Workday Manager Lab: Instructor s Guide

Transcription

1 Topic & Time Learning Points/Activity Media and Materials Preparation Objectives/ Introduce Workday 7-10 min Format of Lab 5 min Accessing Workday 5 min Learn who supports your agency in various Workday business process roles by viewing an employee profile and clicking on the Support Roles tab. Create a slide next to the last slide with agency-specific resources. Print copies of job aids for participants (refer to May wish to load as favorite on each computer: Clarify which fake manager you ll assume for your training and login as such to verify you can access their account and see their org chart. Introduce yourself and explain your role in the Workday transition if it extends beyond today s training. To gauge your audience s background knowledge, ask: How many have completed the City U Employee Workday Training and the City U Manager Workday Training? Encourage those who have not done so yet, to do so after the lab. See talking points on notes section of PPT slides 2-6. NOTE: If you have a manager in the room who does not currently manage anyone, suggest they pair up with someone else. Participants will drive from their computers with trainers at times serving as the tour guides. At other times participants will use job aids to guide them through the system. When possible, participants will perform exercises to familiarize themselves with the manager s business processes within Workday. When this is not possible, the trainer will show the participants the manager s business process relying on screen shots from the system. By actually getting into Workday, participants will have a chance to familiarize themselves with the system, and figure out what it s capable of. For training, participants will be using a training tenant, which is a frozen snapshot in time in Workday, not the live system. So whatever changes they make today won t affect their real data or that of their employees. Because it is a frozen snapshot, they may also notice that more recent staffing changes to their team, may not be reflected in the training environment. Review Workday Objectives lab will cover. Workday will be available on your desktop as a Workday icon starting January 3, along with a favorite when you open Internet Explorer or Google Chrome. For purpose of training, participants will use: Direct participants to go to this site and log in as themselves, using their city address and city password. Emphasize that when Workday goes live, managers and employees will login using: city address as username/city password. Computers (Instructor/Students)/ LCD Projector/Screen PowerPoint (PPT) Slide 1-6 PPT Slide 7 PPT Slide 8 PPT Slide 9 Trainer: login as the fake manager you ll be using throughout today s training using rect=n PPT Slide

2 Navigation: Manager Worklets DRIVE 10 min WATCH Introduce Management The first six worklets are about self and are visible to all employees; the next six worklets are about the team and will be visible only for managers. Managers have access to worklets that front-line employees do not have, such as My Team. Click My Team (one of the most frequently used worklets) - Point out Actions & View (reports) My Org Chart - Scroll along right side of screen from yellow dot and up to see reporting structure, starting with the participant. Notice that the Citizens of Denver are at the top of the org chart. - The org chart you see is based on the supervisory org so each position sits in the organization that they report to, which may not be the org that they are funded by. The Dashboards worklet is also unique to managers. For example, this dashboard provides a comprehensive compensation report. Dashboard reports will continue to evolve through At any time click the Denver D logo to return to the home page. Workday Security Roles At this point participants may be wondering who has access to what kind of information. Security Roles determine: o What information is visible to the employee o What tasks an employee can initiate o What business processes will be routed for approval (Inbox) to the employee o When the employee will receive notifications Security Roles include: o HR Analyst = HR Business Partners and Agency HR Techs o HR Partner = HR Records o Recruiting Coordinator = OHR Talent Acquisitions Coordinators and Recruiters o Agency Approver = (New role) Person designated within agency to approve job requisitions o BMO Partner = BMO Analyst o Comp Partner = HR Classification & Compensation Analyst o HR Administrator = Member(s) of HR Information Systems team Workday equips managers with information and functionality to assist them in managing their staffing needs, otherwise called Management. Management business processes include: o Create o Edit Restrictions o Change Organizational Assignment o Create Job Requisition o Close o Edit Workday training tenant PPT Slide 11(this slide has 3 views, accessible via separate clicks) Job Aid Getting Started: Use Dashboards PPT Slide 11 Click to show Dashboard example. PPT Slide 11 Click to point out Denver D logo. NOTE: Demo this consistently throughout training. PPT Slide 12 PPT slide

