Workday Wednesday. Episode #8 5 April Please Mute Your Phone/Microphone and Close Your Video Window

Transcription

1 Workday Wednesday Episode #8 5 April 2017 Please Mute Your Phone/Microphone and Close Your Video Window

2 Welcome to Workday Wednesday Chris Longshore

3 Welcome to Workday Wednesday Workday Wednesday Is for HR Professionals We ll take your questions at the end of each section Presentation PDF uploaded to archive Please complete the survey to suggest more topics

4 Today s Topics Welcome to Workday Wednesday: Chris Longshore System Status: Troy Bettinger Transfer Process vs. Move Worker: Jessie Craney Reporting Updates & Resources: Chris Longshore Timing: Dates & Integrations: Troy Bettinger General Questions: Workday SWAT/J-TACK Team Next Week on Workday Wednesday: Chris Longshore

5 Future Topics You ve Suggested New Hire: Steps for Manual Hire Onboarding: Flow Chart of Hiring/Onboarding With Roles Cover the reporting process and how to create custom reports, and existing reports in Wday * Comp Change Which is What and How to Do It How Does Language Differential Work? Order of Operations: Retire to Fill with Position Edits When to use Transfer Employee versus Move Worker* Please add your ideas to the next survey. Even if it is already listed above. * Topic will be covered today!

6 Accessing the WW Archive Find all the past presentations in the HR Community Resource Center on the Denvergov.org/Workday page

7 Accessing the WW Archive Blog style arrangement with most recent on top. Session Agenda listed to help you find a topic. Use link to download the presentation PDF. Multiple pages

8 System Status Troy Bettinger

9 System Status Next Workday Service Updates: Friday 7 April :59 PM until Saturday 8 April :00 AM MDT Friday 14 April :59 PM until Saturday 15 April :00 AM MDT Workday Production Tenants will be unavailable during this time. Sandbox Tenants refresh at 7:00 PM MDT on Friday

10 System Status Next Workday MONTHLY Maintenance: SANDBOX PRODUCTION Friday 21 April :59 PM until Saturday 22 April :00 AM MDT Friday 21 April :59 PM until Saturday 22 April :00 AM MDT Workday Tenants will be unavailable during this time.

11 Known Issues 4/05/17 p1 Attempting Neogov Hire Actions Without Job Req. Workaround: Recruiter must check that position has approved job req before authorizing the hire in Neogov. Changing Preferred Name in Onboarding killing org data. Workaround: Business process changing: Now new hires must wait to change preferred name until after their first day. Blank Business Title on Job Req can t be Workaround: Requester must add Business Title to Job Req. Looking at options for this. Expiring Contingent Worker losing network access; Contract End dates pulled from OIM not Workday. Workaround: Working Contingent with TS for resolution

12 Known Issues 4/05/17 p2 Interface between E-Verify and Workday for passport photo matching is not sharing correctly. Workaround: First resolve case in E-Verify, then update photo match task in Workday. Inheritance Not Working for Acting Manager Role Workaround: Workday team reviewing options.

13 Recent System Changes From Last Time: Missing Agency Designations add to Job Requisitions. New This Past Week: These data points are now required in Onboarding: Social Security Number Gender (can say DNP) Ethnicity (can say DNP) New This Past Week: Changing preferred name doesn t corrupt org data. Work In Progress: Testing the Position Clerk role Accelerating bulk rehires

14 Creating a New Agency Workday Admin received a request to create a new Office under the Mayor. Make a New Agency = Non-trivial Exercise Is It a New Agency, or a New Division Mayor Charter Dept Office / Agency Office of the Mayor New Org Marketing /Comm

15 Creating a New Agency Workday Admin received a request to create a new Office under the Mayor. Make a New Agency = Non-trivial Exercise Is It a New Agency, or a New Division Mayor New Agency Charter Dept Office / Agency Office of the Mayor Marketing /Comm

16 Creating a New Agency Workday Admin received a request to create a new Office under the Mayor. Make a New Agency = Non-trivial Exercise Is It a New Agency, or a New Division Mayor Charter Dept Office / Agency Office of the Mayor Marketing /Comm New Division

17 Job Change - Transfer Jessie Craney

18 What is a Transfer? Rule 1 Definition: Transfer - An appointment of an employee from a position in one classification to a different position in the same classification or a classification with the same range minimum for which the employee meets the minimum qualifications. Is part of the Job Change business process Can be: non-competitive (typically initiated by HR Analyst) result of a recruitment (initiated through Neogov)

