Workday WednesdayEpisode #5

15 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 mailed out to all after we’re done

• Please complete the survey to suggest more topics

Today’s Topics

•Welcome to Workday Wednesday: Chris Longshore

•Welcome to Workday 28: Chris Longshore

• System Status: Troy Bettinger

• HR Goals Templates: Marla Trevor

• Contingent Worker Process: Jessie Craney

• General Questions: Workday SWAT/J-TACK Team

• Next Week on Workday Wednesday: Chris Longshore

Suggested Topics to Cover

• Benefits: Changing Beneficiaries.

• New Hire: Steps for Manual Hire.

• Onboarding: Flow Chart of Hiring/Onboarding With Roles.

• Talent: Goal Templates when Ready.*

• Cover the reporting process and how to create custom reports, and existing reports in Wday.

• Creating and Editing Positions. [Next Week]

• The Contingent Worker Process. *

Please add your ideas to the next survey.Even if it is already listed above.

* Topic will be covered today!

Where is Workday Wednesday?

• Look for archive on the Denvergov.org\Workday page

Workday 28 Is Here

• 28 Upgrade happened March 11th

• Greatest impact on Finance module.

• Low impact on HR, Payroll and Talent modules.

• No significant feature additions for Denver this time.

• Please contact the service center if you see any anomalies.

• OHR, DoF & TS Staff Tested 28 Production to Ensure Nothing Broke with the Upgrade.

• Kudos to the staff who worked over last weekend to complete the testing.

• Goodbye to the Twinkie; Hello Action Button

System StatusTroy Bettinger

System Status

Next Workday Service Updates:

Mar 17, 2017 - 11:59 PM until

Mar 18, 2017 - 4:00 AM MDT

Mar 24, 2017 – 11:59 PM until

Mar 25, 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 two weeks to code and test a new security role.

Known Issues 3/15/17 p1

• 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 should check for approved

job req for the position number before authorizing the hire in Neogov.

• Neogov Integration Backdating Action Dates.• Workaround: Neogov is working on a solution.

Records and Recruiting Coordinators are manually correcting dates.

Known Issues 3/15/17 p2

• Inheritance Not Working for Acting Manager Role• Workaround: Workday team will meet 3/16/17 to decide on

appropriate strategy.

• Agency Designation Missing from Job Reqs• Workaround: Admins are running reports and editing Org

Assignments when needed.

• For a brief period last week, network password changes were not propagating to Workday and other systems. The problem has been resolved.• Workaround: If a user has recently changed their

network password and cannot access Workday, they should change their network password again, then wait for the top or bottom of hour to pass, and then login to Workday with the new password.

Recent System Changes

From Last Time:

• Code Freeze.

New This Week:

• Recovering from Code Freeze.

•Workday 28 Features

Goal SettingMarla Trevor

Goal Setting

• OHR is piloting the Goal Setting template before rolling it out citywide.

• Thank you for being part of the pilot!!

• Goal Setting steps:

1. Talk with your manager about your goals.

2. Determine if your manager will add goals for you, or if you will add them yourself. (Remember, your manager must approve all your goals and has final say in what they are.)

3. Enter the goals through the template in your inbox.

Goal Setting

All OHR Employees received a goal setting template in their inbox Monday 3/13.

Goal Setting

Go to Guided Editor

We recommend that you use the Guided Editor.

Goal Setting Timeline

• OHR Goals must be in Workday by April 7.

• Prepopulated goals for common jobs due March 31 to Patti Rowe.

• Citywide template launch April 24

• Citywide goals due May 31

• Questions?

• Contact Marla Trevor or Patti Rowe,

• Or submit a SupportNow ticket.

Contingent Worker ProcessJessie Craney

Contingent Workers (CW)

What is a Contingent Worker?

• Contingent Worker - anyone who accesses the City’s network, has badge access to facilities, or is doing work for, or anticipating to work for, the City more than 40 hours per year, but is not classified as a City employee. Contingent workers include but are not limited to: • Contractors• Unpaid Interns• Unpaid Trainees• Vendors• Volunteers• Outside auditors (i.e., auditors outside of the City’s Auditor’s

Office or not City employees)• Other non-paid worker types

Why are CWs in Workday?

Access Control:

• All contingent workers who access the city’s network are provisioned an Active Directory account and must have their access to the city’s network tracked and monitored

• TS provisioning/de-provisioning is integrated with the worker record in Workday

• All contingent workers who require access to city facilities must have a city provided badge

• Facilities relies on termination reports to ensure badges are deactivated

CW Tasks

Main Workday tasks associated with CWs:

• Position Management (Create Position, Create Job Requisition)

• Contract Contingent Worker = the “hire” process

• End Contingent Worker Contract = the “termination” process

• Change Contingent Worker Details = updates contract end date

CW Position Management

CW position management uses the same position management tasks as employee positions:

• Position: Create, Edit & Close

• Job Requisition: Create, Edit & Close

• Follows the same approval process, except does not route to the Compensation Partner

CW Position Management

Identify need to “hire” a contingent worker

• Is there an existing, vacant position?

• Yes: Create Job Req > Existing Position

• Approval by: Agency Approver

• No: Create Job Requisition > New Position

• Approval by: Agency Approver & BMO Partner

• Maybe: The position is occupied by a worker that has left

• First, End Contingent Worker Contract

• Then, Create Job Req > Existing Position

Contract Contingent Worker

• Is the “hire” process to add the contingent worker to Workday

• Can be initiated by Manager, Management Chain, or HR Analyst

• Recommended that the task is completed 1-2 weeks prior to the CW’s start date

• Requires the initiator to know:• Position Number• CW Name (first, middle initial, last)• CW Contact information (email, phone, address)• CW Start date• CW End date

• Three step process• Create Pre-hire• Add contingent worker details• Confirm Organizational Assignments

End Contingent Worker Contract

• Is the “termination” process – removes the worker from their position in Workday

• Can be initiated by Manager, Management Chain, or HR Analyst

•Must be completed with 24 hours of the worker leaving (can be completed prior to end date)

Update Contingent Worker Details

Is used to update a CWs Contract End Date:

•When contracting a CW, an approximate end date, up to one year from the hire date or a date six months from the hire date must be entered > use this process to extend the end date

Reports

• CCD HR All Contingent Workers Report shows

• Employee ID

• Position ID

• Position/Employee

• Job Profile

• Supervisory org

• All Contingent Workers (same as above with additional information)

• Contingent Workers with Expiring Contracts – Run based on contract end date

Available CW Resources

denvergov.org/workday > Training and Job Aids:

Next Workday Wednesday

Wednesday, 22 March 2017

@ Noon

Special Guest:BMO on Cost Centers

Episode #3 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Chris LongshoreAmy Jewell

Jessie CraneyKaruna Dhingra

Marla TrevorTroy Bettinger

Special Thanks to:Wade Balmer

Tyson MartensProfessor Robert Kelly

& FamilyCassie Schoon

Jane Zbyszynski