workday wednesday - denver · 12 mid-4am 1 2 close payroll 3 4 workday wednesday 5 6 7 weekly...
TRANSCRIPT
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Workday WednesdayEpisode #22
13 September 2017
Please Mute Your Phone/Microphone and Close Your Video Window
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Today’s Topics
•Welcome to Workday Wednesday: Jeff Allen
• System Status: Troy Bettinger
•What’s New for HR Core in Workday 29: Troy Bettinger
• Accessing Updated Job Aids: Jeff Allen
•Goals - What’s Next/Process Overview: Patti Rowe
• Report Rundown - Employee Goal Count by Agency: Jeff Allen
• Contingent Workers for HR: Jessie Craney
•HR Efficiency - Exporting Org Charts: Troy Bettinger
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System StatusTroy Bettinger
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Sandbox Tenant refreshes at 7:00 PM MDT on Fridayhttps://community.workday.com/maintenance/all
System Updates in Sept 2017SUN MON TUES WED THUR FRI SAT
3 4LABOR
DAY
5Close
Payroll
6WW
Break
7 8 Agency
Analyst Cert
8:30AM
9 WD29
UPDATE
12 Mid-9AM
10 11 12 13Workday
Wednesday
14 15 16 Weekly
Update12 Mid-4AM
17 18ClosePayroll
19 20Workday
Wednesday
21 22 23 Weekly
Quarterly 12 Mid-4AM
24 25 26 27WW
Break
28 HR
Community
/ RUG
29 30 Weekly
Update12 Mid-4AM
1 2ClosePayroll
3 4Workday
Wednesday
5 6 7 Weekly
Update12 Mid-4AM
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Recent System Changes
New Since Last Time:
• Workday 29• Freeze on updates means
nothing new this time.
Updated Last Time:
• Workday Finance!
• Icon Simplification for Workday Financials
• Updated Reports
Work In Progress:
• Individual Worker Location Updates
• Change Control Backlog
• Additional Reports
• HR Dashboards and Scorecards
• Safety LMS
• Workday Recruiting
• Workday 30 (in March 2018)
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Known Issues 9/13/17 p1
• Additional Locations added to Location Table not automatically added to Position/Employee
• Workaround: Check and Update Location:
• When vacant, change with Edit Position Restrictions
• When filled, change with Edit Position
• Location can’t be changed from Job Requisition
• Workaround: Change on Position, then open Job Req
Location on position is Webb Building, changed on req
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Known Issues 9/13/17 p2
•Working Out of Class is 8% not 8¢
• Issue: Staff viewing the Working Out of Class Variable Comp screen mistake the rate change for a cash change.
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Known Issues 9/13/17 p3
• User Issues with Outlook Titles
• Fix: Expect User should edit their Business Title. Once Manager approves, OIM integration will replace the old title (Supervisory Org) with Agency & Business Title.
•Must Take Action to Return Worker from Leave
• Fix: HR Analyst must initiate a Return from Leave Action to bring the worker back. Date is only for record-keeping.
• Pre-hire Info Loaded in Kronos Before Hire
• Workaround: Technical fix under consideration. Please remind manager that the appearance of a new employee in Kronos does NOT mean they can start.
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A Look at Workday 29Troy Bettinger
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WD 29 New Features Distribution
0 10 20 30 40 50 60 70
Finance
Payroll
Recruiting
HCM
Common
Must Install Total Changes
Our One Feature:New Worker Profile
Den
ver OH
R
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Preview: New Worker Profile
New Worker Profile: Summary
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Preview: New Worker Profile
New Worker Profile: Overview | Job Details
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Preview: New Worker Profile
New Worker Profile: Overview | Organizations
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Preview: New Worker Profile
New Worker Profile: Compensation
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Job Aids ReviewJeff Allen
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Finding the Job Aids
1. www.denvergov.org/workday
2. Click “Training and Job Aids”
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Finding the Job Aids
3. Scroll down to “Job Aids for Human Resources and Payroll”
4. AND, under “Resources”
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5. Click “HR Community Resource Center”
6. “Job Aids for the HR Community”
Finding the Job Aids
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Goals and Performance Reviews Patti Rowe
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Performance Review
• Thank you for your help with the Goal Cleanup
•Online Employee and Manager Workday trainings have been updated and will be published by 9/30/17
• Performance Management Important Dates:Date Item
9/28/17 OHR Update announcement about self-evaluation
10/3/17 First of four DEB announcements about self-evaluation
10/23/17-10/29/17 Employees deadline for completing optional self-evaluation
10/29/17-12/3/17 Managers deadline for completing performance reviews
12/4/17-12/13/17 Second level managers approve reviews
12/18/17-12/22/17 Calibration completed by agency approver
12/23/17-2/28/18 Managers conduct performance review meetings
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Goal Tips
• Resources available on Website:
• Video about self-evaluation
• Self Evaluation Do’s & Don’ts
• How to Write a Performance Review
• Performance Rating Definitions
• Tips for Conducting Performance Evaluation Meeting
• How to Complete Self-Evaluation in Workday
• How to Complete Performance Review in Workday
• Talking Points for Performance Management
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Report RundownJeff Allen
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Employee Goal Counts by Agency Report
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Employee Goal Counts by Agency Report
Name: CCD PM Employee Goal Counts by Agency
Summary: Returns a list of all employees and the number of goals they have in the system
Required Parameter: Agency (NOT Supervisory Org)
Optional Parameters: Effective Date and Manager
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Employee Goal Counts by Agency Report
Outputs
• Agency
• Supervisory Org
• Employee ID
•Worker Name
•Worker Sub-Type
•Manager ID
•Manager Name
•Number of Goals
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How to Run the Employee Goal Counts by Agency Report
