workday job aid hr: hire - trinity health job aid hr: hire updated as of april 21, 2016 description...

©2014 Trinity Health. All Rights Reserved. 1

Workday Job AidHR: Hire

Updated as of April 21, 2016

DescriptionThis process is used once a candidate is chosen and has accepted the position (new hire/rehire). It enters the candidate (new/returning colleague) into the Workday system.

When to UseUse this process to add a new/returning colleague to Workday in either:• New Position: Fills a vacancy for a new position. The Create

Position business process must be completed before this process may be done.

• Existing Position: Fills a vacancy for an existing position.

NOTES:• This process is for new hires/rehires only. If an existing colleague

is filling a vacant position, see the job aid for Change Job.

Related Reports• SSN Search• Staffing Activity• View Open Positions• Critical Open Positions

SPECIAL NOTES: • Applicant Tracking System (ATS) will remain the

sole recruiting tool until Phase 2 is implemented.• RHMs will not open requisitions in Workday

during Phase 1.• Hires will be initiated off of the open position in

Workday.• Current feeds between ATS and HRIS will be

eliminated.


HR: Hire

Business Process Steps and RolesProcess roles are designated by “security role,” which do not reflect actual job titles. People may have multiple roles. (Preferred initiator listed first.)

Initiate Hire: Recruiter, HR Partner, HR Representative, or HR Shared Services (HRSS) Representative

Propose Compensation: HR Representative or HRSS Representative

Add New Hire Information (table below):

of 48Workday Job Aid: Hire

HR Representative/HRSS Representative

Initiate

Propose Compensation

Add New Hire Information

ROLE:

Various Roles (see table at left)

Recruiter/HR Partner

Initiate

NOTE: Once the Change Organization Assignments step is complete, the new hire now has an employee ID number.


Step Process Roles

Change Personal Information HR/HRSS Representative

Verify Licenses and Certifications License Certification Partner

Edit Government IDs HR/HRSS Representative

Change Organization Assignments HR/HRSS Representative

Review Organization Assignments HR Partner

Pension Exclusion HR Partner

Assign Collective Agreement HR/HRSS Representative

Review Collective Agreement Colleague Relations Partner

Maintain Employee Contract HR/HRSS Representative

Review Employee Contract Recruiter

Request One-Time Payment HR/HRSS Representative

Review One-Time Payment HR Partner

Edit Service Dates HR/HRSS Representative

Add Probation Period HR/HRSS Representative

Local Employee Documentation HR/HRSS Representative

Background Check Complete HR/HRSS Representative

Complete Employee Health Information Employee Health Partner


HR: Hire

Before You StartEnsure local policies and procedures have been followed and appropriate approvals have been received before adding a new hire. This may include:

Manager works with Recruiter in the interview and selection process

Manager and Recruiter determine salary offer in accordance with compensation guidelines

Recruiter extends the offer and receives acceptance from the candidate

Initiator runs SSN Search report in Workday to confirm if new hire is already in Workday system (to support action for page 8, step 8)


Notifications(a colleague or department should be notified outside of the Workday system)

• Manager will be notified of Identity Management steps and complete system access requests

Coming in Phase 2• Recruiting and onboarding will be available

through Workday. This means all pre-hire information (currently part of the Initiate step) will already be in the Workday system.

Variations• There may be variations by Health Ministry

before this process is initiated.

• Health Ministries with an outside agency for Employee Health will not have this data available in Workday.

Other Resources• No resources available at this time

SEE NEXT PAGE FOR DATA REQUIRED TO COMPLETE THIS BUSINESS PROCESS

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.



