Welcome and Introductions.

Transcription

1 Welcome and Introductions. 1

2 Here s what we hope to accomplish in our time together this afternoon: 2

3 Here s what we ll cover today that will help us meet those goals. We re going to start out by talking about how to access HR. Then we ll show you how to enter time and talk about the payroll cycle. We ll demo the live systems so you can see what it all looks like. And as usual, we ll review the timeline of upcoming events and have a Q&A session. 3

4 We re going to start by talking about how you ll work with HR. 4

5 <CLICK> We want to make it easy and quick for employees to interact with HR so our systems and websites give you direct access to what you need so you can get things done without having to make a phone call or send an or wait. HR s role is to help with things that are urgent, complex, or technical that either the employee or the manager cannot resolve on their own. <CLICK> Up until now, you ve used your Welcome Website to get information. Next week you ll have access to VERN, a searchable knowledge base you can use to quickly find HR answers and information. You can also initiate contact with HR subject matter experts by creating a case in VERN. <CLICK> You ll use Workday for transactional HR tasks, yourself. <CLICK> Your HR Business Consultants focus on strategic activities in support of Business Goals such as those listed on the screen. Alli has been generous with her time to answer your questions via during the integration, but starting next week, you should turn to VERN. 5

6 A little bit later, we ll take a live tour of VERN, but I want to explain how to use VERN to get your HR needs met, since we do not have an HR Call Center or HR Mailbox. <CLICK> You ll use the search feature in VERN and read the articles returned in your search. If you find your answer, then you can get back to servicing members without having to sit on hold, listen to a greeting, leaving a message, and waiting for a call back. <CLICK> If the search results are not helpful, or the issue is highly individualized, you can Create a Case for an HR Representative to research and reply via VERN. <CLICK> Employees can contact Employee Relations directly in VERN by using the Employee Relations tab to submit a Conflict Resolution case. 6

7 I m going to demo VERN later, but because Time and Pay are top of mind for many of you, we re going to cover that next. 7

8 Pay is pretty easy so we ll start there. Just like Senior Whole Health, Magellan pays biweekly and one week in arrears. You will use the Pay worklet to view your payslips in Workday. 8

9 All employees (both exempt and non-exempt) use the Time Worklet to request and report time off. <CLICK> Non-exempt employees use the Time Worklet in Workday to record and report time worked using Time Clock functionality, and to submit their Timesheets for approval. Exempt employees only submit a Timesheet when there is an exception to their regular schedule. 9

10 Non-exempt employees use the Time Clock to check in and out throughout the day. Unlike SWH, there is no rounding. The Time Clock in Workday is real-time. So this entry would be 11:03 am <CLICK> If there is an error, only your manager can correct it! 10

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12 This job aid will be in Workday in the Time Worklet. 12

13 Speaking of job aids, just a reminder that there is a Job Aids worklet you can use to find videos and step by step guides on all kinds of tasks and functionality in Workday. But I ve talked enough. You are probably curious about what this all looks like in real life, so we invited Brad Patterson, who leads our Payroll team, to come on and demo that for you. Brad 13

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15 We ve communicated all this before so in the interest of time, I ll just point out this note at the bottom about balances showing in Workday. 15

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17 This slide should look familiar from the orientation a couple weeks ago. At that point we were letting you know to look for it in your Onboarding Tasks in Workday. This time we want to let you know that after April 1 st, you ll use VERN to access the EE Handbook and HR Policies. 17

18 The Handbook may be found on VERN by typing key words employee handbook into the search bar. You may also choose to type in key words for specific policies, such as Attendance or Leave which will bring up a number of results. Your search results will present you with either an individual article to view or a pdf file to open and read on your desktop. The Handbook includes a variety of HR, Corporate Security, Corporate Compliance and IT policies and procedures. 18

19 Some policies referenced in the Employee Handbook have a more comprehensive corporate policy outside of the handbook (and are generally referenced as such in the handbook). After April 1 st, these Corporate policies may be found by clicking on the Compliance 360 tile in Okta and entering a keyword in the search bar. 19

20 We showed this slide in the Orientation a couple weeks ago so I won t spend a lot of time on it. Just wanted to include it as a reminder of some of the differences in policies, and if you have questions as you get more familiar with them, you can get more information in VERN. 20

21 After April 1 st you ll have access to these systems and resources. I m going to share my screen and show you what it looks like live. 21