19 Transfer vs. Move Worker Job Change - Transfer Moves a worker to a new position and possibly new supervisory org Has compensation review step Approved by HR Analyst & HR Partner Move Worker Moves a position (and corresponding worker if filled) to a new supervisory org & allows BMO to update the cost center if necessary Approved by BMO

20 Examples From Rec Center Supervisor Dennis Weber: Move Lucy Luck, she now reports to Jon Allen; Allen Anderson now reports to me instead of Jon Allen. Both Lucy and Allen are in the same Job Profile Process as a move worker we will want to update the cost center From Manager Anthony Lopez: Roger Voltz is moving to Paul Shaffer s team (position 56642). We know Roger is leaving his current position We confirm comp/comp change Process as Job Change- Transfer

21 Required Information Effective date New supervisor New position number Job Profile Time Type Worker Sub-Type Offer letter (if applicable) Compensation

22 Reporting Updates & Resources Chris Longshore

23 Reporting Updates & Resources Update on Reporting Workshops Update on Reporting Tools & Resources Building Custom Reports

24 Reporting Workshop Update

25 Reporting Tools & Resources Continuing to evaluate and create new custom reports We re committed to delivering the reports you need Report requests Please send to Chris by Friday Update on Custom Reports Survey Request, Cover how to create custom reports Coming soon to the Workday HR Community Site: New Reporting Job Aids List of Current HCM Reports How To Run Reports - Tips & Tricks Adding the Reports Worklet How to Schedule a Report

26 Timing in Workday Part II: Action Dates & Integrations Troy Bettinger

27 Time: The 4 th Dimension ServiceNow Ticket: HELP!!!! X Hasn t Happened!!! The reasons are almost always the same: Timing! Problem is because of one of two things: Dates Used for the Action/Change Timing on Integrations

28 Timing: PS vs WD PeopleSoft Static Action Dates Order of Operations not important Workday Live Action Dates Order of Operations critical to success

29 Time for Solutions Secrets to avoiding date conflicts: FIX THEN FILL Don t Backdate Don t Future Date Job Reqs Dates match Remember the Integration Times

30 What is an Integration? An integration is how two computer talk to each other Data Transfers can be either inbound (from a distant system) or outbound (to a distant system)

31 The Work Day for Workday Integration Schedule From Neogov 1:30PM To Telestaff 10:00AM DEN EE Extract 9:00PM To Telestaff 7:00PM To Kronos 6:00AM To OIM (Changes) 2:00AM To Exterro 3:00PM To OIM (Passwords) Every 30 Minutes From Neogov 5:30AM Times from WD Scheduled Future Processes report

32 The Work Week for Workday Integration Schedule Sunday Monday Tuesday Wednesday Thursday Friday Saturday To Retire Plans (DERP/FPPA) 3:00AM BW Payroll to PS 8:00AM BW To Exterro 3:00PM To Exterro 3:00PM To Exterro 3:00PM To Exterro 3:00PM To Exterro 3:00PM All Benefits Integrations 6:00PM 7:00PM To Optum HSA 7:00PM BW To Qcera FMLA 7:00PM BW To SkillSoft 10:15PM To SkillSoft 10:15PM To SkillSoft 10:15PM To SkillSoft 10:15PM To SkillSoft 10:15PM Standard Outage To SkillSoft 10:15PM * BW flags Integrations that Run Biweekly on Payroll Week Times from WD Scheduled Future Processes report

33 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/Hire

34 Time for Solutions Secrets to avoiding date conflicts: FIX THEN FILL Don t Backdate (use Yesterday) Don t Future Date actions lock workers Job Reqs: Recruiting Start Date & Target Hire Date should be the job req creation date Remember the Integration Times

35 *Cannot be combined with any other coupon or discount. $5 OFF TONY S ORG CHANGE (Good for most agencies with coupon plus tax and shop supplies.) Includes a 15 point Org Chart inspection, up to 5 Change Org Assignment actions, and filling all fluid levels. Next Week on Workday Wednesday Chris Longshore

36 Next Workday Wednesday Wednesday, 12 April Noon Special Guest: Tony Gautier from the HR Service Center Episode #8 Credits: Thanks to the following staff for helping craft Workday Wednesday: Chris Longshore Jessie Craney Karuna Dhingra Marla Trevor Troy Bettinger Special Thanks to: Glenn Feit Jim McKeever Wade Balmer Tyson Martens Cassie Schoon