WIXLIB

Workday 101 for HR and Managers

Vision StatementImplement a modern human resources management system (HRMS) toprovide self-service tools with an intuitive and user-friendly design. The supportteam and new standardized processes will provide customers with the service,guidance, and partnering needed to drive success for the State of Maine. Theteam will anticipate, develop, and provide services to meet the evolving needsof our stakeholders, assisting them in providing excellent public service whilemaintaining transparency, accountability, and compliance.2

Guiding Principles Executive Sponsorship and Engagement Throughout the Project Be Forward Thinking and Adapt to the Iterative Nature of Implementing New TechnologyExecutive Sponsorship and engagement throughout the project Commissioner level engagement ExecutiveSteeringCommitteeIndustry-best Business Practices AdoptStreamlined,Simplified, Senior leadership participation in project team meetings Foster an Environment of Collaboration Proactively Engage the agencies through Change Management andCommunication3

What is Workday?A global human resources system that is used to manageand coordinate all the resources, information, and functionsof an organization. System capabilities include managingresources, accessing and viewing personal, job, payinformation in one centralized platform.4

Workday Maine Project BenefitsAbsenceCompensationPayroll5

Benefits to EmployeesVision: Employee experience will be Simple, Intuitive and ResponsiveOpportunitiesObjectives Elongated on-boarding process 100% Reduction in Paper Subjective policy interpretations Single Source for Updates Multiple systems – multiple user 1 system; 1 sign-onnamesCreating a simpler, better HR EXPERIENCE for the Internal Customer6

Benefits to ManagersVision: Empowering managers to see and act on their employee mattersOpportunitiesObjectives Multiple approval channels Single approval channel Disparate HR systems Single HR system of record Inconsistent global HR processes Visible global and local processesCreating a simpler, better way for the Internal Customer7

Benefits to HRVision: Enabling smarter and faster people decisionsOpportunitiesObjectives Stale data Comprehensive HR picture Manual/Convoluted data “pulls” Simplified real time reporting Incomplete HR “picture” 100% predictive data analyticsCreating a simpler, better way for the Internal Customer8

Key Workday TermsSupervisory OrganizationSupervisory organizations group workers into a management hierarchy andare the primary organization type in Workday HCM. All workers are hiredinto a supervisory organization. Organization assignments such ascompany, cost center, and region can be configured for supervisoryorganizations, and unique business processes can be configured for themas well.PositionWhere a person or opening is in the organizationMost attributes are tied to the position directly (e.g. cost center and location)Job ProfileClassifies the work/task to be done in a positionRoleA collection of permissions in Workday that determine what can beseen and done in Workday.WorkerAny person brought into the organization to do work Employee: Someone paid by payroll and can have comp data storedin Workday Contingent worker: Someone that is not an employee and not paiddirectly by SOM.RequisitionIn Workday, job requisitions contain specific attributes about theposition, as well as desired applicant characteristics andrecruiting instructions. You can create a job requisition for anexisting position, or create a new position.9

Supervisory Organizations

Supervisor OrganizationsA Supervisory Organization is a type of Organization. In Workday, it is anorganizational unit in which a Manager supervises other Positions/Jobs.Supervisory Organizations are arranged in a hierarchy.11

Supervisory Organizations (continued) Supervisory organizations describe the organizational structure of thecompany They are a fundamental building block of the Workday system Workday organizes employees in supervisory organizations Employees are hired into jobs or positions associated with a supervisoryorganization Every position must be located in a supervisory organization12

Supervisory Organization Example In Workday13

Workday Business Processes

Workday Business Processes A business process is a set of tasks that people initiate, act upon andcomplete in order to accomplish a desired business objective. Once a business process is initiated Workday‒ routes the tasks to the responsible roles (users who are capable ofcompleting the tasks based on their membership in security groups)‒ and enforces security and business rules throughout the businessprocess.15

Business Processes DetermineWhoWhatapprovesadditionalWhoWhoor denies AND needs to AND needs to ANDsystemsomethingeventsdoknowthatneed to dCopyright 201916

Business Process TermsTermDefinitionEventis a transaction that occurs within the application (e.g.Hire, Terminate, Create Position)Taskis an activity (to do, action, approval) that the user needsto complete because it is a step in a business processActionallows either the assignee to update (enrich) thetransaction or triggers a sub-processApprovalallows the assignee to view information but not changeit. The assignee may approve, deny, and sometimessend back for revisionApproval Chainis used for approvals that travel up the organizationhierarchy until a defined stopping pointTo Do’s andChecklistare tasks that are performed outside or inside ofWorkday. To Do is a manual task that can be assignedto a role. Checklist is a collection of To Dos.17

Actions, Approvals, To Do’s Business processes are created using a combination of Actions, Approvals,Approval Chains, To Dos and/or Checklist The difference between Actions, Approvals and To Dos:‒ Action – Tasks or Events within Workday‒ Approvals – Approval of a Task or event within Workday‒ To Do – Reminder to do something inside or outside of Workday18

Workday Roles

Workday Roles: Who Does WhatWorkday ROLES: Are assigned to Positions Determine function in a business process (i.e. initiate,approve, etc.) Determine what you can see and do in Workday Provide access to data within the assigned cost centerPOSITIONS: A Position is the “seat” that a specific Workeroccupies A Position does not refer to a job title May be assigned one or many Workday rolesWorkers are hired into Positions andinherit the Workday role(s) of thePosition20

HR Business Process LandscapeRecruiting to Onboarding LifecyclePosition RecruitingRequisition Recruiting CompensationEmployee DataJobApplication RecruitingOfferHire Recruiting Core HR Compensation CompensationOnboard Core HRCore HR is about capturing andsharing employee data21

Positions in Workday Positions are built within the context of a Supervisory Organization All staffing transactions including hires, promotions, and transfers,take place within or between supervisory organizations Before a supervisory organization can be staffed, an open positionmust be available22

Position ManagementCharacteristics of Position ManagementPosition 1Position 3Position 2 Single positions are created for eachjob To hire, promote, demote, or transfer,a position must be available(approved) as of the initiation of theaction Positions remains open after transfer,promotion, or termination (untilclosed) Positions can be frozen to retainposition but not allow hiring into itPosition 423

HR Processes – Recruiting to Hire

Recruiting in WorkdayIn Workday, a position is a seat in a supervisory organization, and arequisition is the permission to put an individual in that seat.Seats can be filled for new positions, editing positions (e.g., one FTto two PT) or refilling a vacating/vacated position.25

Hiring in Workday In Workday, the Hire process becomes more seamless because most of theattributes are defaulted from the requisition. HR staff have the opportunity to review information for accuracy during theHire process. Information needing updates may be edited prior to being sent for approval.26

Workday Reports Access to reports in Workday is dependent upon your Security Role. Reports are either Workday delivered or customized to meetrequirements.27

Thank You for Viewing this Presentation.Send questions or inquiries to:WorkdayTraining@maine.gov

In Workday, the Hire process becomes more seamless because most of the attributes are defaulted from the requisition. HR staff have the opportunity to review information for accuracy during the Hire process. Information needing updates may be edited prior to being sent for approval. 27 Workday Reports Access to reports in Workday is dependent upon your Security Role .