WORKDAY ROLE ASSIGNMENT REQUEST FORM INSTRUCTIONS Role Based and User Based 1. For use by Departments/Units requesting Role Based access

Transcription

1 WORKDAY ROLE ASSIGNMENT REQUEST FORM INSTRUCTIONS Role Based and User Based 1. For use by Departments/Units requesting Role Based access PURPOSE OF THE FORM This form should be used to request the addition and/or removal of Workday role assignment(s). Please note: if a new hire or transferring employee is a direct replacement for an outgoing employee and the incoming employee will occupy the same position number as the outgoing employee, the role assignments will automatically convey to the incoming employee and no request is necessary This form will be used when an existing employee is assuming a new/additional role or when a new employee requires a role not held by the incumbent. DEFINITIONS Role Based roles are those roles that are assigned to a position. The roles stay with the position and are automatically assigned to the person occupying the position. Examples are Strategic Business Partner, Department HR Support Specialist and Business Partner, among others. User Based roles are those roles that are assigned to a specific user. The roles are not attached to a position and must be assigned to the individual occupying the position. Examples are Benefits Administrator, Compensation Administrator and Payroll Administrator, among others. INSTRUCTIONS 1. All requests should be submitted by valid requester (see Attachment A). All Business Operations/Departmental requests should be submitted by the valid requester for the supervisory orgs/academic units for which access is requested. 2. Fill out required information (see Form Area section for detailed instructions). 3. form to employee.services@yale.edu Note: Entry of information is required for all except when marked optional REQUESTED BY FORM AREA DATE Date of form submission NAME Name of person filling out the request REQUIRED INFORMATION POSITION Position of person filling out the request (must be Strategic Business Partner or Business Partner) REQUESTED WORKDAY ROLES (request can be for multiple persons) EMPLOYEE S SUPERVISORY EMPLOYEE ID Employee ID of the person for whom the request is being made ( Workday user ) ORGANIZATION NAME Name of Workday user Supervisory Organization of Workday user POSITION Position of Workday user ACTION Change to Workday user s role assignment (Add or Remove) WORKDAY ROLE NAME Workday role name to be added or removed ROLE SUPERVISORY ORGANIZATION OR ACADEMIC UNIT/NODE FOR WORKDAY ROLE ASSIGNMENT For each HCM role, list the Supervisory Organization(s) to which the Workday user will be assigned (use Workday to find list of Supervisory Organizations) o NOTE: List the highest level Supervisory Organization affected by this change; all subordinate Supervisory Organizations will receive the same role assignment. For each Academic role, list the Academic Unit(s)/Node(s) to which the Workday user will be assigned REASON FOR REQUEST Business purpose or reason the Workday user should have the role assignment EFFECTIVE START DATE Effective Start Date of the Workday user s role assignment EFFECTIVE END DATE Effective End Date of the Workday user s role assignment (if applicable)