Data Needed for HireThe following data will be required (shown by step):

Supervisory Organization: Name of new hire’s manager

Position: Exact position being filled

Name: First and last name of new hire

Contact Information: At least one phone AND address

Hire Date: New hire’s first date of employment

Reason: Menu options available

Scheduled Weekly Hours: Determines FTE status

Job Classification: Determines benefits/PTO

Work Shift: The shift to be worked by the colleague

Amount: Hourly pay amount

Change Personal Information

Gender: Male, female, or not declared

Date of Birth

Marital Status: Divorced, married, partnered, separated, single, or widowed

Race/Ethnicity: As self-declared (choose from options)

Citizenship Status: As self-declared (choose from options)

Disability (if applicable)

Military Service (if applicable)

Licenses and Certifications (as required, based on Job Profile)

Edit Government IDs

National ID: At least one ID (e.g., Social Security Number)

Organization Assignments

Company: Health Ministry new hire will be tied to

Cost Center: Cost center new hire will be tied to

Pension Exclusion (if applicable)

Reason: Vow of Poverty or Sisters of Providence Surgeon – Contract Physician

Assign Collective Agreement (if applicable)

Collective Agreement: Union agreement

Maintain Employee Contract (if applicable)

Contract Start Date: Date new hire will be active on employee contract (hire date is most common)

Contract Type: Choose from options

Status: Closed, open, or pending

Request One-Time Payment (if applicable)

Effective Date: Date for the one-time payment to take place (e.g., start date, after 90 days)

One-Time Payment Plan: For example, a signing bonus

Amount: Amount of one-time payment

Edit Service Dates

Original Hire Date (if rehire)

Add Probation Period (if applicable)

End Date: Date probation period ends

HR: Hire


Initiate Hire





Process Steps

1. Log in to Workday

2. Type org: and the name of the manager to whom the new hire will report in the search box and press Enter

HR: Hire


Which role(s) can do this step?• Recruiter• HR Partner• HR Representative• HRSS Representative

Alternate Starting Steps:1. Type Hire Employee in the search box

and press Enter2. Do steps 7-143. For step 15, Job Details will not auto-

populate; choose the job the new hire will fill from the Position box (using the prompt icon)

4. Continue with the remaining steps

Initiate Hire



Process Steps (continued)3. Click the link for the Supervisory Organization

the new hire will be added to

4. Click Staffing

HR: Hire


What is a Supervisory Organization? (SUPV ORG)Supervisory Organization is the manager hierarchy within Trinity Health. Each person who has colleagues reporting to him/her represents a SUPV ORG. Colleagues or “workers” are members of their people manager’s SUPV ORG.

Initiate Hire



Process Steps (continued)5. From the search results, click the related actions icon (“brick”) that appears

when you hover next to the position you’re assigning to the new hire

6. Click Hire

7. Click Hire Employee

HR: Hire


Initiate Hire



Process Steps (continued)8. Click the radio button next to the appropriate choice

9. Click OK

HR: Hire


Initiate Hire

WH

AT IS

TH

IS? Existing Pre-Hire

Use to rehire a former colleague (see Note above for restrictions) or in Phase 2 when pre-hire information will come from recruiting system

Create a New Pre-HireIn Phase 1, use to hire a new colleague who has not worked for Trinity Health previously or a former colleague whose history is not in Workday

Click the prompticon to search

NOTE: Only colleagues terminated in 2016 or later will be available to choose as an Existing Pre-Hire in Workday.



Process Steps (continued)10.Complete the Hire Employee form

HR: Hire


SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE

WH

AT IS

TH

IS?

SourceHow the new hire came into contact with Trinity Health (e.g., referral, website)

Supervisory OrganizationAuto-populates with supervisory organization assigned to this position

Referred byType name of colleague who referred this new hire

CommentFor example, the current referral campaign name

PositionAuto-populates with position requisition number and name

Allow Duplicate NameIf a colleague already exists with this name, an error will appear; check the box to allow another colleague with this name

Click the prompticon for options

Initiate Hire



Process Steps (continued)11.Complete Legal Name Information (* indicates required information)

12.Click Contact Information

13.Click Add to add available contact information

14.Click OK

HR: Hire


Initiate Hire

PROCEDURAL REQUIREMENTS:(differs from Workday system requirements) • Add all information that is

available at this point.• At least one phone AND

address are required.

HINT: You can add more than one (e.g., two phone numbers) by clicking Add again for that section.



