Workday Learning Lab Guide (Manager)

Transcription

1 Last revised Octber 31, 2017 Wrkday Learning Lab Guide (Manager) Page 1 f 25

2 Last revised Octber 31, 2017 Cntents Learning Lab Purpse... 3 Guide Disclaimer... 3 Instructins... 3 What Is Wrkday?... 3 Wrkday Fundamentals... 4 Getting t Knw Wrkday... 5 Activity 1: Navigating Wrkday... 5 Manager Self Service Activities Activity 1: Update Persnal Infrmatin Activity 2: Uplad My Experience Frequently Used Self-Service Features Activity 1: Enter Time (ESS) Activity 2: Request Time Off (ESS) Activity 3: Apprve Time Off Activity 4: Manage Delegatins Appendix 1: Wrkday Terminlgy Appendix 2: Cmmn Wrklets in Wrkday Page 2 f 25

3 Last revised Octber 31, 2017 Learning Lab Purpse The purpse f the Learning Lab is t prvide Managers with the ability t explre the self-service functins and capabilities f the Wrkday system. The sessin is intended t prvide insight tward sme f the mst cmmn Wrkday transactins perfrmed by Managers, but is nt intended t be cmprehensive f everything that may be perfrmed in the system. Guide Disclaimer Due t cntinuus imprvements t the Wrkday system, the guide may nt reflect recent updates t the Wrkday envirnment. Instructins Use this guide t explre the emplyee self-service functins and capabilities f Wrkday. Cmplete the Wrkday actins using the guidance prvided in each sectin. NOTE: Any updates r changes made in the Wrkday Sandbx envirnment will nt be maintained as part f the prductin Wrkday system cnfiguratin. This Sandbx is nly prvided fr additinal user experience. What Is Wrkday? Wrkday is a clud-based system that The Texas A&M University System uses t manage the Human Resurces, Benefits and Payrll functins fr all emplyees Wrkday unifies prcesses that in the past required multiple systems Wrkday mdernizes the way we d business in the A&M system Sme f the majr benefits f Wrkday include: Streamlined prcesses and technlgy, including the ability t sign n t ne system t cmplete prcesses Organized cllectin f emplyee data, perfrmance and talent management that prvides yu with ne single surce fr btaining imprtant infrmatin Shared, real-time data and dashbard reprting replacing static reprts and delayed actin fr faster business decisin making Enhanced / imprved career grwth and engagement fr Emplyees, Managers, and HR persnnel Page 3 f 25

4 Last revised Octber 31, 2017 Wrkday Fundamentals Wrkday is built n three basic fundamentals: Organizatins: Organizatins are used t grup peple, resurces, wrkers and their institutin r agency. They prvide management, visibility and reprting structures fr resurce allcatin Business Prcess: A business prcess is a set f tasks used t accmplish a specific gal such as psting a psitin. Wrkday will autmatically rute specific steps in a wrkflw t thse respnsible fr them. Certain prcesses may require multiple apprvals within Wrkday and may als have additinal apprvals utside f Wrkday Security Rles: Security rles determine what yu can see and d. Initiatin f a business prcess is determined by the emplyee s security rle in the Wrkday system. The same business prcess may be initiated by multiple security rles Security rles are nt jb titles. The rles prvide Wrkday users access t apprpriate data within the assigned rganizatin structure. The rles als determine functinal respnsibilities, ruting f actins in a business prcess and access t reprts Wrkday users will be assigned a security rle based n the access they will need in the system. Sme users may be assigned t multiple security rles depending n their duties and respnsibilities Page 4 f 25

5 Last revised Octber 31, 2017 Getting t Knw Wrkday Activity 1: Navigating Wrkday This sectin prvides details arund basic navigatin in Wrkday. Fllw the instructins t explre system navigatin features. Accessing Wrkday All A&M System emplyees will access Wrkday thrugh Single Sign On (SSO). Click the Wrkday shrtcut n the desktp / brwser r type the URL, int the brwser address bar. If yu are nt already lgged int SSO, yu will be prmpted t authenticate int Wrkday using either yur SSO r system member s credentials. Yu can review the list f System members at the SSO lgin page. Wrkday Hme Page The Wrkday Hme page prvides an icn-rich user experience much like what exists n yur smart phne r tablet. These icns, called wrklets, enable yu t quickly access tasks that yu will perfrm n a daily basis as well as the links t pages that will prvide additinal resurces fr yu. Fr example, yu can use the Persnal Infrmatin wrklet t access r mdify the details abut yur emergency cntacts. Page 5 f 25