2 Attachment A Security Group Name Security Group Type Functional Area Valid Requester Absence Partner Role-Based HCM Assoc. Director, Employee Services Academic Business Partner Role-Based Academic Office of the Asst VP for BusOps Academic- HR Support Specialist Role-Based Academic Strategic Bus. Partner/Bus. Partner Appointment & Promotions Specialist Role-Based Academic Strategic Bus. Partner/Bus. Partner Benefits Partner Role-Based Benefits Benefits Senior Manager or Role Steward Business Partner Role-Based HCM Office of the Asst VP for BusOps Committee Portfolio Owner Role-Based Academic Director, Faculty Support/Director, Office of Compensation Associate Role-Based Compensation Director, Compensation Compensation Partner Role-Based Compensation Director, Compensation Dean's Office (Medical) Role-Based Academic YSM Dean s Office Department- HR Support Specialist Role-Based HCM Strategic Bus. Partner/Bus. Partner Employee Relations Specialist Role-Based HCM Office of the Assoc. VP, Employee Relations Employee Services Role-Based HCM Assoc. Director, Employee Services Faculty Affairs Coordinator (Academic) Role-Based Academic Director, Office of Faculty Affairs Faculty Affairs Coordinator (Supervisory) Role-Based Academic Director, Office of Faculty Affairs HCM View-Only Academic Role-Based Academic Strategic Bus. Partner/Bus. Partner HCM View-Only All Role-Based HCM Office of the VP for Human Resources and Administration HCM View-Only Payroll (Confidential) Role-Based Payroll Strategic Business Partner, Office of the President HCM View-Only w/ Compensation Role-Based HCM Strategic Bus. Partner/Bus. Partner HCM View-Only w/out Compensation Role-Based HCM Strategic Bus. Partner/Bus. Partner HR Partner Role-Based HCM Office of the Assoc. VP, Employee Relations I-9 Center Role-Based HCM Strategic Bus. Partner/Bus. Partner Manager Role-Based HCM Strategic Bus. Partner/Bus. Partner Payroll Partner Role-Based Payroll Director or Senior Manager, Payroll Payroll Settlement Specialist Role-Based Payroll Director or Senior Manager, Payroll Payroll Staff Role-Based Payroll Director or Senior Manager, Payroll Postdoc Office (Academic) Role-Based Academic Director, Postdoc Office Postdoc Office (Supervisory) Role-Based Academic Director, Postdoc Office Professorship Partner Role-Based Academic Director, Faculty Support/Director, Office of Compensation Partner (Academic) Role-Based Academic Strategic Business Partner, Office of the Compensation Partner (Supervisory) Role-Based Academic Strategic Business Partner, Office of the 's Office (Academic) Role-Based Academic Strategic Business Partner, Office of the 's Office (Supervisory) Role-Based Academic Strategic Business Partner, Office of the Recruiter, Admin/Tech Staff Role-Based HCM Director, Staffing Recruiter, Professional Staff Role-Based HCM Director, Staffing Recruiter, Service Staff Role-Based HCM Director, Staffing Recruiter, Temporary Admin/Tech Staff Role-Based HCM Director, Staffing Recruiter, Temporary Professional Staff Role-Based HCM Director, Staffing Salary Program Director Role-Based Compensation Director, Compensation Section Academic- HR Support Specialist (Internal Med only) Role-Based Academic Strategic Bus. Partner/Bus. Partner

3 Section Appointment & Promotions Specialist Role-Based Academic Strategic Bus. Partner/Bus. Partner (Internal Med only) Staffing Associate Role-Based HCM Director, Staffing Strategic Business Partner Role-Based HCM Office of the Asst VP for BusOps Summer Comp Assistant (Academic) Role-Based Academic Director, Faculty Support/Director, Office of Summer Comp Assistant (Supervisory) Role-Based Academic Director, Faculty Support/Director, Office of Worker Comp Role-Based HCM Office of the Asst VP, HR Operations 2. For use when requesting User Based access PURPOSE OF THE FORM This form should be used to request the addition and/or removal of Workday user based role assignment(s). DEFINITIONS Role Based roles are those roles that are assigned to a position. The roles stay with the position and are automatically assigned to the person occupying the position. Examples are Strategic Business Partner, Department HR Support Specialist and Business Partner, among others. User Based roles are those roles that are assigned to a specific user. The roles are not attached to a position and must be assigned to the individual occupying the position. Examples are Benefits Administrator, Compensation Administrator and Payroll Administrator, among others. INSTRUCTIONS 4. Fill out required information (see Form Area section for detailed instructions). 5. form to employee.services@yale.edu Note: Entry of information is required for all except when marked optional REQUESTED BY FORM AREA DATE Date of form submission NAME Name of person filling out the request POSITION Position of person filling out the request REQUESTED WORKDAY ROLES (request can be for multiple persons) EMPLOYEE S SUPERVISORY REQUIRED INFORMATION EMPLOYEE ID Employee ID of the person for whom the request is being made ( Workday user ) ORGANIZATION NAME Name of Workday user Supervisory Organization of Workday user POSITION Position of Workday user ACTION Change to Workday user s role assignment (Add or Remove) WORKDAY ROLE NAME Workday role name to be added or removed ROLE SUPERVISORY ORGANIZATION OR ACADEMIC UNIT/NODE FOR WORKDAY ROLE ASSIGNMENT For each user based role, list the Supervisory Organization(s) to which the Workday user will be assigned (use Workday to find list of Supervisory Organizations) o NOTE: List the highest level Supervisory Organization affected by this change; all subordinate Supervisory Organizations will receive the same role assignment. For each Academic role, list the Academic Unit(s)/Node(s) to which the Workday user will be assigned REASON FOR REQUEST Business purpose or reason the Workday user should have the role assignment EFFECTIVE START DATE Effective Start Date of the Workday user s role assignment EFFECTIVE END DATE Effective End Date of the Workday user s role assignment (if applicable)

