Workday Wednesday - Denver...Developers will have one more week to code and test a new security role...
Transcript of Workday Wednesday - Denver...Developers will have one more week to code and test a new security role...
Workday WednesdayEpisode #6
22 March 2017
Please Mute Your Phone/Microphone and Close Your Video Window
Welcome to Workday Wednesday
•Workday Wednesday Is for HR Professionals
•We’ll take your questions at the end of each section
• This is one item in your toolkit
•Other ways to get help
• SWAT Team Visits
• Office Hours
• Consulting on issues.
• Presentation PDF uploaded to archive
• Please complete the survey to suggest more topics
Today’s Topics
•Welcome to Workday Wednesday: Chris Longshore
• System Status: Troy Bettinger
• Benefits - Changing Beneficiaries: Heather Britton
• Everything You Need To Know About Cost Centers But Were Afraid To Ask: Kelly Greunke, BMO
• Cage Match – Edit Position versus Edit Position Restrictions: Jessie Craney
•General Questions: Workday SWAT/J-TACK Team
•Next Week on Workday Wednesday: Chris Longshore
Future Topics You’ve Suggested
• Benefits: Changing Beneficiaries*
• New Hire: Steps for Manual Hire
• Onboarding: Flow Chart of Hiring/Onboarding With Roles
• Cover the reporting process and how to create custom reports, and existing reports in Wday
• Creating and Editing Positions *
• Comp Change – Which is What and How to Do It
• How Does Language Differential Work?
• Detailed Delegation Demonstration
• Order of Operations: Retire to Fill with Position Edits
Please add your ideas to the next survey.Even if it is already listed above.
* Topic will be covered today!
Where is the WW Archive Now?
• Check out the new HR Community Resource Center on the Denvergov.org\Workday page
Where is the WW Archive Now?
• Blog style arrangement with most recent on top.
• Session Agenda listed to help you find a topic.
•Use link to download the presentation PDF.
•Multiple pages
Reporting Workshop Status
• Current classes are full
•We will use the scheduled classes as a pilot to see how these work
• Class feedback will determine if we will offer future sessions.
An Unashamed Plug
OHR Innovate-a-Thon
• Today 3/22/17 1-4PM
•Webb 4.H.2
•Meet with OHR Black Belts and advisors from the Peak Academy
•Open House Format
• Prizes and Snacks!
System StatusTroy Bettinger
System Status
Next Workday Service Updates:
Friday 24 March 2017 – 11:59 PM until
Saturday 25 March 2017 - 4:00 AM MDT
Friday 31 March 2017 – 11:59 PM until
Saturday 1 April 2017 - 4:00 AM MDT
Workday Production Tenants will be unavailable during this time.
https://community.workday.com/calendar/grid/2017-03
No Sandbox Refresh This Fortnight
Developers will have one more week to code and test a new security role in the Sandbox.
Known Issues 3/22/17
• Interface between E-Verify and Workday for passport photo matching is not sharing correctly.• Workaround: First resolve case in E-Verify, then update
photo match task in Workday.
• Attempting Neogov Hire Actions Without Job Req.• Workaround: Recruiter must check that position has
approved job req before authorizing the hire in Neogov.
• Inheritance Not Working for Acting Manager Role• Workaround: Workday team reviewing options.
• Agency Designation Missing from Job Reqs• Workaround: Admins are running reports and
editing Org Assignments when needed.
Benefits - Changing Beneficiaries
Heather Britton
Benefits - Changing Beneficiaries
Heather Britton• Manager of Benefits & Wellness, OHR
• Denver Service: 15 years, 10 months, 8 days
Benefits - Changing Beneficiaries
•Getting Started:
Benefits - Changing Beneficiaries
2nd
1st
4th
3rd
5th
6th
Finding the Job Aid
Everything You Need To Know About Cost Centers But Were Afraid To Ask
Kelly Greunke, BMO
Need to Know: Cost Centers
Kelly Greunke• Financial Manager, Budget Management Office
• Denver Service: 11 years, 10 months, 6 days
Cost Centers
• The cost center is the department or unit within an organization to which expenses will charged when goods or services are purchased, including payroll expenses, for budgeting and accounting purposes.
• Helps to track expenditures and revenue so that agencies stay within their budget
• Provides an understanding of how resources are being used for smarter use of those resources
• Allows for historical & current spending analysis and forecasting
• Helps with future year budgeting and understanding the cost of providing services
More Cost Center Info
• Cost center generally refers to the lowest level at which budget/expenses are tracked
Appropriation Level: The Police Department 3510000
Control Level: Police Administration 3511000
Police Operations 3512000
Track Level: Office of the Deputy Chief 3512100
Patrol; Traffic Operations; Photo Enforcement; OperationsSupport; Crime Lab; Police Fleet Mgmt.
• Fund Number: The funding source, e.g., the General Fund, Special Revenue Fund (including grants), Enterprise Fund, etc.
Cost Centers & Position Management
Position Management involves the relationship between organizational structure and the jobs and types and characteristics of jobs, as well as both the positions and employees needed to carry out the organization mission, programs and service delivery.
• This has both an HR component AND a budget component
• BMO closely monitors the number of budgeted (and actual) FTEs
• Agencies are not allowed to add to the budgeted FTE count and personnel budget without Budget approval
Assign / Change Org Assignment
•New positions are routed to BMO to verify funding source AND for approval/denial of the new position
• BMO will assume that the position has the same fund and cost center as the supervisor, unless we are provided with information that indicates otherwise.