6 Last revised Octber 31, 2017 My Accunt Click the My Accunt icn. The My Accunt icn prvides access t the drpdwn menu that gives yu ptins and access t things such as: Yur Wrker Prfile The Hme page Yur inbx and ntificatins Favrites yu have saved Accunt settings Access t sign ut f Wrkday Wrking with Wrklets A wrklet is an icn fund n the Hme page that makes it easier t access infrmatin needed n a rutine basis Sme examples f tasks that yu can access thrugh wrklets include: View paystubs r benefits electins View reprts Enter time r request time ff Access yur Inbx Please see the Appendix fr a list f cmmn wrklets in Wrkday Page 6 f 25

7 Last revised Octber 31, 2017 Wrkday Inbx Wrkday is a wrkflw-based applicatin. All apprvals, reviews, t-ds and ther actin items are accessed thrugh yur Wrkday Inbx Actin items remain in yur Inbx until yu (r smene with the same security rle) review and take the apprpriate actin Access yur Inbx by clicking the Inbx wrklet n yur Hme page Using Ntificatins Ntificatins are messages frm Wrkday letting yu knw abut tasks that have been cmpleted r may require additinal attentin Examples f ntificatin messages: Yur request fr time ff has been apprved The jb requisitin yu created fr an administrative assistant has been successfully cmpleted T view Ntificatins: 1. Click the My Accunt icn 2. Then, select Ntificatins frm the menu NOTE: All Wrkday Ntificatins and T D tasks will trigger an ntificatin t yur f recrd. Page 7 f 25

8 Last revised Octber 31, 2017 Wrkday Search Bar The Search bar is ne f the mst pwerful tls in Wrkday fr finding infrmatin Search fr peple, tasks, reprts and mre by using the Search bar lcated in the tp-left crner The Search bar can predict what yu are lking fr as yu type and will present ptins in a drp-dwn menu Yu can enter partially typed wrds but n misspelled wrds Similar t cmmn Internet search engines, a keywrd r cmmand can be entered and a list f search results will be displayed. The results can be filtered in rder t help yu narrw yur search and find what yu are requesting. Wrkday s intuitive system will als aid yu in finding what yu are lking fr by displaying cmmn search items as yu begin t enter text The categries n the left will help yu narrw dwn yur search results by filtering ut ther search results. Fr example, when yu search fr Time Off, yu see the tp 30 items. If yu want t see Time Off infrmatin related t Payrll, click Payrll n the left sidebar. In the secnd screensht belw, yu can see where a list f Time Off items related t Payrll appear Page 8 f 25

9 Last revised Octber 31, 2017 Wrker Prfile The Wrker Prfile prvides yu with basic infrmatin abut wrkers in the A&M System wh are in Wrkday. Yur security rle determines hw much infrmatin yu can see. The Wrker Prfile displays infrmatin such as the rganizatins emplyees belng t, wh their managers are, and an verview f their educatin and wrk experience. Other ptential infrmatin includes cntact, career, persnal, perfrmance, feedback, and pay infrmatin; nce again, the type and level f infrmatin displayed depends n yur security rle. Page 9 f 25

10 Last revised Octber 31, 2017 Manager Self Service Activities This sectin prvides an verview f varius self-service actins available t Managers. Fllw the instructins t explre self-service features. Nte: Changes yu make in the Sandbx will NOT be carried ver int Wrkday fr G Live. This activity is nly fr practice and will nt update the actual prductin versin. Activity 1: Update Persnal Infrmatin On the Wrkday Hme page: 1. Click the Persnal Infrmatin wrklet 2. In the Change sectin, click Persnal Infrmatin 3. In the Gender sectin, click the Edit icn t add r edit infrmatin abut yur gender 4. In the Date f Birth sectin, click the Edit icn t add r edit infrmatin abut yur date f birth Nte: Changes in the date f birth require cnfirmatin in the frm f dcumentatin t yur HR staff 5. In the Race/Ethnicity sectin, click the Edit icn t add r edit infrmatin abut yur race / ethnicity 6. In the Citizenship Status sectin, click the Edit icn t add r edit infrmatin abut yur citizenship status 7. In the Natinality sectin, click the Edit icn t add r edit infrmatin abut yur natinality 8. Enter any cmments, as needed Page 10 f 25

