Workday Wednesday. Episode #12 3 May Please Mute Your Phone/Microphone and Close Your Video Window

Transcription

1 Workday Wednesday Episode #12 3 May 2017 Please Mute Your Phone/Microphone and Close Your Video Window

2 Today s Topics Welcome to Workday Wednesday: Chris Longshore System Status: Troy Bettinger Finance Update: Jessica Chandler & Kim Maul Settlement Agreement Process: Tony Gautier HR Efficiency - Updates: Troy Bettinger General Questions: Workday Wednesday Team Next Week on Workday Wednesday: Chris Longshore

3 Followup: WD Manager Gym Goal: Increase managers abilities with common Workday tasks Method: Hands-on practical work with a stand-up introduction Time: 90 minutes Place: Computer Lab Topics: Navigation, Worklets, Resources, Common Manager Actions

4 Client Interest Will HR Join? Feedback: WD Manager Gym 10% 14% 29% 5% 0% Take A Poll: Level of Client Interest a. Low Client Interest b. Moderate Interest c. High Client Interest 71% 71% HR Business Partner Able to Join Clients Yes or No No Answer Moderate High Low No Answer Yes No

5 System Status Troy Bettinger

6 System Updates in May 2017 SUN MON TUES WED THUR FRI SAT 30 1 May Close Payroll 2 3 Workday Wednesday Workday Wednesday Close Payroll Workday Wednesday Workday Wednesday Memorial Day Holiday 30 Close Payroll 31 Workday Wednesday Weekly Update 12 Mid-4AM Weekly Update 12 Mid-4AM Prod. Quarterly Maintenance 25 HR Community Meeting Weekly Update 12 Mid-4AM 1 June 2 3 Weekly Update 12 Mid-4AM Sandbox Tenants refresh at 7:00 PM MDT on Friday

7 SANDBOX PRODUCTION System Status Next Workday QUARTERLY Maintenance: Friday 19 May :59 PM until Saturday 20 May :00 AM MDT Friday 12 May :59 PM until Saturday 110 May :00 AM MDT Workday Tenants will be unavailable during this time.

8 Recent System Changes New Last Week: Recruiting Coordinator can now initiate Add Additional Job action. Many backside integration updates (too many to name) New This Week: New Titles in Outlook Work In Progress: Testing the Position Clerk Agency Analyst role Updating Location Table Planning for Shift Bid Mass Changes

9 Known Issues 5/3/17 p1 Attempting Neogov Hire Actions Without Job Req. Workaround: Recruiter must check that position has approved job req before authorizing the hire in Neogov. Cindy Bishop is working with her staff. Blank Info on Job Req Workaround: Requester MUST add the following info to the Job Requisition: Business Title Company Cost Center Fund Agency

10 Known Issues 5/3/17 p1a

11 Known Issues 5/3/17 p2 Acting Manager Roles How to Handle? Workaround: Plan to talk to WD Admin team about your options. Incorrectly Visible Phone Numbers Workaround: Project in place now with TS to research best method for correcting. No immediate fix in place now. Expect mass communication on resolution. Must Take Action to Return Worker from Leave Workaround: HR Analyst must initiate a Return from Leave Action to bring the worker back. The entered date is only for record-keeping, not action. (New job aid in progress)

12 Handling Settlement Agreements in Workday Tony Gautier

13 Handling Settlement Agreements Tony Gautier Manager of HR Service Center, OHR Denver Service: 24 Years, 9 Months, 6 Days

14 Handling Settlement Agreements The HR Service Center is getting Settlement Agreements attached to the Workday process for terminations These documents should not be captured or kept in Workday. The agency should the document to the HRSC so we know what we need to back out (rescind) from Workday. However, these documents are not kept in the HR file and should not be kept in Workday. Do Not Attach in Workday

15 Workday Financial Update Jessica Chandler & Kim Maul

16 Workday Financial Update Jessica Chandler Financial Manager, Controller s Office Denver Service: 5 Yrs, 5 Mo, 4 Days Kim Maul Accounting Specialist Denver Service: 3 Yrs, 7 Mo, 17 Days

17 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Project Timeline 2017 Stage 1 Plan Unit Test/Playbacks Stage 2 - Architect Stage 3 Configure & Prototype Integration Development End to End/UAT Stage 4 Test Stage 5 Deploy PM and CM Go-Live Tenants P1 P2 P

18 Financial Data Model Overview Financial Data Model (FDM) Worktags Worktag Examples Cost Centers A cost center identifies the specific department, agency, or office Fund A fund, is created by ordinance, for a specific purpose Location A location identifies the physical location of an employee, asset, and the ship to address

19 Location Worktag PeopleSoft Two sets of locations human resources and finance Migrated what was in PeopleSoft human resources into Workday production Clean-up process Merge finance locations with human resources locations Description and address updates Hierarchy Work with Office of Human Resources and Purchasing to review and modify Controller s Office Responsibilities Facilitate the addition of new locations and edit existing locations

20 HR Excellence: Updates Troy Bettinger

21 HR Excellence: Updates 1.New Display Name in Outlook Workday to Outlook Data Flow Updated 2.Time in Workday when things happen 3.Additional Jobs on Org Charts Demo Primary Job will show on Org Chart

22 New Display Name in Outlook Old Format Name (Supervisory Org Name) Bettinger, Troy C. Office of Human Resources New Format Name (Agency Acronym) (Business Title) Bettinger, Troy C. OHR Sr. ERP System Analyst

23 Who Gets Updated in Outlook It will affect all new hires and people who have any change of: Legal Name Preferred Name CCD Agency Designation Business Title. Some agencies have been Updated: Auditor s Office Everybody that reports to the Mayor Outlook information modified if there is an update triggered from Workday No plan in place for a mass update

24 How to Change Business Title

25 How to Change Business Title

26 How to Change Business Title

27 How to Change Business Title From Manager s Inbox:

28 Timing: Order of Operations 1.Move Worker/Move Position 2.Change Org Assignments 3.Edit Position/Edit Position Restrictions 4.Create Job Req (if needed) 5.Change Job

29 Avoid Timing Issues Work in the Present: 1. Don t Backdate Before This Week 2. Don t Future Date Action After This Week 3. Use Worker History to see what happened on the dates chosen. Review date of most recent action Look for actions currently in-flight

30 See Past Actions on Worker History Recent Action could cause Date Lock

31 Additional Jobs on Org Charts Org Chart will show Primary Job Use the Member Tab to See Complete Info.

32 Additional Jobs on Org Charts Org Chart will show Primary Job Use the Member Tab to See Complete Info. Org Chart for Elections Team Shows Primary Job as Rec Instructor

33 General Questions Staff

34 Next Workday Wednesday Wednesday, 10 May Noon Special Guests: tbd Episode #12 Credits: Thanks to the following staff for helping craft Workday Wednesday: Chris Longshore Jessie Craney Karuna Dhingra Marla Trevor Troy Bettinger Special Thanks to: Tony Gautier Jessica Chandler Kim Maul Wade Pizzaman Balmer Tyson Martens Cassie Schoon