3 Introduce Management Terminate an Employee 10 min Managers may not have done some of these actions themselves before (i.e., may have had others in their agency or OHR do these things for them). At the same time a system of checks and balances is built in. For example, in the business process you may see that you submit a template or document to an Agency Approver this is a new role. An Agency Approver will approve a request to fill a position. For the purpose of this training, we ll cover two functions that managers will typically use on a more regular basis: 1) Edit Restrictions and 2) Create Job Requisition. But first let s look at how to Terminate an Employee. Scenario: Let s imagine that you ve received a resignation letter from an employee who is planning to retire next month. When: A manager should partner with HR when terminating an employee. This business process is used when an employee separates from their position due to voluntary (e.g., retirement, resignation, etc.) or involuntary reasons (e.g., dismissal, termination during probation, etc.). NOTE: While Workday will allow a manager to initiate termination of an employee, the actual termination will be vetted by two other parties to ensure that the termination follows the recommended process and is defensible. Initiator: This process can be initiated by the manager or HR Analyst. How: My Team worklet Related Actions of target employee (see Diagram 1 to right) Job Change Terminate Employee Some fields explained: - Termination Date is midnight of last paid day, and populates the Pay Through Date field - Last Day of Work actual last day worked - Regrettable Skip this field - Notify by Skip this field - Eligible for Rehire Skip this field - Other fields are self-explanatory Attach appropriate and necessary documentation, recognizing that different agencies call documents by different names (e.g., letter of resignation, dismissal letter (drafted with HR with respect to Progressive Disciplinary Process CS Rule 16, etc.)) Next Steps: - HR Analyst will review and ensure proper documentation is attached; if not, they will Send Back to the manager and the manager will receive a To Do in their Inbox alerting them to provide documentation and resubmit. Diagram 1 3

4 Terminate an Employee - Lastly, an HR Partner in OHR Records will finalize in the system, scanning documentation into the employee s personnel record. Notification: Once employee s termination has been reviewed and finalized, the manager will receive a notification (see PPT 14) to confirm the termination has been successfully completed. PPT slide 14 Edit Restrictions 25 min Scenario: You are eager to hire a replacement. To do this, we ll use the function Edit Restrictions. NOTE: This is different from Edit. When: For a vacant position that a manager needs to fill or soon to be vacant position that a manager wants to start recruiting for before current employee s last day. The process is initiated differently depending on which of these situations the manager faces. Managers should simultaneously start working with their recruiter. Initiator: Manager may not always be the one to initiate this process. How: if position is vacant: Activity: Ask participants to use the Edit Restrictions Example: Upgrade Vacant job aid and practice with the vacant Staff Assistant position, while working with a partner (allow 7-10 minutes). Tips for using Job Aid: - Point out front and back instructions. - indicates additional helpful tip. - Notice the explanation for each field. If position is occupied: (Once participants work through job aid for a vacant position) When: If the position is currently occupied, but the manager wants the changes to the position to take effect upon vacancy. How: Rather than go through vacant position, navigate through occupied position in org chart by following these steps: My Team worklet My Org Chart Click the current employee s name. Overview Hover over the position number till you see Related Actions Button (see Diagram 2). Each participant will have two positions preloaded in their org chart that have been approved: - Staff Assistant - ASA IV Job Aid - Edit Restrictions Example: Upgrade Vacant FYI: If participants are reluctant to use job aids, encourage them by stating the job aids will be what they ll rely on post-training. This is a great way to jump in and familiarize themselves with the job aids. Diagram 2 4

