Workday Wednesday Episode #25 18 October 2017 Please Mute Your Phone/Microphone and Close Your Video Window
Episode #25 Topics Welcome to Workday Wednesday: Jeff Allen System Status: Troy Bettinger Performance Reviews Update: Marla Trevor Report Rundown Personnel Reports: Jeff Allen PII On Reports: Top Secret or Openly Shared Who has the bilingual differential? Scheduling and cancelling a scheduled report Workday Rising Readout: Jessie Craney/Troy Bettinger Search Efficiency (from Rising): Jessie Craney Live Questions from Listeners
Dave Workday Rising Workday Rising is Workday s annual conference/training event. Workday Rising gives customers a chance to connect and collaborate with each other, interact with partners, and spend time with Workday teams including Product Managers, partners and Workday Aneel Founders Dave Duffield and Aneel Bhusri. Rising 2017 was held in Chicago on October 9-12
System Status Troy Bettinger
End Date For Tenants Most Test Tenants Expire on 31 October 2017 Workday Test Tenants Aren t Free. Pay To Renew
System Updates in Oct 2017 SUN MON TUES WED THUR FRI SAT 8 9 10 11 WW Break 15 16 Close Payroll 17 18 Workday Wednesday 22 23 24 25 WW Break 29 30 Close Payroll 31 1 Workday Wednesday 5 6 7 8 WW Break 12 13 14 Qtrly Maintenance All Tenants 19 20 Agency Analyst Certification 21 Weekly Update 12 Mid-4AM 26 27 28 Weekly Update 12 Mid-4AM 2 3 4 Weekly Update 12 Mid-4AM 9 10 11Weekly Update 12 Mid-4AM Sandbox Tenant refreshes at 7:00 PM MDT on Friday https://community.workday.com/maintenance/all
Recent System Changes New Since Last Time: Three I-9 Processes updated PDF Viewer (don t need to download to see attachment) Updated Last Time: Merit Process Changes Benefits - Open Enrollment Changes Changing Integrations Work In Progress: Open Enrollment End of Year Performance Reviews Individual Worker Location Updates Workday Recruiting HR Dashboards and Scorecards Testing Safety LMS Workday 30 (in March 2018)
PDF File Previewer Slides by Benson Hong, UX Product Management, Workday
PDF Previewer Overview Automatically available All PDF files will automatically render the inline file preview widget when the file name is clicked Users can still download the file by clicking the Download icon in the preview widget Only supports PDFs in W29 Non-PDF files will continue to download when the file name is clicked
Why Did Workday Do This Expected Secure Efficient
Known Issues 10/18/17 Troy Bettinger
Known Issues 10/18/17 p1 Worker Search Results Misspelled Worker Problem: When you search for a Worker s partial name or misspell the Worker name, the search results return with an entry that states 'Misspelled Worker. Workaround: Correct spelling and try again. Workday fixing this soon.
Known Issues 10/18/17 p2 User Issues with Outlook Titles Fix: Expect User should edit their Business Title. Once Manager approves, OIM integration will replace the old title (Supervisory Org) with Agency & Business Title.
Known Issues 10/18/17 p3 Additional Locations added to Location Table not automatically added to Position/Employee Workaround: Check and Update Location: When vacant, change with Edit Position Restrictions When filled, change with Edit Position Location can t be changed from Job Requisition Workaround: Change on Position, then open Job Req Location on position is Webb Building, changed on req
Known Issues 10/18/17 p4 Working Out of Class is 8% not 8 Issue: Staff viewing the Working Out of Class Variable Comp screen mistake the rate change for a cash change.
Performance Reviews Marla Trevor
Performance Review Optional Employee Self-Evaluation launches on Monday, October 23. Throughout the Performance Review period, the Performance Worklet will be unavailable. Employees can still see their goals through their profile. This keeps employees from seeing their rating until after they ve talked with their manager.
Performance Review Manager still has access to the Team Performance Worklet This does not affect any visibility for HR security roles Questions about Self-Evaluations Performance Reviews should be directed to the Service Center Visit the Performance Management website: https://www.denvergov.org/content/denvergov/en/office-of-humanresources/manager-resources/performance-management.html
Performance Management Page
Reporting Rundown Jeff Allen
Today s Reporting Topics 1. This report seems to have Personally Identifible Information (PII). Can I send it? 2. Report identifying who has a language differential. 3. Scheduling reports and cancelling a scheduled report.
Personally Identifiable Information
Personally Identifiable Information What is it? Any information that (alone or when used in combination with other information within an organization's direct control) can be used to identify, locate or contact an individual. This affects personal information whether stored on paper, electronically or by other means.
