workday job aid hr: end additional job · 2016-06-03 · workday job aid hr: end additional job...
TRANSCRIPT
©2014 Trinity Health. All Rights Reserved. 1
Workday Job Aid HR: End Additional Job
Updated as of June 2, 2016
Description This process is used to end a colleague’s additional job.
When to Use When a colleague has multiple jobs, use this process to end one additional job.
NOTE: If the colleague is being terminated from all jobs, this business process is required to end additional jobs before starting the Termination business process.
Related Reports • Staffing Activity Summary
©2014 Trinity Health. All Rights Reserved. 2
HR: End Additional Job
Business Process Steps and Roles Process roles are designated by “security role,” which do not reflect actual job titles. People may have multiple roles.
Initiate: Manager (for job that is ending), HR Representative, HR Shared Services (HRSS) Representative, or HR Partner
Review: HR Partner
Process End Additional Job (table below):
Workday Job Aid: End Additional Job Page 2 of 20
Initiate
Manager/ HR Representative/
HRSS Representative
Review
ROLE:
Initiate
Various Roles (see table at left)
Process End Additional Job
HR Partner
Step Process Roles
Check Benefit Elections Benefits Partner HRSS Representative
Remove User-Based Security Group Assignments
Security Administrator
Assign Roles to Worker Security Partner
Offboarding Procedures Facilities Partner
Create Requisition Reminder Manager
Updated as of June 2, 2016
©2014 Trinity Health. All Rights Reserved. 3
Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before ending an additional job. This may include:
Colleague or manager/HR determines additional job needs to be ended
Manager and HR determine if the additional position will be closed or refilled
Manager may contact HR Partner with questions
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HR: End Additional Job
SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section.
Updated as of June 2, 2016
Notifications (a colleague or department should be notified outside of the Workday system)
• No notifications.
Variations • There should be no variations to this process
across the system.
Other Resources • Contact your Tier 1 resource, as noted on the
Workday Help website at workday.trinity-health.org.
Data Needed for End Additional Job The following data will be requested
Employee: Name of colleague whose additional job is ending
End Date: Last day of additional job
Reason: Reason for ending additional job; choose from menu options
Close Position: Know if the position will be closed or refilled
Attachments: Any documents required by policies and procedures
Assigned To: Name of colleague who will assume colleague’s Workday roles
©2014 Trinity Health. All Rights Reserved. 4
Process Steps
1. Log in to Workday
2. Type End Add in the search box and press Enter
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Alternate Starting Steps: 1. Type the colleague’s name in the
search box and press Enter 2. Click the related actions icon (“brick”)
that appears next to the name 3. Go to Job Change and click
End Additional Job
4. Continue with this job aid at step 6
Workday Job Aid: End Additional Job
HR: End Additional Job
Which role(s) can do this step? • Manager • HR Representative • HRSS Representative • HR Partner
Updated as of June 2, 2016
Initiate End Additional Job
SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen.
©2014 Trinity Health. All Rights Reserved. 5
Process Steps (continued) 3. Click End Additional Job
from the search results
4. Type the name of the colleague whose additional job is ending; the additional job will auto-populate (or click the prompt icon to choose from the colleague’s additional jobs)
5. Click OK
Page 5 of 20 Workday Job Aid: End Additional Job
HR: End Additional Job
Updated as of June 2, 2016
Initiate End Additional Job
©2014 Trinity Health. All Rights Reserved. 6
Process Steps (continued) 6. Complete the End Additional Job form (* indicates required information)
7. Click the arrow next to Additional
Information to expand the section; review and edit if needed
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HR: End Additional Job
Conversion: • Conversion Involuntary: • Assignment Complete • Harassment • Job Reclassification • Not Authorized to Work • Poor Job Performance • Workforce Reduction Voluntary: • Death • Dissatisfied with Job • Dissatisfied with Management • Family Reasons • Moved • Other Employment • Unknown EN
D A
DD
ITIO
NA
L JO
B R
EASO
NS
Close Position Check box (Yes) if position will be closed after contract termination
SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE
Click the prompt icon for options
Updated as of June 2, 2016
Last Day of Work Auto-populates from End Date
WH
AT IS
TH
IS?
Pay Through Date Auto-populates from End Date
Notify By Auto-populates from End Date
Initiate End Additional Job
©2014 Trinity Health. All Rights Reserved. 7
Process Steps (continued) 8. Click the add icon and Attach to add
attachments (if applicable)
9. Type comments and click Submit
10.Process moves to next step; click Done
Click the prompt icon for options
To learn more about the documentation required to end an additional job, go to the Workday Help website at workday.trinity-health.org.