Process Steps (continued)15.Complete the Hire Employee form (* indicates required information)

16.Click the arrow next to Additional Information to expand the section

HR: Hire


WH

AT IS

TH

IS?

Job ProfileAuto-populates based on position chosen to be filled

LocationAuto-populates based on position chosen to be filled

Time TypeAuto-populates based on position chosen to be filled

Hire DateThe new hire’s start date

Employee TypeAuto-populates based on position chosen to be filled

Pay Rate TypeChoose hourly for all colleagues; exempt/non-exempt status is chosen [TH: WHERE?]

PositionAuto-populates based on position chosen to be filled

ReasonProcedural requirement; choose from list above

Hire Employee:• Acquisition/Merger• Hired from Non Workday Affiliate• New Hire• Resident

Rehire Employee:• Rehired from Non Workday

Affiliate after less than 1 Year• Rehired from Non Workday

Affiliate after more than 1 Year• Rehire Greater Than 1 Year• Rehire Less Than 1 Year

REA

SON


Initiate Hire

PROCEDURAL REQUIREMENT:(differs from Workday system requirements) • Reason field is required. • Choose Hourly for Pay Rate Type.


NOTE: Some items may auto-populate based on the information provided when the position was created.



Process Steps (continued)17.Review Additional Information form and make changes

HR: Hire



Initiate Hire

WH

AT IS

TH

IS?

Job Title/Business TitleAuto-populates based on position chosen to be filled

Weekly HoursOnly change scheduled weekly hours (or FTE will calculate incorrectly)

Workers’ Compensation Code OverrideDO NOT USE UNTIL PHASE 2

First Day of WorkAuto-populates to match Hire Date

Time of HireDO NOT USE

Continuous Service DateAuto-populates to match Hire Date if new hire; if rehire, add original Hire Date to bridge the continuity of service

Benefits Service DateTracks length of service for benefit programs

Job ExemptWill not show for Hourly hires

Job ClassificationClassification for regulatory reporting and ensures correct benefits/PTO; choose from menu options

Company Insider TypesDO NOT USE

Company Service DateTracks an additional service date, such as date of acquisition

To learn more about Job Classification and Work Shift options, NEED INFO.

Work ShiftThe shift to be worked by the colleague; choose from menu options (NOTE: Values are new for the Workday system)

Click the prompt icons

for options

PROCEDURAL REQUIREMENT:(differs from Workday system requirements) • Scheduled Weekly Hours• Job Classification• Work Shift



Process Steps (continued)18.Click the add icon and Attach to add attachments (if applicable)

19.Type comments and click Submit

20. If Recruiter/HR Partner is the initiator, process moves to next step; click Done

HR: Hire


Initiate Hire

OR

HINT: If you click Done instead of Open, you can access the next step from your Inbox.

If HR/HRSS Representative is the initiator, process continues; click Open

HINT: For example, in Phase 1, this could be a copy of the offer letter.



Process Steps (continued)


2. Click Inbox

3. Find the email and click to open (opens in the right pane of the screen)

HR: Hire


Which role(s) can do this step?• HR Representative• HRSS Representative NOTE:

• If you DID NOT initiate the process, start with step 1.• If you DID initiate the process, the process skips

steps 1 – 3; move to the next page.




HR: Hire

Process Steps (continued)4. Review the auto-populated information at the top of the form




IMPORTANT: These fields cannot be updated from this screen.

WH

AT IS

TH

IS?

Effective Date & ReasonShows effective date entered during Initiate step

GuidelinesCompensation guidance/information based on Job Profile chosen during Initiate step

Primary Compensation BasisUpdates in later steps based on information provided in this process



HR: Hire

Process Steps (continued)5. Update the compensation amount, if needed


SalaryDO NOT USE

Period SalaryDO NOT USE

HourlyUse for all colleagues; exempt/non-exempt status is chosen [TH: WHERE?]

WH

AT IS

TH

IS?

Unit SalaryDO NOT USE

IMPORTANT: Use Hourly for all colleagues


Click the edit icon to open

Total Base PayRange guideline of base pay auto-populated based on Job Profile

FrequencyFrequency of payroll; auto-populated based on Job Profile

CurrencyDo not change from USD

AmountHourly pay amount within the Total Base Pay range

WH

AT IS

TH

IS?

