have 2 systems?ESS currently handles the submission of Leave claims & Expense claims. These are currently not administrated through Workday, however we are looking at trying to move these over to Workday in the future. We currently do not have the Modules to support our Full Leave Administration requirements and expense claims through Workday.

I submitted my leave as a manager on ESS and assigned an approving manager. Do I need to setup my delegation on Workday then?Yes. Workday and ESS are 2 different systems. Assigning an approving while leave on ESS will reassign claims on ESS only. Manager’s will need to set up their delegations on Workday separately.

Useful Manager Reports

Job Requisition Reports

• Job Requisition Change History

• My Open Job Requisitions

• My Recent Job Requisitions

• View Position Restrictions

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Remember Workday has a Powerful Search Tool

Useful Manager Reports

Some More Common Reports

• Active Employees

• Headcount Report

• Open Position Summary

• Turnover Analysis

• Terminations

• Compensation Summary

• Worker Changes

• Turnover Summary

• Bonus Payment History

• Employment Demographics

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You can print these reports, export to excel and some reports can be

viewed in a chart format too.

A number of these reports and more can be found on you’re my

Team Page

Manager Dashboards

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The Dashboards provide some great informationto help manage your workforce

Printing Org Charts

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Did you know you can print your Org Chart Directly out of

Workday?

Resources –What Tools are Available to Me?

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Your Human Resource Transaction Partner (HRTP) can assist with any support you may need to help you navigate through Workday.

www.go2uti.com/hr-helpdesk

• Responses provided within 1 business day

Your Local Help Desk (EIT-most areas)

• Provide support on desktop issues

Online Training Guide Buttons

• Quick Reference Guides

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• The HR Helpdesk can be found at www.go2uti.com/hr-helpdesk

• You can continue to submit questions and issues via workday@go2uti.com, support@uti.zendesk.com, and utioa@go2uti.com and it will generate a ticket in the HR Helpdesk

   • The HR Helpdesk also has UTi HR Knowledgebase that contains helpful information on a

wide range of topics from Workday to Online Academy, ESS, Payroll and much more.

HR Helpdesk

Passwords & Data Privacy

• Passwords should have a minimum of eight characters

• Must not be easily guessable combinations

• Do not share your password with any other employees

• If you feel that your password has been compromised,

change it immediately

• Failure to comply with this Password & Authentication Policy may, at the full discretion of UTi, result in the suspension of any or all technology use and connectivity privileges, disciplinary action, and possibly termination of employment

• Workday contains the personal data of UTi employees. In many jurisdictions around the world, UTi is subject to privacy laws that strictly limit the use and disclosure of personal data.

• Visit https://wd5.myworkday.com to see more info on UTi’s full privacy statement.

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Password Assistance & Language Preferences

• Forgotten Passwords:

Select the Forgot Password Link and answer your Password

Challenge questions to receive an email with a new Temporary

password.

• Full Login Resets/ Request for Login Info:

Please Log a ticket through the HR Helpdesk. ***HINT on Forgotten User Names: User Names are the first initial and first 5 letters of the last name***

• Remember to setup your Password Challenge Questions

• Did you know that you can also

setup your preferred

Language display on

Workday?

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WORKDAY & UTIALWAYS ON THE GO