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HR: End Additional Job
Updated as of June 2, 2016
Initiate End Additional Job
©2014 Trinity Health. All Rights Reserved. 8
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open
(opens in the right pane of the screen)
4. Review and click Approve or Send Back with instructions
5. Process moves to next step; click Done
HR: End Additional Job
Page 8 of 20 Workday Job Aid: End Additional Job
Which role(s) can do this step? • HR Representative • HRSS Representative
Review End Additional Job
Updated as of June 2, 2016
©2014 Trinity Health. All Rights Reserved. 9
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
HR: End Additional Job
Page 9 of 20 Workday Job Aid: End Additional Job
Which role(s) can do this step? • Benefits Partner • HRSS Representative
Updated as of June 2, 2016
Check Benefit Elections
Process End Additional Job
©2014 Trinity Health. All Rights Reserved. 10
Process Steps (continued) 4. Read Instructions and act; type comments
5. Click Submit
6. Process continues; click Done
HR: End Additional Job
Page 10 of 20 Workday Job Aid: End Additional Job Updated as of June 2, 2016
NOTE: This gives Trinity Health the opportunity to confirm the affect of ending the additional job on the colleague’s benefits eligibility and elections.
Check Benefit Elections
Process End Additional Job
©2014 Trinity Health. All Rights Reserved. 11
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Which role can do this step? • Security Administrator
Remove User-Based Security Assignments
Process End Additional Job
Workday Job Aid: End Additional Job
HR: End Additional Job
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Sam Security (5100006)
Updated as of June 2, 2016
NOTE: Steps will vary based on the colleague’s role(s). This step may not be required.
©2014 Trinity Health. All Rights Reserved. 12
IMPORTANT: Workday shows various iterations of a colleague. Choose the one that includes an employee number.
Process Steps (continued) 4. Click Assign User-Based Security Groups for Person
5. Type the name of the colleague whose additional job is ending and click OK
Workday Job Aid: End Additional Job
HR: End Additional Job
Page 12 of 20 Updated as of June 2, 2016
Remove User-Based Security Assignments
Process End Additional Job
©2014 Trinity Health. All Rights Reserved. 13
Process Steps (continued) 6. Click the X next to any User-Based Groups that should
be removed from the colleague for the job that is ending
7. Click OK
8. Click Done
9. You are returned to your Inbox; from the message, type comments and click Submit
10.Process moves to next step, click Done
Workday Job Aid: End Additional Job
HR: End Additional Job
Page 13 of 20 Updated as of June 2, 2016
Remove User-Based Security Assignments
Process End Additional Job
©2014 Trinity Health. All Rights Reserved. 14
Sam Security (5100006)
Assign Roles to Worker
Process End Additional Job
Workday Job Aid: End Additional Job
HR: End Additional Job
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
Which role can do this step? • Security Partner
Page 14 of 20 Updated as of June 2, 2016
NOTE: Steps will vary based on the colleague’s role(s). This step may not be required.
©2014 Trinity Health. All Rights Reserved. 15
Process Steps (continued) 4. Click the Assigned To box
5. Click the X to delete the non-employee’s name, and type the name of the colleague who will assume the role
6. Type comments and click Submit
7. Process moves to next step, click Done
Workday Job Aid: End Additional Job
HR: End Additional Job
Page 15 of 20 Updated as of June 2, 2016
Assign Roles to Worker
Process End Additional Job
©2014 Trinity Health. All Rights Reserved. 16
Fran Facilities (5100050)
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
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Which role can do this step? • Facilities Partner
Workday Job Aid: End Additional Job
HR: End Additional Job
Offboarding Procedures
Process End Additional Job
Updated as of June 2, 2016
©2014 Trinity Health. All Rights Reserved. 17
Process Steps (continued) 4. Type comments
5. Click Submit
6. The next step is dependent on the change; click Done
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NOTE: This gives the Facilities Partner the opportunity to confirm all offboarding procedures for the colleague whose additional job is ending.
Workday Job Aid: End Additional Job
HR: End Additional Job
Offboarding Procedures
Process End Additional Job
Updated as of June 2, 2016
©2014 Trinity Health. All Rights Reserved. 18
Process Steps (continued)
1. Log in to Workday
2. Click Inbox
3. Find the email and click to open (opens in the right pane of the screen)
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Which role can do this step? • Manager
Workday Job Aid: End Additional Job
HR: End Additional Job
Create Requisition Reminder
Process End Additional Job
Updated as of June 2, 2016
To skip this step if not applicable:
1. From the email, click the gear icon
2. Click Skip This Task
Note: You will be required to type a skip reason.
©2014 Trinity Health. All Rights Reserved. 19
Process Steps (continued) 4. Type comments
5. Click Submit
6. Process is complete; click Done
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NOTE: This gives the Manager the opportunity to add any comments for the recruiter in regard to backfilling the position. For example: • Goal is to fill by August 1 • Can replace with two part-time colleagues
Workday Job Aid: End Additional Job
HR: End Additional Job
Create Requisition Reminder
Process End Additional Job
Updated as of June 2, 2016
©2014 Trinity Health. All Rights Reserved. 20
End of Process: Next Steps WHEN END ADDITIONAL JOB PROCESS IS COMPLETE
Manager contacts HR Partner to begin backfill process, if applicable
If colleague is terminating and all additional jobs have been ended, Manager completes Termination business process
Workday Job Aid: End Additional Job
HR: End Additional Job
Page 20 of 20 Updated as of June 2, 2016