1. In the search bar, type CCD Emp Goal and select the report
2. Enter the required report parameter (Agency) Note: Be sure to select the Agency and NOT the Supervisory Org.
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How to Run the Employee Goal Counts by Agency Report
3. Enter the optional report parameters (Effective as of Date and Manager) if desired.
4. Press “OK” at the bottom of the page.
5. The report will display on your screen. Export it to Excel.
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Analyzing the Employee Goal Counts by Agency Report
1. Add filtering to the headers in Excel.
2. Select 0 and 1 under “Number of Goals”, then press “OK”. People with 0 have no goals and people with 1 have only the city STARS goal.
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Analyzing the Employee Goal Counts by Agency Report
3. Click on the letter H above “Number of Goals” to highlight the column. In the lower right hand corner will be a count of the 1’s and 0’s (in this case, 120).
4. Unfilter the “Number of Goals” column so all data is included. Highlight the column again and you’ll see the count of all records in the lower right hand corner (in this case, 1133).
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Analyzing the Employee Goal Counts by Agency Report
5. Divide the count of the 1’s and 0’s (in this case, 120) by the count of all records (in this case, 1133) and you will get a percentage of people within the agency who have not completed their goals (in this case, 10.6%).
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Audience Questions
• Use the WebEx Chat Feature
Q: Speaking of reports - any movement on getting
addresses and phone numbers for your section
only?
A: [Jeff Allen]: Report access depends on your
security role. We need to research your need
and your access and determine which report
will meet your needs. We can add this to the list
of reports for a Report Rundown.
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Contingent Worker ProcessJessie Craney
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Contingent Workers (CW)
What is a Contingent Worker?
• Contingent Worker - anyone who accesses the City’s network, has badge access to facilities, or is doing work for, or anticipating to work for, the City more than 40 hours per year, but is not classified as a City employee.
Contingent workers include but are not limited to: • Contractors• Unpaid Interns• Unpaid Trainees• Vendors• Volunteers• Outside auditors (i.e., auditors outside of the City’s Auditor’s Office or
not City employees)• Other non-paid worker types
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Why are CWs in Workday?
Access Control:
• All contingent workers who access the city’s network are provisioned an Active Directory account and must have their access to the city’s network tracked and monitored
• TS provisioning/de-provisioning is integrated with the worker record in Workday
• All contingent workers who require access to city facilities must have a city provided badge
• Facilities relies on termination reports to ensure badges are deactivated
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CW Tasks
Main Workday tasks associated with CWs:
• Create Job Req (new or existing position)
• Contract Contingent Worker = the “hire” process
• End Contingent Worker Contract = the “termination” process
• Change Contingent Worker Details = updates contract end date
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Position Management
CW position management uses the same position management tasks as employee positions – most commonly:
• Create Job Req > New Position
• Create Job Req > Existing Position
Identify need to “hire” a contingent worker
• Is there an existing, vacant position? • Yes: Create Job Req > Existing Position
• Approval by: Agency Approver
• No: Create Job Requisition > New Position • Approval by: Agency Approver (once for job req and again for create position)
• Maybe: The position will be occupied by a worker that is leaving• First, End Contingent Worker Contract
• Then, Create Job Req > Existing Position
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Contract Contingent Worker
• The “hire” process to add the contingent worker to Workday
• Can be initiated by Manager, Management Chain, Agency Analyst, or HR Analyst
• Recommended that the task is completed 1-2 weeks prior to the CW’s start date
• Requires the initiator to know:• Position Number• CW Name (first, middle initial, last)• CW Contact information (email, phone, address)• CW Start date• CW End date
• Two step process• Create Pre-hire & Add contingent worker details• Confirm Organizational Assignments
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End Contingent Worker Contract
• The “termination” process – removes the worker from their position in Workday
• Can be initiated by Manager, Management Chain, Agency Analyst, or HR Analyst
•Must be completed within 24 hours of the worker leaving (can be completed prior to end date)
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Update Contingent Worker Details
Used to update a CWs Contract End Date:
•When contracting a CW, an approximate end date, up to one year from the hire date or a date six months from the hire date must be entered > use this process to extend the end date
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Reports
• CCD HR All Contingent Workers Report shows
• Employee ID
• Position ID
• Position/Employee
• Job Profile
• Supervisory org
• All Contingent Workers
• Same as above with additional information
• Contingent Workers with Expiring Contracts
• Run based on contract end date
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Available Resources
denvergov.org/workday > Training and Job Aids:
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HR Efficiency –Exporting Org Charts
Troy Bettinger
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Maintaining External Charts
Org Chart Report from External Vendor:
TCB: Why?ANSWER: Because I Can’t Get One From Workday!