4 Attachment A: Security Group Name Security Group Type Functional Area Valid Requester Absence Administrator User-Based HCM Assoc. Director, Employee Services Academic Administrator User-Based Academic Director, Faculty Support/Director, Office of Benefits Administrator User-Based Benefits Director, Comp and Benefits Business Process Administrator User-Based HCM Assoc. Director HRIS or HRIS Analyst Business Process Administrator (IMPL) User-Based Integrations Director, Calculations Administrator User-Based Payroll Payroll Manager Committee Administrator User-Based Academic Director, Faculty Support/Director, Office of Company Administrator User-Based HCM Senior Director, Business Solutions Compensation Administrator User-Based Compensation Director, Compensation HCM View-Only Basic (Technical) User-Based HCM, Integrations, HCM View-Only Compensation (Technical) User-Based HCM, Integrations, HCM View-Only Performance (Technical) User-Based HCM, Integrations, HCM View-Only and System User-Based Director, Business Solutions & Architecture HR Administrator User-Based HCM Office of the Asst VP, HR Operations HR Auditor User-Based HCM Office of the Asst VP, HR Operations HR Integration Administrator User-Based Integrations Office of the Asst VP, HR Operations HR Integration Administrator (IMPL) User-Based Integrations Director, Integration Administrator User-Based Integrations Director, Integration Administrator (IMPL) User-Based Integrations Director, Integration Auditor User-Based Integrations Director, Job and Position Administrator User-Based HCM Assoc. Director HRIS or HRIS Analyst Organization Administrator User-Based HCM Assoc. Director HRIS or HRIS Analyst Payroll Administrator User-Based Payroll Payroll Manager Payroll Auditor User-Based Payroll Payroll Manager Payroll Calculations Administrator User-Based Payroll Payroll Manager Payroll Integration Administrator User-Based Payroll Payroll Manager Professorship Administrator User-Based Academic Director, Faculty Support/Director, Office of Report Administrator User-Based HCM, Assoc. Director HRIS or HRIS Analyst Report Administrator (IMPL) User-Based Integrations Director, Report Output Sharing User-Based HCM, Assoc. Director HRIS or HRIS Analyst Report Output Sharing (IMPL) User-Based Integrations Director, Report Writer User-Based HCM, Assoc. Director HRIS or HRIS Analyst Report Writer (IMPL) User-Based Integrations Director, Retiree Administrator User-Based Benefits HRIS Analyst Security Administrator User-Based HCM Assoc. Director HRIS or HRIS Analyst Security Administrator (IMPL) User-Based Integrations Director, Security Configurator User-Based HCM Assoc. Director HRIS or HRIS Analyst Setup Administrator User-Based HCM Director, /HRIS Analyst Setup Administrator (IMPL) User-Based Integrations Director, Solution Users User-Based Integrations Director, Solution Users (IMPL) User-Based Integrations Director,

5 Studio Users User-Based Integrations Director, Studio Users (IMPL) User-Based Integrations Director, System Auditor User-Based Integrations Director, Talent Administrator User-Based HCM Assoc. Director HRIS or HRIS Analyst