22 Okta is a single-sign-on service/portal for your Magellan applications and systems, meaning with just one click, I can get into all these apps without having to remember user names and passwords. Everyone will get a standard set of apps represented by the tiles you see in my screen. Depending on the systems and access you need, you can Add Apps (upper right corner). Notice too, that on my screen, I have tabs for Benefits Apps, and Less Frequently Used. You can create and name the tabs to suit yourself. And yes, Okta is for mobile devices too. Setting up your Okta portal for the first time will take some time because you will need to establish a User Name and Password for each one initially. 22

23 MagellanNOW is our company news app. It is an app in Okta, and you can also download it to your mobile device. The tabs across the top are: News Feed (shows the channels you selected to follow). Highlights are items that are pushed out to you. Explore is where you can select the channels you want to follow. Bookmarks are the items you ve selected to refer back to later. 23

24 MagNet is our company s intranet. MagellanNOW has taken over the news aspect, but we still have the tabs across the top that have helpful information. For example, when I hover over Employee Services, I see a menu item for Inclement Weather, where you can get information about office closures as well as a link to information about how PTO is handled during emergency office closures. Notice, too, a link for Employee Discounts. As Magellan employees, we can get discounts on things such as phone service, buying/renting a car, and purchasing electronic equipment through HP or Dell. 24

25 We also participated in the pilot of Facebook at Work which is branded as Workplace. It is a social media app that we use for collaboration. There a lots of groups out there you can follow everything from Pets of Magellan, to Ask IT, to HealthCare and Pharmacy groups, and on and on. You ll be automatically enrolled in some groups, like Magellan Health Announcements. But you are welcome to create groups and join groups on your own. There are three types of groups: Public or Open, Closed, and Secret. Closed groups are those with a limited membership based on need to know. Secret Groups are members only visibility altogether. It is not associated in any way with your personal Facebook account. 25

26 We mentioned VERN in the first orientation webinar, and you ve seen references to it throughout your FAQs. VERN is our HR portal where you can go, just like when you have a question in your personal life, you google it, when you have a question about HR, you can use the search feature to query the knowledge base. Back in the day when we had a call center and mailbox, we realized that easily 80% of what was coming in could have been answered if the person had just looked it up and read it for themselves. So we designed VERN to make it easy and quick to find answers to HR questions. No sitting on hold, no waiting for a call back, no wondering if your message or ever got through to anyone. If a question can t be answered by a knowledge article, you can Create a Case and submit it for an HR Representative to research and reply. <CLICK> In the upper left of the screen you ll see a few tabs Knowledge Base, Employee Relations, My Closed Cases, and Help. The Employee Relations tab has two drop downs Conflict Resolution which any employee can use, and Manager PIP form for managers to submit cases to our ER team. If you want to learn more about using VERN, click on the HELP menu and scroll down to the last item. Lots of good information there! 26

27 Next we have Workday. You know by now that you ll use Workday to request time off, enter hours worked and submit timesheets, view your payslip, enroll in benefits, update your contact information, etc. You ve already been in Workday by now, hopefully, getting your Onboarding Tasks done. There are two important Workday features I want to make sure I show you: <CLICK> Org Structure which won t be live for you until after April 2 nd, but this is where you can see an org chart for yourself by going to your Profile and clicking on the worklet Team. You can see up and down your org structure. Another way to see the Org Structure is to use the Search box and type in a person s name. I ll look up Sam Srist see, I don t even have to know how to spell it! 27

28 The other question folks are asking is where to go to find your Management Level and Grade. In Workday, under your picture (or place where you can put a picture), click on View Profile. Same place we saw Team. <CLICK> On the left panel of your Profile screen, click on Job, and then Job Details. Look on the right for Management Level. Mine is blank in the screen shot for my own privacy. <CLICK> To see your Grade, click on Compensation from the Profile menu, and on the right, look for Grade. 28

29 The last system I m going to demo is Saba, our learning management system. In addition to assigned Required Training, we have resources for newly joining employees, and for managers and leaders. You ll be able to access Saba from Okta. Once in Saba, <CLICK> look across the top for the Take Charge tab. <CLICK> That brings you to this screen where under the blue icon, you can see resources for new employees and resources for leaders. Across the top are more tabs for Performance Connections, Leadership Development, and the Virtual Training Center, which is under development but will become available soon. I wish we had more time. As you can see there s a LOT you will have at your fingertips starting next week! 29

30 How DO we use all this new technology?!?!? This is an example of the kinds of resources that will be available in the Virtual Training Center I was just showing you. 30

31 And our IT folks put this together which we will post on your Welcome Website. Magellan Hub refers to tools and technology for collaboration across the Company. I know I covered a lot really fast, but you ll have the recording to refer back to, and the presentation, too. 31

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35 So let s open it up for your questions. 35