Click the checkmark icon to

accept changes


NOTE: You will receive a warning message if you type an amount above or below the Total Base Pay range. This warning will not stop you from proceeding.

TH: Summer is researching on other RHMs where they may need to have $0 for hourly pay.



HR: Hire

Process Steps (continued)6. Additional compensation types for the new position

auto-populate based on Job Profile; DO NOT MODIFY


WH

AT IS

TH

IS?

CommissionDO NOT USE

AllowanceAuto-populates based on position; DO NOT MODIFY

7. Type commentsand click Approve

8. Process continues; click Open


HINT: If you click Done instead of Open, you can access the next step from your Inbox.




1. Click the edit icon next to each item to add personal information for the new colleague

HR: Hire


Which role(s) can do this step?• HR Representative• HRSS Representative

Gender• Male• Female• Not declared

OPT

ION

S

Race/Ethnicity• American Indian or

Alaska Native• Asian• Black or African American• Declines Self-Identification• Hispanic or Latino• Native Hawaiian or

Other Pacific Islander• Two or more races• White

Marital Status• Divorced• Married• Partnered• Separated• Single• Widowed


Click the checkmark icon to accept change


Change Personal Info

PROCEDURAL REQUIREMENT:(differs from Workday system requirements) • Include all known information.

Click to access options



Process Steps (continued)2. Finish adding personal information

3. Type comments and click Submit

4. Process moves to next step; click Done

HR: Hire


OPT

ION

S

Citizenship Status• Citizen• Naturalized citizen• Permanent resident• Temporary resident• Visitor

Change Personal Info


PROCEDURAL REQUIREMENT:(differs from Workday system requirements) • Include all known information.





2. Click Inbox


HR: Hire


Which role(s) can do this step?• License Certification Partner


Licenses and Certifications



Process Steps (continued)4. Read Instructions and act; type comments

5. Click Submit


HR: Hire


Licenses and Certifications


TH: Submission screen does not provide who the process moves to.

NOTE: This acts as a notice for the License Certification Partner to actively verify the new hire’s licenses and certifications.

THIS STEP IS UNDER CONSTRUCTION AND IS SUBJECT TO CHANGE





2. Click Inbox


HR: Hire


Edit Government IDs





Process Steps (continued)4. Click the add icon to add an ID

5. Click Approve

6. Process continues;click Open

HR: Hire


NOTES: • At least one national ID is required

(e.g., SSN for U.S. citizens).

Edit Government IDs


HINT: Type USA in the Country box (press Enter) and SSN (press Enter) in the National ID Type box for quickest access to those choices.





1. Scroll down, review the Organizations form; click the edit icon to make updates

HR: Hire


Change Organization Assignments

WH

AT IS

TH

IS?

CompanyName of Health Ministry

Cost CenterThe department or business unit used to track expenses and is responsible for the cost

HR CompanyCode assigned to HR department; ties to Health Ministry

Financial OrganizationBusiness Unit or Process Level; ties to Health Ministry

Religious OrderEmployment agreement used to capture affiliation with the religious order (for specific set of colleagues)

Absence Group ExceptionsSick/Illness, PTO, and other leave groups; choose from menu options

Pay RuleImportant for timekeeping system; code that determine this colleague’s timekeeping rules


NOTE: This acts as a confirmation step based on information added during the Create Position process.



Click the checkmark icon to accept change


To find information on the companies and cost centers, contact the RHM Accounting/Payroll Dept.


Process Steps (continued)2. Type comments and click Submit


HR: Hire


Change Organization Assignments

NOTE: Once this step is complete, the new hire now has an employee ID number.






2. Click Inbox


4. Review and click Approve or Send Back with instructions

5. Process continues; click Edit Additional Data or Skip if step is not applicable

HR: Hire


Review Organization Assignments

Which role(s) can do this step?• HR Partner

To learn more about these items, see “What Is This?” on page 24.





