Workday Basics for Everyone January 2017 1
Contents Workday Overview Getting Started in Workday Employee Self-Service Processes Summary & Helpful hints 2
Overview Workday is a modern, mobile, user-friendly platform that will eventually replace Banner It is a web-based design that s easy-to-use, much like your favorite web site Navigation is simple so you can quickly manage your personal information Starting December 19 you will enter Time and Time-Off Requests in Workday only Starting January 3 you will access all of Workday anywhere, anytime 24/7. From a laptop, smartphone or a tablet. Just download the Workday app to your mobile device 3
Workday Project Timeline Workday Human Capital Management (HCM) and Payroll are the first two Workday systems we will introduce. HCM is the human resources part of the Workday system and will transform how we work in areas like payroll, benefits, reporting time, and requesting time-off. 4
What systems are affected at Go-Live Activity System Used Today System Used After January Go-Live Benefit Information (Medical, Dental, Vision, Insurance) Direct Deposit Information MyBentley (Banner) View only MyBentley View only Workday View & maintain Workday View & maintain Payroll / View Pay slip* MyBentley Workday Personal Information (Preferred name, home phone, emergency contacts) W-2 (Federal/State) Paper / MyBentley / Banner View only Paper / MyBentley / Banner View only Workday View & maintain Workday View Manage time sheets Paper / Banner Workday *2016 information will continue to be accessed through MyBentley. The 2017 pay and taxes will be found in Workday There will be certain actions you will continue using MyBentley 5
Getting Started in Workday Today we will introduce you to basic Workday navigation, the Workday Worklet, how to set your favorites and just how easy it is to view and update information! How do I access Workday Your Workday home page & setting preferences Self-Service Worklets Time & time-off Benefit Elections Pay Elections 6
How do I access Workday? You will need: Access to a computer or device with internet connection The Workday URL Workday does not have a preferred browser*. Any browser will work to access Workday (Internet Explorer (IE), Safari, Firefox, Google Chrome, etc.) You can access Workday from MyBentley. Follow this link for step-by-step instructions You will be prompted to enter your Bentley credentials/email: i.e. name@bentley.edu and password You can also download the app on your tablet or smartphone and access Workday there! *If you use a specific configuration for IE, which is a necessary part of your job, you should try using another browser running a more up-to-date version (Safari, Google Chrome, Firefox, etc.) for Workday access. 7
Your Workday Home Page The first time you log in, this is what you will see Click Let s get started! Your Workday Home page is configurable and houses all of your important information. The header (home, search bar, Workday logo, your name) stays constant in Workday on any page. To return to your home page at any time, just click the Workday logo in the middle of the header. 8
Self-service Worklets When you first log in, Workday will display a set of Worklets or icons. When you select a Workday Worklet you can see the available action for that worklet. Workday Worklet or icons 9
View/update personal info In Workday, you can update your personal information including preferred name, contact information and emergency contacts. Personal Information Worklet In order to change any of your information, start by typing change my in the search bar on the Workday homepage. This will display an action list of the different tasks you can use to update your personal information 10
Enter Time and Requesting Time Off One of the biggest changes for most will be where to go to enter time and request time-off. Time Worklet You will find both of these Workday Worklets on your Workday home page. Time off Worklet 11
Enter Time in Workday When you select the Time Worklet the following menu opens where you can choose from column: Enter Time: This Week, Last Week, Select Week, Request Time Off or Correct Time OR View: My Schedule, Time Off, Time Off Balance or History. Select This Week and an interactive calendar launches 12
Enter Time in Workday Select a day in the calendar to launch time block window When time is entered for the pay period, hit submit and the notification gets sent to your manager to approve You can also choose Auto-fill and Quick Add to enter time. 13
Request Time-off in Workday When you select the Time-off Worklet the following menu opens where you can choose to Request or View the following: You can also see what your available balance is for Personal Sick & Vacation 14
Request Time-off in Workday Select the day(s) you would like to request in the calendar, they re highlighted & number of days requested appear ready to submit. 15
Request Time-off The time-off type must be selected before submitting to your manager Employees requested time-off goes immediately to their manager, who receives a notification they have an action to complete in Workday. 16
View Benefit Elections In Workday you will be able to view your benefit elections. And clearly see what you can change and view. Benefits Worklet 17
Pay Election, Tax Withholdings & pay slips In order to update your current federal withholdings, you will log into Workday and locate the Withholding Elections link from your Pay Worklet. To view or update your current payment elections, like direct deposit, click the Payment Elections shortcut Pay Worklet 18
Summary Accessing Workday to take control of managing your personal information: Beginning December 19 Time & Time-Off requests will only be entered in Workday January 3 you will access Workday for managing personal information, benefits, payroll and entering time and requesting time off Navigate through Workday to access personal information Maintain your preferences, favorites, and notification preferences Workday allows for employee self-service you can view and update personal information 19
Helpful Hints 1 Related Actions You ll find them throughout Workday. Click the Related Actions button to access more actions/options 2 On any screen, when a pop-up dialogue box is on screen. Click anywhere else on the screen to get the popup dialogue box to close 3 Inbox: you ll be notified when you have an action in your inbox that requires your attention. Notifications: are sent to you just as an FYI 20
Resources Workday Program Web site www.bentley.edu/workday Workday Program email GA_Workday@Bentley.edu Getting Started on Workday accessing your personal profile https://www.brainshark.com/bentley/personalprofile Getting Started on Workday https://www.brainshark.com/bentley/gs-worklets https://www.brainshark.com/bentley/gs-search https://www.brainshark.com/bentley/gs-org-chart Employee actions on Workday https://www.brainshark.com/bentley/enter-time https://www.brainshark.com/bentley/rpt-bene-event https://www.brainshark.com/bentley/request-to (time-off) 21
Appendix Additional ways to make Workday work for you! 22
Your inbox Your inbox displays the action items that require your attention to complete and the notifications you have received. You can also view the processes you have previously completed in archives. 23
Your worker profile You can view Worker Profile by clicking your picture/name in the upper right corner and then select View Profile. Your profile displays your personal information including job details, compensation, benefits and pay. You can also view your job history, support roles, worker history, etc. 24
Your Worker profile Your Worker Profile displays information about you and your job across multiple tabs. 25
The Search bar You can use the Workday search bar to navigate many different functions. You can search for people, organizations, initiate tasks, run reports and much more. You can also locate any information to which you have access. For example: you can type address in the search field to bring up multiple tasks pertaining to addresses home, work and email addresses. 26
Configure Workday Workday gives you the ability to configure your own favorites, preferences, and inbox filters, allowing you to organize and prioritize notifications and actions to fit your individual needs. Click Favorites Worklet 27
Configure Workday Build preferences into your Workday Home page Click the gear icon to configure the Worklets that appear on your home page 28