Contract Contingent Worker (Volunteer) - Workday

Transcription

1 Contract Contingent Worker (Volunteer) - Workday OVERVIEW: Adding a New Volunteer to Workday Volunteers of the Diocese of San Jose are tracked in the Diocesan Compliance Database Workday. Volunteers, also known as Contingent Workers in Workday, are input into the database to track mandated compliance for fingerprint clearance and Safe Environment training requirements. All active volunteers who work with you and/or vulnerable adults must be entered into Workday, along with all Safe Environment Requirements, prior to beginning their service with the Diocese of San Jose. PRELIMINARY STEPS: Before starting a new entry into Workday, please complete the following: ***These steps will help prevent duplicate records in Workday*** 1. Ask the applicant if they have previously volunteered or worked within the Diocese of San Jose. 2. If YES, use the Workday search box search Workday to see if they have an existing Contingent Worker record in Workday. You can refine your search by selecting People under Categories. NOTE: You can refine your search results by selecting People under the Categories option on the lefthand side of your screen. ***The above steps will help prevent duplicate records in Workday*** PLEASE READ: If the Contingent Worker profile is found, and the volunteer is active, use the Assign Matrix Org process. If the Pre-Hire record is found but the volunteer does not have a Contingent Worker profile or if no pre-hire record is found, use the process below. Workday BP: Volunteer - CCW (2016) Page 1

2 CONTRACT CONTINGENT WORKER (Step-By-Step Instructions): Procedural guide for entering new volunteers into the Workday database. 1. In the Workday search box, search for the Contract Contingent Worker task. NOTE: You can select the task directly from the pre-populated dropdown menu by clicking on the Contract Contingent Worker task OR you can hit Enter on your keyboard and select the task accordingly from the search results. 2. Once you have initiated the Contract Contingent Worker task, you will be prompted to select the volunteer s Supervisory Organization. Use the prompt in the Supervisory Organization search field to select your site: My Organization > Volunteer Org-Your Site Name (click it to select it). 3. For new volunteers, select the Create a New Pre-Hire option. If the volunteer has an existing Pre- Hire record in Workday, enter the name in the Existing Pre-Hire field and select the applicant from the list. 4. Click the ORANGE OK button to proceed. 5. You will now be prompted to enter the Legal Name and Contact Information for your Contingent Worker. Please enter the volunteer s name as it appears on their Live Scan Service Request form. Only legal names should be used in Workday NO NICKNAMES. Workday BP: Volunteer - CCW (2016) Page 2

3 6. Select the Contact Information tab and enter in a contact PHONE NUMBER & HOME ADDRESS as listed on the Live Scan Service Request form. 7. Once you have entered the Contingent Workers legal name and contact information, click the ORANGE OK button to proceed. 8. On the next screen, use the calendar prompt to select the volunteer s Contract Start Date. NOTE: This is an estimated date of participation; the actual participation date may vary depending on when fingerprint clearance is received. 9. In the Reason field, please use the prompt to select: Contract Contingent Worker > Volunteer Onboarding (click it to select it). NOTE: The other fields on the page will pre-populate automatically, please do not change values. 10. Click the GREEN SUBMIT button to proceed. 11. Upon submitting a Contract Start Date and Reason, you will be prompted to complete your first To Do. Workday will guide you through the onboarding process by prompting you to complete To Do tasks that must be completed in order to finalize the Contract Contingent Worker process. Volunteer Coordinator (YOU) 12. Your first To Do will be to send the volunteer to complete the Diocesan background screening requirements (Live Scan Fingerprint Clearance). You can access this task directly from the GRAY To Do button (see above) or by navigating to your Workday inbox. 13. Once you have opened the Fingerprint Clearance To Do, confirm that you have instructed the volunteer to complete background screening requirements by clicking the GREEN SUBMIT button to complete the task. 14. After you have instructed the volunteer to complete their background screening (Fingerprints), and completed the accompanying To Do, you will be tasked with your next To Do, which is to send the volunteer to complete their Safe Environment training. After you have instructed the volunteer to complete the required training, click the GREEN SUBMIT button to complete the task. 15. At this point of the Contract Contingent Worker onboarding process, you will be informed that the HR Partner (Non-Clergy) needs to Enter New Volunteer Finger Print Results. Once the Workday BP: Volunteer - CCW (2016) Page 3

4 OPCVA has the results from the Department of Justice (DOJ) and the Federal Bureau (FBI) of Investigation, the OPCVA will enter the results accordingly. 16. After the OPCVA enters the fingerprint results, you will be prompted with another To Do in your Workday inbox asking you to Collect Clearance Dates for Volunteer. For this step, you merely need to verify that the volunteer has completed both their fingerprint clearance and their Safe Environment training. Once you have confirmed the date of completion for both requirements, click the GREEN SUBMIT button to complete the task. 17. You will now be prompted to Assign Matrix Organizations for you contingent worker. You must complete this step by assigning your site as a Matrix Organization. Additional Matrix Organizations can be assigned as needed, see Assign Matrix Organization instructions. NOTE: Even though your contingent worker is part of your Supervisory Organization, you must still assign your site as a Matrix Organization for compliance report. 18. To complete the Assign Matrix Organization task, use the Purposed Organization field to search for your sites Matrix organization which will be indicated by the title All Volunteers at Your Site Name. Once you have entered your sites Matrix Organization, click the GREEN SUBMIT button to complete the task. 19. Workday will now prompt you to enter the contingent worker s Safe Environment training information. You can access this task directly from the GRAY To Do button generated after you submit your Matrix Organization assignment or by navigating to your Workday inbox. 20. To fulfill this To Do, you will need to first click the GREEN SUBMIT button on the notification. On the next screen, click the ORANGE DONE. NOTE: Clicking SUBMIT and DONE moves the onboarding process along in Workday, but it does not add the Safe Environment training data to the Contingent Worker s Workday profile. In order to add the Safe Environment training data to the volunteer s profile, you must complete the next step. 21. Search for the volunteer s name using the Workday search box. Once you have selected the Contingent Worker profile for the volunteer and are on the volunteer s profile page, select the CAREER tab > TRAINING subtab > click the ADD button. 22. By click the ADD button, you have now accessed the volunteer s training data. This is where you can enter (and edit) the volunteer s Safe Environment training and completion date. Please enter their training information as appropriate for their ministry or service (follow on-screen steps). Workday BP: Volunteer - CCW (2016) Page 4

5 23. Click the GREEN SUBMIT button to complete this task. 24. CONGRATULATIONS ONBOARDING COMPLETE! Congratulations on completing the Contract Contingent Worker volunteer onboarding process. This is a vital step in the volunteer service process. The Diocese of San Jose and the Office for the Protection of Children & Vulnerable Adults (OPCVA) thanks you for your support. IMPORTANT NOTICE: Once this process has been completed by the on-site Volunteer Coordinator, the OPCVA will add the volunteer s Clearance Level in Workday to indicate whether or not the volunteer has full participation clearance or restrictions in service. For additional assistance or questions, please contact the OPCVA: Direct Phone: Workday BP: Volunteer - CCW (2016) Page 5