Personally Identifiable Information What are some relevant examples? Social Security or tax ID number Full home address Date of birth Government issued ID number Telephone number Login credentials Employee number Personal email address Compensation information Background checks Criminal convictions Racial or ethnic origin Immediate family information
Personally Identifiable Information What should I do if I have to a report with PII? DO Share only with people who need to know Determine what PII recipients needs to see Redact all unnecessary PII before sending Encrypt the email before sending if possible DO NOT Send reports containing PII to anyone who does not need them Store reports containing PII on your desktop or in unsecured drawers, file cabinets etc. Send unencrypted files containing PII
Personally Identifiable Information How do I encrypt an email? If you are sending an email from your denvergov email address to another denvergov email address, the email is already encrypted. No further action is necessary If you are sending an email from your denvergov email address to an EXTERNAL email address, type [encrypt] or [encrypted] in the subject line and Office 365 will encrypt the message for you
Who Has A Language Differential? Name: Compensation Spreadsheet Summary: Returns a list of workers within a supervisory org and some of their compensation data Required Prompts: Organization Optional Prompts: Effective as of Date and Include Subordinate Organizations
Compensation Spreadsheet Employee ID Employee Most Recent Hire Date Position Compensation Package Compensation Grade Compensation Grade Profile Compensation Range - Minimum Compensation Range - Midpoint Compensation Range - Maximum Outputs Total Salary & Allowances Total Base Pay Currency Frequency Compa-Ratio Base Pay Segment Name Range Penetration Compensation Plan Compensation Element Assignment Details
Compensation Spreadsheet 1. In the search bar, start typing Compensation Spreadsheet and select the report. 2. Enter the supervisory org for which you wish to see the report. Remember, supervisory orgs have a person s name in their name. Supervisory Org Agency
Compensation Spreadsheet 3. If you like, include an Effective as of Date and choose whether to Include Subordinate Organizations. Click OK.
Compensation Spreadsheet Locating Bilingual Differential Employees 1. Export the report to Excel. You can find this option in the upper right hand corner of the screen. 2. Add filters to the column headers. 3. Filter the Compensation Plan column by Bilingual CSA.
Scheduling and Cancelling Reports Reports can be scheduled to run in the future You can schedule them to run once or on a recurring basis Once they are scheduled, you can cancel them if you need to
Scheduling Reports 1. Search for the schedule a report task in the search bar. 2. Select the report and the frequency. Click OK.
Scheduling Reports 3. If the report is built with prompts, you will fill out three tabs: Report Criteria, Schedule, and Output. If it does not have prompts, you will only see the Schedule and Output tabs.
Scheduling Reports Run Once in the Future 4. To run a report just once in the future, select Run Once in the Future in the Run Frequency field. Click OK.
Scheduling Reports Run Once in the Future 5. If the report has prompts, you can enter them now on the Report Criteria tab. You can either select from pre-set options or specify the value yourself.
Scheduling Reports Run Once in the Future 6. On the Schedule tab, select the start date and start time. Time zone is also required but it will auto-populate with our time zone.
Scheduling Reports Run Once in the Future 7. On the Output tab, select the desired format, Report Tags if you like, a number of days to keep the report, and you can check the Do Not Output an Empty Report if you like. Click OK.
Scheduling Reports Recurring 8. To set up a report to run regularly, select the desired frequency in the Run Frequency field. The options are daily, weekly, or monthly.
Scheduling Reports Recurring 9. The schedule tab will now have additional fields to define the frequency.
Locating the Report 10.You can find the report in your W:Drive or by viewing your notifications.
Deleting a Scheduled Report 1. In the search bar, type Scheduled Future Processes and select the report. 2. Locate your report in the listing of scheduled reports.
Deleting a Scheduled Report 3. Hover over the related actions button, select Schedule Future Process and select Delete.
Deleting a Scheduled Report 4. You will receive a confirmation screen. Confirm the details and click OK.
Workday Rising Readout Troy Bettinger & Jessie Craney
Safe Harbor Statement
Denver Staff Presented Chris Blackett (left) from DEN presented on Workday Finance for Airports The room was packed. Much interest internationally. DEN is the first major airport to go live with Workday.
Denver Staff Presented Karen Niparko was on a panel about Workday in the Public Sector Joined by staff from colleges. Denver is the biggest municipality that has deployed Workday.
Denver Staff Presented
Workday Efficiency: Search Prefixes Jessie Craney
Search Prefixes Enter in? in the search bar Displays a list of prefixes
Common Prefixes Employee: worker Contingent Worker: worker Job Profile: job Job Requisition: position Position: position Pre-Hire: applicant
Defining Search Category
Next Workday Wednesday Wednesday, 1 November 2017 @ Noon Episode #25 Credits: Thanks to the following staff for helping craft Workday Wednesday: Marla Trevor Jeff Allen Jessie Craney CJ Longshore Troy Bettinger Special Thanks to: Aneel Bhusri & Dave Duffield Sierra-Cedar Inc. The entire Dept. of Finance Expense Reimbursement Team Diane Vertovec Tyson Martens & Wade Balmer
Workday Wednesday