Quick Step Instructions - 2015 Employee Self-Service Workday Job Aid - Employee... · Quick Step...

Quick Step Instructions - 2015

Employee Self-Service

Employee Self-Service How to find what you need in Workday

This Quick Step provides a guide to the information and self-service tools for managing your Scholastic Employee Profile and Payroll information.

Employee Self-Service Options:

The steps that follow will provide you with instructions on how to view and manage self-service tasks within the Workday system. If you have any questions, please contact your Human Resources representative.

1 © 2015 Scholastic Inc. All Rights Reserved. Confidential and Proprietary Information



# Step Screenshot

1 Accessing Workday

To get to the Workday system, go to Access@Scholastic using your network ID and password. Under the My Links column, click on Workday (WD) to open the Workday system.

2 Workday Header

Your first visit to Workday will begin with a quick introduction to the blue Workday header:

1. Search – is used to find people, tasks, reports and information within Workday

2. Profile – click on your name to open your Workday profile information

3. Inbox – will display a number if you have any Workday inbox messages waiting for your action

Click to begin.

3 Home

From the Home page you can access all of the information you may need simply by clicking on one of the icons to reveal additional selections within each of the topics shown.

Click either the Home icon or the Workday logo to return to this Home screen.




# Step Screenshot

4 Inbox

Tasks awaiting your action will be shown in your Workday Inbox and indicated with the number of tasks shown in the upper right corner. When you join Scholastic, the first task waiting for you will be a reminder to complete your Direct Deposit information and Emergency Contact information.

To open your Workday Inbox, click on your profile and select Inbox.

Your inbox will show a list of Actions on the left side of the screen, and the selected item, in detail, on the right side of the screen.




5 Personal Information

Listed under the column headings Change and View you will find information or actions that can be taken. The Personal Information icon allows you to use self-service steps to change your information.

Change – You can edit your personal information.

To update your personal information, select the associated link and click “Edit.” Follow the instructions provided for each link:

1. Contact Information 2. Emergency Contacts 3. Marital Status 4. Legal Name 5. Preferred Name

In addition to the information you can change, you may also View your personal information.

The About Me link will open your profile in Workday, with tabs for groups of information:

• Job Details – your supervisor, business title, work contact information

• Management Chain – from your supervisor to the President of Scholastic

• Organization – your department, cost center, company, supervisory organization

• IDs, e.g., Social Security Number (private) • Support Roles – names of those in Human

Resources, Benefits, Payroll, and other departments assigned to support you and your department

• Personal – your personal information • Performance – your annual performance

reviews and related goals

About Me:

Contact Information:

Emergency Contacts:




# Step Screenshot

6 Name Change

Legal Name

From the Personal Information icon, you can submit a legal name change. You will be sent a To Do notification (within Workday) to provide substantiating documentation to Human Resources, i.e., your updated Social Security Card. Once your documentation has been validated, your name will be changed on your employee profile.

Preferred Name

You may also add or change your preferred name, which will be changed immediately. A preferred name change does not change the legal name on your employee profile.

You must uncheck the box “Use Legal Name As Preferred Name” to set a preferred name that is different than your legal name.

Click Submit

7 Marital Status

You may change your marital status by selecting your new marital status.

Click Submit

Be sure to update your payroll tax withholding for any change in marital status. Go to the Pay icon to update your tax withholdings.




# Step Screenshot

8 Submit Changes

When changes are made to your Employee profile, click Submit to save the changes.

Click Save for Later to hold changes until a later time. No change will be made until you Submit.

Click Cancel to erase changes.

9 Directory

The Directory icon provides links to each of your Co-workers (all others who report to the same manager) by name:

• Includes each co-worker’s work address, work email and work phone number

Within the Directory icon there are several links to view the Scholastic organization, including:

• Org Chart – structural view of your Scholastic organization; with or without open positions

• All Locations – Location Directory • Location Directory – search by location • Organization Directory – search by

organization for a spreadsheet view that can be downloaded

• Management Chain – your manager and the reporting chain to the President

• Organizations I Belong To – your department, cost center, company, etc.

To view an Organization, select the Organization by name or Manager’s name using :

• Check Include Subordinate Organizations to see all organizations that report to the selected Organization

• Click to view spreadsheet list of people in the Organization(s) selected

Org Chart

Organization Directory




# Step Screenshot

10 Pay – Withholding Elections

The Pay icon provides valuable payroll-related information. You can manage your tax withholding elections, your direct deposit information and your payslips. All information can be viewed, downloaded or printed, as needed.

Actions

Federal Withholding Elections – complete or edit your Federal tax withholding elections (Form W-4)

• Home Address and Social Security Number are shown at the top of the page (privacy is maintained for all personal information)

• Complete your Federal Withholding Elections by clicking the “Record” button

State and Local Elections – you may view your elections by selecting the tab. To change your elections, open the state or local tax form, using the link provided, and send to Payroll.




# Step Screenshot

11 Pay – Payment Elections

Payment Elections – complete or edit your Direct Deposit information

• To add new direct deposit information, click Add Account

• You may select Payment Type of Direct Deposit or Check

• Instructions are provided for how to complete the direct deposit information

• More than one account may be added

You may return to this screen to change your Payment Elections

• You may add, change or delete your bank account information

• You may change the percentage deposited to each account

Add Direct Deposit

Change Direct Deposit Elections




# Step Screenshot

12 Payslips

From the Pay icon you may view, download or print your payslip details.

Within View, click on Payslips to view a list of your payslips. Select any payslip in the list to view details or print.