1. Click the prompt icon to choose an exclusion reason



HR: Hire




Pension Exclusion

To skip after starting this step:1. Click Cancel2. Return to Inbox3. Click to open email4. Click the gear icon

5. Click Skip This Task





2. Click Inbox


HR: Hire


Assign Collective Agreement



To skip this step if not applicable:

1. From the email, click the gear icon




Process Steps (continued)4. Click the prompt icon to choose from the Collective

Agreements (* indicates required information)



HR: Hire


Assign Collective Agreement

Based on your choice, you may also be asked to choose an Area; click the prompt icon for options

To learn more about Collective Agreements and who is eligible, NEED INFO.


TH: How do union dues get assigned?





2. Click Inbox


4. Review, type comments, and click Approve or Send Back with instructions


Renee Relations (5100019)

HR: Hire


Review Collective Agreement

Which role(s) can do this step?• Colleague Relations Partner

NOTE: This step will be skipped if the colleague is not part of a collective agreement.






2. Click Inbox


HR: Hire


Maintain Employee Contract






NOTE: See list of employee contract types on next page. If none are applicable, follow the skip steps below.



Process Steps (continued)4. Complete the Maintain Employee Contract form

(* indicates required information)

HR: Hire



Click the prompt icons for options


TH: “Liaison” is misspelled in the Contract Type options. It is missing the second i.

WH

AT IS

TH

IS?

Contract IDBased on Health Ministry guidelines

Contract Start DateDate contract will begin

StatusChoose closed, open, or pending

Contract TypeChoose from menu options

Date Employee SignedDate colleague signed the contract

Contract End DateDate contract will end

Date Employer SignedDate employer representative signed the contract


Contract AttachmentsClick Create Worker Document from menu options to go to an attachment screen

Contract DescriptionBased on Health Ministry guidelines

• Advanced Practice Professional – Employment Agreement

• Allied Health Professional• BSN – Agreements• Education Agreement• Employee Loan Repayment• Executive Contract –

Employment Agreement• External Liaison• Housing Allowance Contracts• Medical Director Contract

CO

NTR

AC

T TY

PE• Physician Contract –

Employment Agreement• Physician Loan Repayment• Relocation Contract• Retention Bonus Contract• Scholarships• Separation Agreement• Sign-on Bonus Contracts• Tuition Loan Agreements• Vendor Contracts





HR: Hire




HINT: Click Add Contracton the event submitted screen to add more than one contract for a colleague.

TH: In testing on 4/18, this went next to PTO/Sick Transfer or Payout (which doesn’t make sense for Hire). I think this had been fixed before, but it seems to be back.





2. Click Inbox


4. Review, type comments, and click Approveor Send Back with instructions


HR: Hire


Review Employee Contract

Which role(s) can do this step?• Recruiter

NOTE: This step will be skipped if the colleague is not part of an employee contract.






2. Click Inbox


HR: Hire


Request One-Time Payment






NOTE: If new hire should not receive a one-time payment, follow the skip steps below.



Process Steps (continued)4. Complete part one of the One-Time Payment (OTP) form


5. Click OK

HR: Hire



Click the prompt icon for options

ON

E-TI

ME

PAYM

ENT

(OTP

) PLA

NS

• Additional Pay• Advanced Practice Clinician Incentive• ARC Incentive Plan• Bonus – Certification• Bonus – Discretionary• Bonus – Lump Sum Merit• Bonus – Management • Bonus – Non-Discretionary• Bonus – Patient Satisfaction• Bonus – Physician (Non Discretionary)• Bonus – Referral• Bonus – Restoration• Bonus – Retention• Bonus – Signing• Bonus – Staffing• Bonus – Supplemental Employee Retirement Plan• OTP – Bonus – Base Pay• OTP – Bonus – Recognition• OTP – Charge/Lead• OTP – Colleague Incentive• OTP – Premium Exempt Incentive• OTP – Wellness




Process Steps (continued)6. Complete part two of the One-Time Payment form


HR: Hire



WH

AT IS

TH

IS? One-Time Payment Plan

Auto-populates based on choice made in previous step

AmountType amount of one-time payment

CurrencyDo not change from USD

Send to PayrollDefaults as checked; if paid some other way, please document in Additional Information


ReasonOnly one reason available: One-Time Payment

HINT: Type one in the Reason box for quickest access to the only reason option available.


