Workday Job Aid HR: End Additional Job

Transcription

1 Workday Job Aid HR: End Description This process is used to end a colleague s additional job. When to Use When a colleague has multiple jobs, use this process to end one additional job. NOTE: If the colleague is being terminated from all jobs, this business process is required to end additional jobs before starting the Termination business process. Related Reports Staffing Activity Summary 1

2 Business Process Steps and Roles Process roles are designated by security role, which do not reflect actual job titles. People may have multiple roles. Initiate: Manager (for job that is ending), HR Representative, HR Shared Services (HRSS) Representative, or HR Partner Review: HR Partner (table below): Step Check Benefit Elections Remove User-Based Security Group Assignments Process Roles Benefits Partner HRSS Representative Security Administrator ROLE: Manager/ HR Representative/ HRSS Representative HR Partner Various Roles (see table at left) Assign Roles to Worker Offboarding Procedures Security Partner Facilities Partner Initiate Initiate Create Requisition Reminder Manager Review 2 Page 2 of 20

3 Before You Start Ensure local policies and procedures have been followed and appropriate approvals have been received before ending an additional job. This may include: Notifications (a colleague or department should be notified outside of the Workday system) Colleague or manager/hr determines additional job needs to be ended Manager and HR determine if the additional position will be closed or refilled Manager may contact HR Partner with questions No notifications. Variations There should be no variations to this process across the system. Data Needed for End The following data will be requested Employee: Name of colleague whose additional job is ending End Date: Last day of additional job Other Resources Contact your Tier 1 resource, as noted on the Workday Help website at workday.trinityhealth.org. Reason: Reason for ending additional job; choose from menu options Close Position: Know if the position will be closed or refilled Attachments: Any documents required by policies and procedures Assigned To: Name of colleague who will assume colleague s Workday roles SPECIAL NOTE: While adding comments where indicated may be helpful for the process, please note that comments are auditable and therefore should be appropriate for the section. Page 3 of 20 3

4 Process Steps Which role(s) can do this step? Manager HR Representative HRSS Representative HR Partner Initiate End 1. Log in to Workday 2. Type End Add in the search box and press Enter Alternate Starting Steps: 1. Type the colleague s name in the search box and press Enter 2. Click the related actions icon ( brick ) that appears next to the name 3. Go to Job Change and click End SHORTCUT: When you start typing in the search box, options appear as you type. Click the option here rather than continuing to the Search Results screen. 4. Continue with this job aid at step 6 Page 4 of 20 4

5 3. Click End from the search results Initiate End 4. Type the name of the colleague whose additional job is ending; the additional job will auto-populate (or click the prompt icon to choose from the colleague s additional jobs) 5. Click OK Page 5 of 20 5

6 6. Complete the End form (* indicates required information) Initiate End 7. Click the arrow next to Additional Information to expand the section; review and edit if needed Click the prompt icon for options WHAT IS THIS? Close Position Check box (Yes) if position will be closed after contract termination Last Day of Work Auto-populates from End Date Pay Through Date Auto-populates from End Date Notify By Auto-populates from End Date END ADDITIONAL JOB REASONS Conversion: Conversion Involuntary: Assignment Complete Harassment Job Reclassification Not Authorized to Work Poor Job Performance Workforce Reduction Voluntary: Death Dissatisfied with Job Dissatisfied with Management Family Reasons Moved Other Employment Unknown SCREEN INSTRUCTIONS CONTINUE ON NEXT PAGE Page 6 of 20 6

7 8. Click the add icon and Attach to add attachments (if applicable) Initiate End To learn more about the documentation required to end an additional job, go to the Workday Help website at workday.trinity-health.org. 9. Type comments and click Submit Click the prompt icon for options 10.Process moves to next step; click Done Page 7 of 20 7

8 Which role(s) can do this step? HR Representative HRSS Representative Review End 1. Log in to Workday 2. Click Inbox 3. Find the and click to open (opens in the right pane of the screen) 4. Review and click Approve or Send Back with instructions 5. Process moves to next step; click Done Page 8 of 20 8

9 Which role(s) can do this step? Benefits Partner HRSS Representative Check Benefit Elections 1. Log in to Workday 2. Click Inbox 3. Find the and click to open (opens in the right pane of the screen) Page 9 of 20 9

10 4. Read Instructions and act; type comments Check Benefit Elections NOTE: This gives Trinity Health the opportunity to confirm the affect of ending the additional job on the colleague s benefits eligibility and elections. 5. Click Submit 6. Process continues; click Done Page 10 of 10 20

11 Which role can do this step? Security Administrator 1. Log in to Workday 2. Click Inbox Remove User-Based Security Assignments NOTE: Steps will vary based on the colleague s role(s). This step may not be required. Sam Security ( ) 3. Find the and click to open (opens in the right pane of the screen) Page 11 of 11 20

12 4. Click Assign User-Based Security Groups for Person Remove User-Based Security Assignments 5. Type the name of the colleague whose additional job is ending and click OK IMPORTANT: Workday shows various iterations of a colleague. Choose the one that includes an employee number. Page 12 of 12 20

13 6. Click the X next to any User-Based Groups that should be removed from the colleague for the job that is ending Remove User-Based Security Assignments 7. Click OK 8. Click Done 9. You are returned to your Inbox; from the message, type comments and click Submit 10.Process moves to next step, click Done Page 13 of 13 20

14 Which role can do this step? Security Partner Assign Roles to Worker 1. Log in to Workday 2. Click Inbox NOTE: Steps will vary based on the colleague s role(s). This step may not be required. Sam Security ( ) 3. Find the and click to open (opens in the right pane of the screen) Page 14 of 14 20

15 4. Click the Assigned To box Assign Roles to Worker 5. Click the X to delete the non-employee s name, and type the name of the colleague who will assume the role 6. Type comments and click Submit 7. Process moves to next step, click Done Page 15 of 15 20

16 Which role can do this step? Facilities Partner Offboarding Procedures 1. Log in to Workday 2. Click Inbox Fran Facilities ( ) 3. Find the and click to open (opens in the right pane of the screen) Page 16 of 16 20

17 4. Type comments Offboarding Procedures NOTE: This gives the Facilities Partner the opportunity to confirm all offboarding procedures for the colleague whose additional job is ending. 5. Click Submit 6. The next step is dependent on the change; click Done Page 17 of 17 20

18 Which role can do this step? Manager 1. Log in to Workday 2. Click Inbox Create Requisition Reminder To skip this step if not applicable: 1. From the , click the gear icon 2. Click Skip This Task Note: You will be required to type a skip reason. 3. Find the and click to open (opens in the right pane of the screen) Page 18 of 18 20

19 4. Type comments Create Requisition Reminder NOTE: This gives the Manager the opportunity to add any comments for the recruiter in regard to backfilling the position. For example: Goal is to fill by August 1 Can replace with two part-time colleagues 5. Click Submit 6. Process is complete; click Done Page 19 of 19 20

20 End of Process: Next Steps WHEN END ADDITIONAL JOB PROCESS IS COMPLETE Manager contacts HR Partner to begin backfill process, if applicable If colleague is terminating and all additional jobs have been ended, Manager completes Termination business process Page 20 of 20