5 Edit Restrictions Edit s Restrictions Follow next steps as you would for a vacant position. Next Steps: May next go to Compensation/Classification Partner and/or BMO Partner, depending on the reason the position restrictions were edited (i.e., Change Reason chosen). Lastly, it will always go to the HR Partner to verify all entered information is correct. Notification: Manager then receives Notification (see PPT slides 15-16) to let them know the position restrictions have successfully been edited (PPT slide 15 shows Details and 16 shows Process). Debrief: What questions do participants have? PPT Slides Create Job Requisition min NOTE: Combined with Create New, this replaces previous ATF process. Refer to job aid: Approval to Fill Workday. When: After a position has been approved by BMO, the manager can create a job requisition to fill the position, whether through recruiting or transfer, election or appointing. Initiator: Manager may not always be the one to initiate this process. Because of this, the manager might be unclear if a job requisition already exists. How: To Verify NOTE: First, verify if a job requisition already exists. To do this: My Team worklet My Org Chart On Vacant, click Related Actions Button (see Diagram 3). If it reads, Create Job Requisition, manager may proceed. Diagram 3 Activity: Ask participants to use the Job Requisition job aid and practice with the vacant ASA IV position, working with a partner. How: Create Job Requisition Tips for using Job Aid: Job Aid: Job Requisition Check out the extra information that may be provided through the text entered in the screen shot. For instance, the screen shot of the Job Details field (p. 3) provides additional specifications about the information that should be entered in this field. NOTE: If information in any field with a * needs to be changed, this must be done using the Edit Restrictions business process. The one exception is Job Posting Title. NOTE: OHR Talent Acquisition is working to develop an SOP for hiring managers that will be available in In the meantime, encourage hiring managers to reach out to their OHR Recruiter. 5

6 Create Job Requisition Introduce Management Goal Setting with Employees 20 min Next Steps: Job Requisition will now go to the Agency Approver. Notification: Manager will receive notification in their Inbox once the job requisition has been approved by the Agency Approver. Debrief: What questions do participants have? BREAK: 10 Minutes Workday s business processes related to will encourage greater collaboration between supervisor and their employees. Moreover, Workday distinguishes the steps that a manager should take at different times during the year to establish expectations and evaluate performance in relation to those expectations. When: At the beginning of the year goal setting will be kicked off citywide. At the earliest the 2017 Goal Setting template will be launched February 1. Initiator: At this time each employee will receive notification in their Inbox to establish goals for the coming year. - To strengthen employee buy-in and engagement, it is critical to have the employee start this process by adding goals for their own performance and development. - The Workday process encourages employees to become invested in the performance management process because they agree to the goals and ultimately judge their own performance on the goals they agree to; this is true accountability. - The manager will still play an important role, including reviewing, modifying and adding goals as well as the responsibility to approve the final version of all of the employee s goals. How: After the employee enters their performance and development goals, they will Submit the Goal Setting Template to their supervisor. At this time the supervisor receives an Action in their Inbox. Inbox item Set Content Goal Setting Direct managers to choose any of their employees - Point out Process history for goal setting. In this case the employee has already established their own goals. Activity: (Allow approximately 10 min) Read instructions from Exercise: Goal Setting with Employee PPT slides NOTE: For this exercise, managers will have a preloaded goal setting template from each of their actual employees. They can choose to work on any of their actual employees. Every template will have the same goals related to an administrative support position. This was chosen because this is one of the most commonly performed jobs, and because of its relatability. Encourage participants not to get hung up on the specific goals, but rather focus on the process. PPT Slide Job Aid Talent: Goal Setting with Employees; Exercise: Goal Setting with Employee 6

7 Goal Setting with Employees Updating Employee Goals 15 min Choose one of the employees on your team. Use both this worksheet as well as the job aid Talent: Goal Setting with Employees to review, edit and add to your employee s performance goals. Note that text denoted in black is already entered in the Goal Setting Template created by the employee. Please make the changes noted in red. This will provide practice editing, adding and saving goals. Encourage them to complete on their own (i.e., without a partner). Encourage participants to read tips for How to build a better goal and in the Development Goals section. Debrief: What questions do participants have? Question: Did they remember to change the weights when they added the additional performance goal? Question: What other tips are helpful to remember when using job aids? NOTE: Workday prompts users to categorize goals as either or Development in this section, and will move goals to appropriate section in the Summary format. Ask participants to view their Inbox. - View Details and Process tabs. Notification: Manager will receive notification that the employee s goals have successfully been established. The employee will also receive notification that the process is complete. NOTE: Due Dates by default appear as two weeks later than the initial Action that appeared in the manager s Inbox. NOTE: We recognize there s a need to assist managers and their employees as they write goals AND additional support will be provided in When: Add goals anytime during the year as expectations of employee s performance change, or employees take on additional duties, or establish new development goals. Initiator: An employee or manager can add goals. If an employee adds goals, the manager will receive in their Inbox the task to review and either Approve, Send Back, or Deny. On the other hand, if manager adds goals, employee will be notified (without having to take action). How: Team worklet Goals View will display all employees, and all goals with option to view by employee or by clusters of goals if employees share goals in common. Previous screen Choose action Add Goals to Employees. PPT Slide 21 Job Aid Talent: Updating Employee Goals 7