11 Last revised Octber 31, Click Submit The request will be ruted t ther individuals fr additinal steps. T view the next steps, pen the Details and Prcess sectin and then click the Prcess tab. Activity 2: Uplad My Experience On the Wrkday Hme page: 1. Click the My Accunt icn n the tp right (clud icn r prfile picture) and click View Prfile n the drp-dwn menu The Wrker Prfile page displays 2. Click Career frm varius sectins f the Wrker Prfile n the left Page 11 f 25

12 Last revised Octber 31, On the Career page, n the Educatin tab, click Uplad My Experience Nte: Edit r remve the existing educatin details by clicking Edit r Remve, respectively 4. On the Uplad My Experience, yu can uplad yur resume by selecting r dragging the file 5. Click Submit This cmpletes the Uplad My Experience prcess Frequently Used Self-Service Features This sectin prvides an verview f frequently used self-service features available t A&M System emplyees, such as managing time wrked, requesting time ff, and managing delegatins. Fllw the instructins t explre these Wrkday features. Activity 1: Enter Time (ESS) This sectin utlines the prcess fr emplyees t enter time. Imprtant infrmatin: Time can be entered by hurly emplyees and salaried emplyees tracking time n prjects. Hurs entered by salaried emplyees are fr recrd keeping nly and d nt feed t payrll Time entry plicies vary by member. Please nte that sme members will enter time with the number f hurs wrked and thers will enter time with the exact times wrked On the Wrkday Hme page: 1. Click the Time wrklet Page 12 f 25

13 Last revised Octber 26, Click This Week The Time Calendar will display Nte: The number f hurs already entered fr the week will als display Alternatively, yu can click Last Week r Select Week 3. Click under the date where yu want t add hurs A blue Enter Time bx shuld appear, and then a pp-up will display 4. Cmplete the fllwing fields: Time Type (either Prject, Time Entry Cde r Absence Cde) Hurs Page 13 f 25

14 Last revised Octber 26, 2017 Cmment Nte: Sme members will enter exact times rather than the number f hurs fr each day 5. Click OK The time entered displays n the Time Calendar Nte: Alternatively, click Enter Time at the bttm f the page t view a drp-dwn list f ther ptins. Frm here, yu can select frm the fllwing ptins pertaining t time entry: Aut-fill frm Prir Week Aut-fill frm Schedule Clear Enter Time Review Time Review Time by Week Nte: Aut-fill frm Prir Week and Aut-fill frm Schedule will als add time t the calendar 6. Once all time has been crrectly entered n the calendar, click Submit t cntinue 7. On the Submit Time summary page, review the time entered n the previus page 8. Click Submit Page 14 f 25

15 Last revised Octber 26, Enter any cmments, as needed 10. Click Submit The request will be ruted t ther individuals fr additinal steps. T view the next steps, pen the Details and Prcess sectin and then click the Prcess tab. This cmpletes the Enter Time (ESS) prcess. Activity 2: Request Time Off (ESS) This sectin utlines the prcess fr an emplyee t Request Time Off. On the Wrkday Hme page: 1. Click the Time Off wrklet 2. In the Request sectin, Click Time Off The Time Off Calendar page will display 3. Select a date in the left clumn t see yur Time Off Balance as f that date 4. Click and drag ver the dates n the calendar fr the date range yu will be taking time ff. Alternatively, click n each individual date yu will be ff if they are nt sequential 5. At the bttm f the screen, a green buttn will say hw many days were selected. Click the Request Time Off buttn 6. In the pp-up windw that displays, cmplete the fllwing fields: a. Time Off Type b. Daily Quantity c. Reasn (Required fr certain Time Off Types) Page 15 f 25

16 Last revised Octber 30, Enter any cmments, as needed Nte: Only Types that yu are eligible fr will appear. Daily Quantity enables yu t enter in a partial day ff if necessary. Reasn ptins will appear based n the Type selected. 8. Click Submit 9. Yur Manager will receive an inbx task t apprve yur Time Off Request. The manager can view the details f the request and View Balance. The manager then clicks Apprve n the inbx task Request Time Off is nw cmplete. The time ff will appear n yur Time Off Calendar and be visible t yu, yur Manager and the Absence Partner This cmpletes the Request Time Off prcess. Activity 3: Apprve Time Off This sectin utlines the prcess fr a Manager t apprve time ff that an Emplyee has requested Prerequisites: An Emplyee has submitted a time ff request On the Wrkday Hme page: 1. Click the Inbx wrklet Page 16 f 25

17 Last revised Octber 30, Click the Absence Request actin item 3. Click the Apprve buttn after reviewing the details Nte: Yu can select the Send Back, Deny r Cancel buttn as required Click the View Balances buttn t view the Emplyee s time-ff balances This cmpletes the Apprve Time Off prcess Page 17 f 25