• If you are creating or moving a position, and the position has grant or other, alternative funding, please say so in the comments box.
• If you are creating or moving a position to another/new supervisor, but you know the payroll expenses need to hit another org, please say so in the comments box.
Cost Centers VS. Department IDs VS. Supervisory Orgs
Finance Orgs
• Agencies use cost centers every day: to buy paper, pay for training, printing, etc.
• The same is true for personnel costs, including compensation, benefits and overtime
• In Workday, the cost center AND fund are fields on the position
HR Orgs• In PeopleSoft, the HR org
unit was called a Dept. ID• The Dept. ID was mapped
to a fund and cost centerand usually “looked the same” as the Finance Org• In Workday, the
supervisory org indicates the reports to structure and is NOT tied to a cost Center. Each position within it is mapped to a funding source, separately and independently
HR Dept. ID
Pos# 12345
Pos# 23456
Pos# 78998
Pos# 45678
Pos# 34567
Finance
Fund –01010
Cost Center - 3511100
Finance
Fund
Cost Center
Grant
Pos# 98765
HR Dept. ID
Dept. ID Mapping in PeopleSoft
The Dept. ID contained all positions at all levels: managers, supervisors and line staff. It did not reflect reporting structure.
Position Cost Centers & Funds in WD
Pos#12345
Pos#23456
Pos#45678
Pos#56789
Pos#34567
Pos#98765
01010 3532200
353110112009 5020100
01010 3532100
01010
Cost Centers are more flexible because each position in a supervisory org can have a separate cost center.
Everything You Need to Know
Cost Centers and Fund Numbers
• Show which agency/division pays for the position
• Are managed by the Department of Finance
• Are assigned by BMO when new position(s) created
•May need to be updated when a position/person moves to a new supervisor (but maybe not)
• Please comment on Mover Worker Actions
• Comments clarify changes, intentions and details
• Are completely separate from HR Supervisory orgs, which tell us who a person reports to
Seeing Cost Centers: Worker
Seeing Cost Centers: Position
Edit Position versus Edit Position Restrictions
Jessie Craney
Position Restrictions
The Edit Position and Edit Position Restrictions tasks allow for changes to the position/hiring restrictions:
• Job Profile: Job Classification
• Worker Type: Employee or Contingent Worker
• Worker Sub Type: • Employee: Unlimited, Limited, On-call & Safety (Police, Fire, Safety)• Contingent Worker: Board Member, Unpaid Intern, Unpaid Trainee, Vendor
• Time Type: Full Time or Part Time
• Location
Edit Position: Changes to a filled position - will impact the employee in the position
Edit Position Restrictions: Changes to a vacant position or when a position becomes vacant
Navigation
Filled Position Vacant Position
New Resource Available!
We now have a one page summary of the Edit Position/Edit Position Restrictions reason codes that includes:
• Reason code description
•When to use it (Edit Position/Edit Position Restrictions)
•Notes (includes comments/attachment information)
• Approval Process
Available on the HR Community Resource Page
Edit Position vs. Edit Position Restrictions
Reason Description EP EPR Notes Approvers**All route to Agency Approver
Change in Hours Updates the number of hours or updates the
position’s time type
x x BMO Partner
HR Partner
Job Profile Change Change in Job Profile (and any additional
changes in addition to updating the Job Profile)
x Must enter job description/
qualifications in the Job Description
Summary and Job Description fields
Compensation Partner
BMO Partner
Job Profile Name
Change
Used by HRIS team for mass changes to job title N/A
Job Profile Upgrade
(Safety)
Uniformed officer position changes x HR Partner
Location Change Use only when there are changes to the
location. If there are additional changes to the
position restrictions, use other reason codes
x x HR Partner
Position Ends Date
Extension
Updates a limited position’s ends date (Ends
Date is assigned when the Job Req is created)
x Must use comments to indicate
change
BMO Partner
HR Partner
Progressive
Reallocation
Use with progressive series classifications when
upgrading the position
x Must attach Class Action form; has
change in pay
Compensation Partner
HR Analyst
HR Partner
Reallocation Use to upgrade the position as a result of the
desk audit
x Must attach Class Action form Compensation Partner
HR Analyst
HR Partner
Worker Type Change Use to update the worker sub type (limited,
unlimited, on-call)
x Must use comments to BMO about
change
BMO Partner
HR Partner
Reallocation and Progressive Reallocation
•Only completed on filled positions (Edit Position)
• Initial process is outside of Workday
•Managers will initiate the Edit Position task once they receive the completed/signed Class Action form
•New job aids available for both processes
Reallocation and Progressive Reallocation
Approval Process:
• Agency Approver: Review Edit Position
• Comp Partner (Class/Comp Analyst): Review Edit Position
• HR Analyst (HR Business Partner): Propose Compensation
• This is a sub business process - Will need to review the Edit Position task to view the details to confirm the compensation
• HR Partner (HR Records Team): two steps
• Approve Propose Compensation (sub business process)
• Approve Edit Position
• Process Complete
Next Workday Wednesday
Wednesday,
29 March 2017 @ Noon
Episode #6 Credits: Thanks to the following
staff for helping craft Workday Wednesday:
Chris LongshoreAmy Jewell
Jessie CraneyKaruna Dhingra
Marla TrevorTroy Bettinger
Special Thanks to:Heather BrittonKelly GreunkeWade Balmer
Tyson MartensCassie Schoon