REIMAGINING OUR WORKDAY Workday Project Understanding Roles & Role Assignments Managers Engagement...

REIMAGINING OUR WORKDAY

Workday Project Understanding Roles & Role Assignments

Managers Engagement GroupOctober 19, 2012


Agenda for Today’s Session

Understanding Roles in Workday

How Roles and Business Processes Work Together

Definitions of Workday Roles

Approach to Role Assignments at Go-Live

Defining the Finance Partner Role


Supervisory Organizations

Supervisory Organizations The Workday application requires that everyone in the system be associated

through this foundational structure:

Position-to-Position, hierarchical structure

Single, direct, primary relationship

Functionality in the system is directly based upon this position-to-position

relationship

Access to a person’s data (security)

Participation in business processes (initiation/review/approve)

Additional “matrix” relationships can be defined


An Example of Supervisory Organizations


All of the following are true about Supervisory Organizations in Workday except:

Check-in

A. They create a position-to-position hierarchical association.

B. There is one manager role per supervisory organization.C. They mimic our HR department tree. D. A position can be both a member of one supervisory

organization and a manager of another supervisory organization.

E. They are a foundational structure in Workday.


What are Workday Roles?

Roles: When linked with organizations, roles determine:

What you can see & what you can do• Provide access to appropriate data within the assigned

organizational structure• Determine functional responsibilities and routing of

actions in a business process Default roles: “Employee” , “Manager”, Assigned roles: “HR Partner”, “Management Partner” et. al.

Offer opportunity for flexibility and increased functionality


Role Assignment Facts Facts: Roles can be inherited or assigned (by supervisory organization); Assignments are designated at the position level

Mgmt PartnerPosition XYZSusan Stone

InheritedMgmt PartnerPosition XYZSusan Stone

AssignedMgmt PartnerPosition ABCDiego Vasquez


Role Assignment Facts Fact: More than one position can be assigned to a role (Management Partner, Hr Partner)

HR Partner1. Position CCCCarmen Campos2. Position BBBBenny Lee


Role Assignment Facts Fact: One position could be assigned to different roles.

HR Partner1. Position CCCCarmen Campos2. Position BBBBenny Lee

Finance Partner1. Position CCCCarmen Campos2. Position BBBBenny Lee


Quick Review: How Do Roles Work?

All are true statements except:

A. Roles can only be designated at the top level (the college/unit).

B. More than one position can be assigned to a role (ex. HR Partner).

C. One position can hold more than one role (ex. Mgt Partner and Finance Partner).

HR Partner 1Hayley Harris

HR PartnerHayley Harris

HR PartnerHayley Harris

HR PartnerKristie Lamb

HR Partner 2Cyndi Morris


Role Assignments – Checks & Balances

The same position (person) cannot initiate and approve a HR event;

If a position (person) is assigned both the management partner and HR partner for a supervisory organization, an additional person(s) should be assigned to the HR partner.


What is a Business Process?

Initiate Hire

Propose Com

p

Review

Hire

Edit IDs

Assign Pay Group

Roles ManagementPartner

ManagementPartner

HR Partner On-boarding Partner

Payroll Partner

Steps

Hire Employee Example Business Process**Important note: This example is for demonstration purpose and does not indicate the steps for Cornell at go-live.

HR Business Process roles can be assigned to different people across different organizations

Orgs


If…then Step Role Optional Complete

a Request Compensation Change - Initiation

Management Partner

No

b Share Costing (Labor) Distribution

Finance Partner NO

c Review/Approve Request Compensation Change

HR PartnerCompensaton Partner

No Yes if step d not necessary.

d Base Pay Proposed >= 245000?

Approve Request Compensation Change

Executive Comp Partner

No Yes

Compensation BP


Tie Back to Business Processes (ex. Comp Change)

Initiate Event

Share Costing (Labor)

Data

Review/Approve

Event

Roles Mgt Partner

Lyman Flahive

Finance Partner

Lyman Flahive

HR Partner

Cyndi Morris

Steps

Request Compensation Change Business Process



Initiate Event


Data

Review/Approve

Event

Roles Mgt Partner

Cyndi Morris

Finance Partner

Cyndi Morris

HR Partner

Cyndi Morris

Steps




Initiate Event


Data

Review/Approve

Event

Roles Mgt Partner

Cyndi Morris

Finance Partner

Cyndi Morris

HR Partner

Cyndi MorrisHayley Harris

Steps



Definitions of Workday Roles

Major roles: Management Partner, HR Partner, Hire Initiator, Student Employment Roles

More limited roles: Compensation Finance Partner, Time-Away Partner, Academic Roles

Lookup Roles: HR and Finance Lookup

Functional Roles: Benefits Partner, Compensation Partner, Absence Partner

Security Roles: Security Partner, Org Owner


Role Assignments at Go-Live

Phased Approach: Major roles assigned within HR until the system has stabilized, then unit-specific plans to distribute roles more broadly

Roles a manager might have: Employee (Default), Manager (Default), Compensation Finance Partner, Finance Lookup NOTE: All employees and managers will have access to

required data via their default roles, regardless of whether they are assigned another specific role.

Role-specific training will be provided starting in November


Finance Lookup Role

Finance Lookup role currently under development

We need your help!

Review proposed definition and provide your feedback

Once role is developed, assist in testing

REIMAGINING OUR WORKDAY Workday Project Understanding Roles & Role Assignments Managers Engagement...

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