18 Last revised Octber 30, 2017 Activity 4: Manage Delegatins This sectin prvides instructins fr managing wrk delegatins r assigning anther individual t cmplete a Wrkday actin. Managing delegatins can be useful fr ensuring administrative functins cntinue in the event f absences. On the Wrkday Hme page: 1. Type My Delegatins in the Search bar and press Enter 2. Click the My Delegatins link 3. On the Current Delegatins tab, click Manage Delegatins 4. Click the add icn t add a new delegatin 5. Under the Begin Date sectin, select the date that the delegatin will begin 6. Under the End Date sectin, select the date that the delegatin will end, if knwn (delegatins cannt be mre than 12 mnths lng) 7. Under the Delegate sectin, cmplete the fllwing fields: Delegate Page 18 f 25

19 Last revised Octber 30, 2017 Alternate Delegate Nte: Clear the Use Default Alternate check bx t add an Alternate Delegate The Alternate Delegate is used nly when the Delegate is excluded frm the task 8. Under the D Inbx Tasks On My Behalf sectin, select ne f the fllwing ptins: Fr all Business Prcesses Fr Business Prcess Nne f the abve Nte: The Fr Business Prcess field enables yu t select specific business prcesses t delegate Click Business Prcesses allwed fr Delegatin n the tp left f the screen t view a list f business prcesses that yu can delegate Select the Retain Access t Delegated Tasks in Inbx check bx if yu wuld like t retain access t yur delegated tasks in yur inbx The Delegatin Rule field will nt be used at this time 9. Enter any cmments, as needed 10. Drag r uplad supprting dcumentatin frm yur cmputer by dragging the file int the bx r by clicking the Select files buttn Page 19 f 25

20 Last revised Octber 30, Click Submit This cmpletes the Manage Delegatins prcess Page 20 f 25

21 Last revised Octber 30, 2017 Appendix 1: Wrkday Terminlgy Term Benefit event Business bject Business prcess Drill-dwn Event Field Filter Full Time Equivalent (FTE) % Functinal Area Descriptin An event that gives yu the pprtunity t change yur benefit electins. These include staffing events (such as getting hired) and life events (such as getting married r having a child) A set f related fields. Instances f a business bject include rws in a table r a spreadsheet, with each instance representing a unique ccurrence f that type f bject, such as an rganizatin r a wrker. A business bject can have n instances, ne instance r many instances. Wrkday autmatically links related business bjects tgether. Fr example, supervisry rganizatin details are linked t a supervisry rganizatin; the supervisry rganizatin is linked t psitins; psitins are linked t emplyees; and s n A task that yu can initiate, act upn and cmplete t accmplish a desired business bjective. Business prcesses are created using a cmbinatin f actins, apprvals, apprval chains, T Ds and/r checklists. An actin can be a single task r sub-prcess, which is als a cmbinatin f actins, T Ds and/r checklists. Within the prcess, cnditins can be defined that will identify whether a step will be initiated. Ntificatins can als be created t let a Wrkday user knw that a step has begun r been cmpleted r that a particular review respnse was selected. Examples f business prcesses include Hire, Change Jb, Request Cmpensatin Change, Terminate Emplyee etc. A feature t view mre data in a matrix reprt. When yu click a drillable element (such as a drillable field in the table view r a clumn, line r pie segment in the chart view), a cntext menu appears that enables yu t select a new View By field. If the Enable Drilldwn t Detail Data check bx is selected n the Advanced tab f the reprt definitin, yu can als select details assciated with the selected reprt element A transactin that ccurs within yur rganizatin, such as hiring r terminating a wrker An area that cntains data related t a particular primary r related business bject A clickable icn used t narrw dwn data. Clicking this icn will create a rw n yur reprt where yu filter data t display frm ne r mre clumns The rati f a wrker's scheduled weekly hurs t the weekly hurs fr the business site. If a wrker wrks 20 hurs a week and the business site weekly hurs are 40, then the wrker's FTE% is 50% A grup f tasks, reprts and bjects. Fr example, the HCM slutin includes functinal areas such as Benefits, Talent & Perfrmance, Page 21 f 25