8 Updating Employee Goals Evaluating an Employee Who Transfers 12 min Can Create Goal or Copy Existing Goal Assign to individual or multiple contributors. Be aware, Workday does not hold history of 2016 goals, so these cannot be copied. However, if managers have saved 2016 e documents as hardcopies, they can copy and paste into new system; if they have not, they can still access e to view historical PEPs and PEPRs. If create new goal, remember to answer the Build a better Goal questions: - What exactly are you expected to produce or deliver? - How would you describe the expected outcome (i.e., product or service) when it is done well? - How does this outcome support your team/agency goals? - By when does this need to be delivered? If choose Copy Existing Goals, the manager can copy either performance or development goals. Choose goal, and select EITHER Employee(s) to copy goals to OR Organization. If you choose Organization, goals will be copied to every employee in that organization. Make sure the goals you are copying are within scope of employee s classification. Workday will still allow manager to modify or edit newly copied goal. Remember to adjust weights when adding goals, so weights still total 100%. Guide: Maintain notes about employee performance throughout the year. related notes can be entered into Workday by employee and manager, and is visible to the other party. (See Evaluating Employee Who Transfers.) Workday also allows managers to copy and paste from external sources or upload supporting documentation during the annual performance review. When: A manager must complete a Review for any employee whenever an employee changes supervisors due to promotion, re-promotion, transfer, demotion, re-assignment, etc. This Review must be completed within 30 days of the changed status. Initiator: During the job transfer process, the employee s original manager receives a To Do in their inbox titled: Current Manager Review of Goals. The original manager must provide evaluative feedback on the employee s performance at this time. How: Team Worklet Goals Click on the Chat icon to the left of each goal of the transferring employee and enter feedback similar to an annual review (based on data and observation as it relates to the employee s performance). Suggest a rating for the goal in the chat box after the feedback entered. Scroll through the goals, entering feedback and a suggested rating for each goal. This will serve as the performance review for the transferring employee. Job Aid Talent: Evaluating an Employee Who Transfers PPT Slide

9 Evaluating an Employee Who Transfers (Cont d) Completing Annual Reviews Mobile Devices FYI only Resources 7 min Future of Workday After providing evaluative feedback on the employee s existing goals, return to the Inbox and click Submit. Point out: Manager must click Submit to advance the process and avoid delaying the employee s transfer. (See PPT Slide 22.) Click Done. Notification: Once the transfer has been processed, the new manager will receive a Notification to review the employee s current goals and comments from their prior manager, and add any new goals related to the new position (See PPT 23). When: Towards the end of the year, Review templates will be kicked off citywide. General Points: Further training on this particular process is available in the City U Manager Workday training and will also be communicated in greater detail closer to the time when the Review template is kicked off next year. Going forward, the City will continue to follow an accelerated schedule for performance evaluations, similar to this year. NOTE: This information is for trainers. Provide if asked. Otherwise, skip. NOTE: This is a sample screen shot. De-emphasize use of mobile devices. Employees can access Workday through any device with an internet connection; they need not be connected to the CCD network. Instead, heavily encourage accessing Workday through City computer. Show FAQs. Show Job Aids site on denvergov.org/workday Add agency specific resources. Learn who supports your agency in various Workday business process roles by viewing an employee profile and clicking on the Support Roles tab. When Workday first goes live in January, City users will experience the foundational software functionality. Be aware that upgrades and improvements will be coming in 2017, allowing the City to optimize the system. PPT Slide 23 PPT Slide 24 FYI only This slide is hidden. PPT Slide Close Thank attendees for their participation. PPT Slide