Effective DateAuto-populates to hire date

WorktagsTH: Need info





HR: Hire








2. Click Inbox


HR: Hire


Review One-Time Payment


NOTE: This step will be skipped if the colleague will not receive a one-time payment.




Process Steps (continued)4. Review, type comments, and click Approve or Send Back

with instructions (* indicates required information)


HR: Hire


Review One-Time Payment


NOTE: The one-time payment process defaults to send info to Payroll. If it should be paid some other way, please document in Additional Information.





2. Click Inbox


HR: Hire



Edit Service Dates




Process Steps (continued)4. Add service dates, as applicable

5. Type commentsand click Submit

6. Process continues; click Open

HR: Hire


WH

AT IS

TH

IS?

Original Hire DateSame as hire date unless a rehire, then date of first hire

Continuous Service DateDate that will be used to bridge the continuity in service; defines length of service

Company Service DateTracks an additional service date, such as date of acquisition

Benefits Service DateTracks length of service for benefit programs

Time Off Service DateTracks time-off eligibility based on a different service date

Seniority DateAuto-populates with Hire Date; tracks seniority based on a date other than Hire Date or Company Service Date

Retirement Eligibility DateTracks eligibility for retirement, such as when it is based on length of service or age

Severance DateTracks how long a worker receives severance pay

Expected Retirement DateReports on retirement for workers who announce their retirement date in advance

Vesting DateTracks when a worker is fully vested, when this differs from standard vesting rules

Edit Service Dates


To learn more about these dates and their implications, go to NEED INFO.

HINT: If Probation Period does not apply, click Skip here.




1. Update the Add Probation Period form (* indicates required information)


3. Process continues; click To Do

End DateEnd date of probation period; varies by RHM (e.g., 12 weeks for non-managers and 6 months for managers)

HR: Hire



WH

AT IS

TH

IS?

Start DateDate of hire

ReasonType Introductory or choose it from the menu

TypeChoose 30, 60, 90, 120, or 180 days from menu

Extended End DateDO NOT USE during Hire process

Click the prompt icon for options

NOTE: Probation Period does NOTdrive any other business process.

Add Probation Period


HINT: End Date will be required.

HINT: If Local Employee Documentation does not apply, click Skip here.




1. Read Instructions and act; type comments

2. Click Submit

3. Process continues; click To Do

HR: Hire



Local Employee Documentation

NOTE: This acts as a reminder for the HR/HRSS Representative to actively gather locally required documentation, if needed.


To learn more about additional documentation for local government, go to NEED INFO.




1. Read Instructions and act; type comments

2. Click Submit


HR: Hire



Background Check Complete

TH: May change instructions and enter background check info directly into Workday.

NOTE: This acts as a reminder for the HR/HRSS Representative to review new hire file has been reviewed and all compliance and required information is completed.


THIS STEP IS UNDER CONSTRUCTION AND IS SUBJECT TO CHANGE





2. Click Inbox


HR: Hire


Which role(s) can do this step?• Employee Health Partner

Complete Employee Health Information




HR: Hire

of 48

Process Steps (continued)4. Read Instructions and act; type comments

5. Click Submit

6. Process is complete; click Done

Workday Job Aid: Hire

Complete Employee Health Information

NOTE: This acts as a notice for the Employee Health Partner to complete the employee health information.




HR: Hire


End of Process: Next StepsWHEN HIRE PROCESS IS COMPLETE

[TH: WHO/WHAT?] notifies Manager of identity management steps, and Manager completes system access requests

Colleague completes self-service onboarding process (new hire paperwork, benefit elections, etc.) within Workday

INTEGRATION: Identity Management automatically detects changes and updates the identity vault for identification, email account, etc.


workday job aid hr: hire - trinity health job aid hr: hire updated as of april 21, 2016 description...

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