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Workday Standard Org Chart ViewClick to export to:• PDF• PowerPoint• Excel
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Workday Standard Org Chart View
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Workday Standard Org Chart View
No more than 10 Levels in Denver
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Org Chart: Interactive PDF
“Shrink Text to Fit” not clicked
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Org Chart: Interactive PDF
“Shrink Text to Fit” clicked
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DoF DMV Branch NE (Ferguso...
Ferguson Lee (xxxxxx)
Branch Mgr
xxxxx
DoF DMV Branch Management (Illya Scott (xxxx...
DoF DMV Branch NE (Ferguson Lee (xxxxxx))
Amber Ross (xxxxxx)
Motor Vehicle Tech I
xxxx
Cathy Sandoval (xxxxxx...
Motor Vehicle Tech II
xxxx
Erica-Mercedez Jones (...
CC2350 Motor Vehicle Techn...
xxxxx
Ileah Clark (xxxxxx)
Motor Vehicle Tech I
xxxxx
Jean Martinez Quiel (x...
Motor Vehicle Tech I
xxxxx
Karline Newson (xxxxxx...
Motor Vehicle Tech II
xxxxx
Kristy Galindo (xxxxxx...
CC2349 Motor Vehicle Techn...
xxxxx
Thomas Wilson (xxxxxx)
Motor Vehicle Tech I
xxxx
Tonya Torres (xxxxxx)
CC2350 Motor Vehicle Techn...
xxxx
xxxx Motor Vehicle Tec...
Org Chart: PowerPoint w/ Images
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Org Chart: Excel File Export
A B C D E F
Unique Identifier Name Reports To Line Detail 1 Line Detail 2 Organization Name
0_Ferguson_Lee_() Ferguson Lee () Branch Mgr xxxxx DoF DMV Branch NE ()>
1_Amber_Ross_() Amber Ross () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx
2_Cathy_Sandoval_() Cathy Sandoval () 0_Ferguson_Lee_() Motor Vehicle Tech II xxxxx
3_Erica-Mercedez_Jones_() Erica-Mercedez Jones () 0_Ferguson_Lee_() CC2350 Motor Vehicle Technician II xxxxx
4_Ileah_Clark_() Ileah Clark () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx
5_Jean_Martinez_Quiel_() Jean Martinez Quiel () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx
6_Karline_Newson_() Karline Newson () 0_Ferguson_Lee_() Motor Vehicle Tech II xxxxx
7_Kristy_Galindo_() Kristy Galindo () 0_Ferguson_Lee_() CC2349 Motor Vehicle Technician I xxxxx
8_Thomas_Wilson_() Thomas Wilson () 0_Ferguson_Lee_() Motor Vehicle Tech I xxxxx
9_Tonya_Torres_() Tonya Torres () 0_Ferguson_Lee_() CC2350 Motor Vehicle Technician II xxxxx
10_5276_Motor_Vehicle_Techn
ician_I_()
5276 Motor Vehicle
Technician I ()
0_Ferguson_Lee_()
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Audience Questions
• Use the WebEx Chat Feature
Q: Could you create a job aid on the Org Charts
demonstration?
A: [Troy Bettinger]: That’s a great question. This is
a simple action, so we don’t currently have a
job aid planned for this. We’ll consider adding
this to the list of job aid requests. In the mean
time, we recommend using a copy of this
presentation for details on the org chart export
process.
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General QuestionsStaff
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Audience Questions
• Use the WebEx Chat Feature
Q: When processing any new hire, do we still need
to open a SupportNow ticket for their computer
access and to be put into the GAL?
A: [Jessie Craney]: Yes. The manager or
designated liaison must complete the New
Computer User Account request via
SupportNow to finish technology provisioning
and network access.
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Next Workday Wednesday
Wednesday,
20 September 2017@ Noon
Episode #22 Credits: Thanks to the following
staff for helping craft Workday Wednesday:
Jessie CraneyJeff Allen
Karuna DhingraCJ LongshoreTroy Bettinger
Special Thanks to:Patti Rowe
Marla TrevorKaren Niparko
Taylor SwiftDiane Vertovec
& the OHR Marketing Minions