To change whether to receive payslips by mail or electronically, click on the button labeled

.

Within Payslips, select a specific payslip, by date, to view the payslip details, which can be downloaded or printed.




# Step Screenshot

13 Performance

Click on the Performance icon to manage the following:

• Goals – you can manage your goals throughout the year and they will be pulled into your Annual Performance Review for further editing.

• Reviews – you can view your Annual Performance Reviews (also listed by year under the heading “My Reviews”)

• Feedback Received – shows feedback from other managers regarding your performance, if your manager requested feedback and shared it for you to view. Your manager may choose to collect feedback and add it to your performance review to discuss with you at the end of the fiscal year rather than have it shown on this link.

• Skills – link to your skills and experience categories

• Personal Goal Alignment – If your goals are aligned to organizational goals, use the Personal Goal Alignment link to view the alignment.

Personal Goals

• Click “Edit” to change goal description, due date, status, or any other information (see Performance Goal Job Aid for more details)




# Step Screenshot

14 Performance, continued

My Reviews

Your performance reviews are listed under the heading My Reviews. Click on the name of the review to view, download or print a completed review. The reviews listed here are those since the 2012-2013 Annual Performance Review period.

Tip: for performance reviews completed prior to 2012-13, go to the Personal icon and select “About Me.” From your profile view, click Available Actions and select Worker History and View Worker Document File. Your performance reviews completed prior to 2012 will be listed and can be opened as PDF files.

External Links

You may want to review the Scholastic Competencies and Values Guide in preparation for your Annual Performance Review. Simply click on the link provided.

Reviews

My Reviews

• All Performance Reviews stored in Workday will be listed • Click on View or Print (or use the Excel or Printer icon in the upper right

corner)




# Step Screenshot

15 Performance, continued

The skills button will open the Skills and Experience section of your profile

• Skills and Experience – work history, education, certifications, and languages (including primary language) are listed in this section.

You may update the Languages section directly with your primary and secondary languages.

Note: not all information from your employee file is stored in Workday.

Languages Tab:




# Step Screenshot

16 View Profile

Your employee profile within Workday can be accessed very easily by clicking on your name in the upper right corner of the Workday page.

Click View Profile to open your employee profile.

From your profile page you can select the tab corresponding to your information:

• Personal Information, contact details, emergency contact information

• Performance reviews • Organizations you belong to • Other information

Most of your profile information is private, and can only be seen by you and Human Resources. The information that is available to others in Scholastic is limited to your work contact information, as used in the Scholastic directory (work phone number, work email, and work location).

From the Home Page you may find all of this information, and more, using the Personal, Directory, Pay and Performance icons, as described earlier in this document.




# Step Screenshot

17 Tasks for You in Workday

Workday is the place to manage your employee profile, your payroll elections, and your performance goals/reviews.

You may be asked to visit Workday to handle other tasks as well. For example, the annual Code of Ethics will be presented to you for review and acknowledgement within Workday. To perform this task, you would click on the task in the Inbox.

To open your Inbox, click on your name and select Inbox. Tasks awaiting your action will be found within your Workday Inbox.

Notifications of tasks completed or other information sent to you, that does not require action, can be found by selecting, “Notifications.”

18 Inbox Tabs

Actions or Tasks for you to complete are listed on the first tab of the Inbox, with the number of tasks shown in parentheses, for example, Actions (1).

You may use the icons at the top of the Inbox to:

• Filter the list to show only some actions (defaults to Viewing: All)

• Sort the list of actions




# Step Screenshot

19 Search

The Search function allows you to find information within Workday. As you type your request into the Search Box, Workday will return possible selections based on Common searches.

You may search using a partial word. Press Enter to view the Search Results. Select the result you need.

You may refine your search by selecting a more specific Category, such as Organizations or people.

You may also select a specific category for your search (to narrow your selection).

20 Favorites

This is a page you can format with quick links that will take you quickly to the pages you use most.

Click to set up your Favorite Reports and Tasks.

Search or select tasks and reports using the boxes

provided. Click when you are done. Once added to your favorites, the Tasks/Reports, Custom Reports or Favorite Business Objects you requested will be available on the Favorites page.




# Step Screenshot

21 W: Drive

When you launch a report within Workday, the report will typically appear almost immediately. For reports that include lots of information, the report may take longer to prepare.

The Workday W: Drive is where your reports are stored for you to view, download or print at a later time.

22 Workday Documentation

The best source for instructions on how to use the Workday system are the Scholastic Quick Step Instructions Job Aids, such as this one.

Best source for “How To use Workday:”

• Scholastic Workday Job Aids • Scholastic Workday Frequently Asked

Questions (FAQs)

Workday also provides a link to other documentation from the Menu icon. This will take you to an external Workday website where you can find general Workday documentation.

Scholastic Documentation:

• Available on Access@Scholastic or the HR Portal




# Step Screenshot

23 Configure Your Home Page

You may change your Home page to show more icons that link to other Workday pages.

Click the Configure this Page icon in the upper right corner of the Home page.

Select one or more Optional Worklets to add to your Home Page. Click OK.

When you return to your Home Page you will see the additional icons shown, for example the Job Aids icon added in this illustration.

Tips:

• Visit Workday on a regular basis to check your Workday Inbox.

• Use Workday to manage your direct deposit and tax withholding elections.

• Use Workday to view your payslips.

• The Workday directory is an easy way to find the work email address of phone number for anyone at Scholastic.

If you have any questions, contact your Human Resources Department.


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