22 Last revised Octber 30, 2017 Headcunt I-9 Life Event Open Enrllment Event Org Chart Perfrmance Review Prcess Pre-Hire Rles Staffing Event Supervisry Organizatin Task T-Ds W-4 Wrker Wrker Prfile Absence and Manager/Emplyee self-service. Each f Wrkday's slutins is gruped int distinct functinal areas The number f wrkers in an rganizatin An emplyment eligibility verificatin. A dcument all wrkers must cmplete t verify their identity and emplyment authrizatin A benefit event that ccurs in yur persnal life, such as getting married r having a child A type f enrllment event that typically ccurs nce per year system wide. Unlike benefit event enrllment, which is triggered by a life event r jb change, an pen enrllment event applies t an entire emplyee and retiree ppulatin A visual depictin f hw an rganizatin is structured. It utlines the rles and respnsibilities f and relatinships amng individuals within an rganizatin The frmal prcess t establish annual wrker gals and cnduct the perfrmance evaluatin prcess, which includes review and rating f gals, cmpetencies and psitin respnsibilities A term used in Staffing t identify individuals (candidates) befre emplyment and used in Recruiting t identify candidates wh are in the Offer r Backgrund Check stage A grup f peple with specific respnsibilities and permissins. When a business prcess runs, the rle fr each step includes all f the wrkers in that rle in the business prcess target rganizatin Any event that changes yur psitin r jb, such as a hire, a transfer r a prmtin Wrkers gruped int a management hierarchy. Supervisry rganizatins are the primary rganizatin type in Wrkday. All apprvals and checklists are established fr the supervisry rganizatin hierarchy, with pssible variatins fr particular rganizatins within that hierarchy An actin yu must take in a business prcess, unless yu reassign r delegate the task. Fr example, ntificatins r inbx alerts are triggered by steps in a business prcess Reminders t d smething. They can be part f business prcesses and must be marked cmplete befre the wrkflw will g t the next step A withhlding allwance certificate. This will infrm an emplyer f hw much incme tax t withhld frm yur paycheck A persn wh is either an emplyee hired by a cmpany r a cntingent wrker cntracted by a cmpany A cntinuusly updated page that prvides a quick view f an emplyee s experience, skills, educatin and prjects Page 22 f 25

23 Last revised Octber 30, 2017 Wrklet Wrktag A cmpact reprt displayed as an app n yur Hme page, prviding easy access t tasks and infrmatin yu use n a regular basis. Examples f wrklets include Pay, Time Off, Persnal Infrmatin and Benefits Keywrds that yu can assign t transactins and supprting data t make their business purpses clear and establish cmmn relatinships thrugh classificatin. Yu can find infrmatin mre easily, filter searches dwn t fcused results and analyze infrmatin in aggregated and summarized reprting by business dimensin Page 23 f 25

24 Last revised Octber 30, 2017 Appendix 2: Cmmn Wrklets in Wrkday Name Wrklet Descriptin Benefits A wrklet linking yu t cmmn actins and views related t benefits, including change benefits, beneficiaries and dependents. Yu can use the wrklet t view yur benefit electins and current benefits cst Favrites A wrklet cntaining favrite reprts and tasks fr easy access Inbx A wrklet shwing yur actin items, T Ds, and apprvals; required fr all users and cannt be remved frm the Hme page My Team My Team Management Pay A wrklet linking yu t cmmn actins and views related t yur team, including viewing yur direct reprts and their emplyment infrmatin (transfer, prmtin r change f jb). This wrklet is being retired in 2018 A wrklet linking yu t cmmn actins and views related t yur team, including viewing yur direct reprts and their recent activity. Fr example yu can Transfer, Prmte, r Change Jb, Change Lcatin, Add Jb, Terminate and Place Wrker n Leave here. Finally, yu can view imprtant infrmatin such as a team cmparisn, the Organizatin Directry, Headcunt, Management Chain and Timeline A wrklet linking yu t cmmn actins and views related t yur pay, including accessing withhlding electins and payment electins and viewing payslips, ttal cmpensatin, bnus and ne-time payment histry, tax dcuments and allwance plans Page 24 f 25

25 Last revised Octber 30, 2017 Persnal Infrmatin A wrklet linking yu t cmmn actins and views related t yur persnal infrmatin, including changing yur cntact and persnal infrmatin (such as yur addresses, and phne number), emergency cntacts, pht, legal name, preferred name and gvernment IDs; required fr all users and cannt be remved frm the Hme page Safety A wrklet enabling emplyees, managers and safety partners t reprt safety incidents Time A wrklet linking yu t cmmn actins and views related t yur time, including entering yur time and viewing yur time-ff balance Time Off A wrklet linking yu t cmmn actins and views related t time ff, including viewing yur time-ff crrectin, leave f absence, time ff and time-ff balance Page 25 f 25