delphi confidential employee direct access - course # 102

Delphi Confidential

Employee Direct Access - Course # 102

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Navigating the course

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This course is designed to give all employee an overview of common self-service tasks in Workday, such as Personal Information, Absence Management and Compensation and Benefits.

By the end of this course, you will be able to:

Understand and perform common Employee Direct Access tasks in Workday

View and update personal information

Request and update time off

View compensation information

Complete professional profile and talent profile

Course Introduction


Easy access to personal and employment information

A structured process flow for updating this information, which ensures all steps are followed and no steps are skipped

Online submission of documentation associated with updates

Benefits of Workday

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Lesson 3 - Absence Management

Lesson 4 - Compensation -Basic

Lesson 5 - Talent and Professional Profiles

Lesson 1 - Common tasks

Lesson 2 - Personal information

Contents


Overview of Common Tasks

Employee Direct Access

Personal Information

Absence Management

Compensation - Basic

Lesson 1

Lesson 2

Lesson 3

Lesson 4 Summary

Lesson 5



Personal information refers to the Employee data in Workday that an Employee provides to Delphi. Delphi will follow all data privacy laws in each country where this exists.


Absence ManagementAbsence Management allows you to manage your time off and leave, view your time off and time off balance.


Compensation- Basic

In the Pay function, you are able to take actions and View your pay information.




Viewing personal information

Changing personal data - direct access

Personal information changes needing documentation support

Lesson 1

Lesson 2

Lesson 3

Lesson 4 Summary

Lesson 5


Personal information refers to the Employee data in Workday that an Employee provides to Delphi. This data includes, but is not limited to:

• Name

• Home address and phone number

• Emergency contact information

• Date of birth

Workday provides easy access to the personal information you have provided to Delphi and enables you to follow a structured process for updating it, including online routing of approvals and submission of supporting documentation when necessary.



Viewing personal information

By clicking Personal Information icon, you can view your personal information such as: Address, Email address, Name etc.

You can also Change your personal information, such as Contact Information, Photo, Preferred Name

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Let’s look at the type of personal data changes that you can make in Workday at any time. This table below lists the personal data changes that you have direct assess to. This means you can make these changes without approval and supporting documentation. Please note that for some countries, additional approvals may be required

Change Personal Data

Change Type Initiated by Employee?

HR Review/ Approval?

Supporting Documentation?

Change Preferred Name Yes No No

Manage social networks Yes No No

Add/Update Emergency Contact Information

Yes No No

Change Contact Information Yes No No

Change Address Yes No No

Add/Maintain Profile Picture Yes No No

Change Gender Yes No Yes

Change Disabilities Yes No Yes

Change Ethnicity Yes No Yes

Change Religion Yes No Yes

Change Military Service Yes No Yes

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The table below lists the personal data changes that require HR approval.



HR Review/ Approval?


Change Legal Name Yes Yes Yes

Change Marital Status Yes Yes Yes

Change DOB Yes Yes Yes

Change Citizenship Yes Yes Yes

Change Licenses Yes Yes Yes

Change passports Yes Yes Yes

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The table below lists the personal data changes that are initiated by HR.Click on each type of change to see which transactions are applicable.



Initiated by HR?


Title change No Yes Yes

Employee Contract No Yes Yes

Union Membership Event No Yes Yes

Service Dates Change No Yes No


Demonstration: Change Contact Information

Scenario: Let’s navigate Workday in a demonstration and learn how to change Contact Information

Click the button below to begin the demonstration.

Note: Since this is a demonstration, the steps in Workday will be performed for you.


Personal data changesRequiring HR approval: Change Legal Name

HR Rep approve the request

Employee submit the request of legal name

change in Workday

1

System information has been updated and

received by employee

Employee HR Rep

2 3

Employee


Demonstration: Change Legal Name

Scenario: Let’s navigate Workday in a demonstration and learn how to change legal name



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Personal data changes initiated by HR: Title change

HR Rep approves the change

2

Manager initiates the title change

1

Manager receives notification

3

Manager Manager HR Rep

System information has been updated and received by

employee

4

Employee


Personal data changes initiated by HR: Title changeYou can find your new title after the title change has been approved by HR partner.


Knowledge Checkpoint

Which one of the following changes should be initiated by HR?

Select the correct option; then click Submit.A. Change Preferred NameB. Manage social networksC. Add/Update Emergency Contact

InformationD. Change Address and Contact InformationE. Title ChangeF. Add/Maintain Profile Picture

E. Title Change


Absence Management


Requesting and updating time off

Requesting leave of absence

Lesson 1

Lesson 2

Lesson 3

Lesson 4 Summary

Lesson 5


Time Off

The Request Time Off process is used when an Employee would like to take some time off and the Correct Time Off process is used when the Employee needs to make a change or cancel time off to work.

The Manager is the approver for both Requests and Correct Time Off processes.

• Manager Approves Time Off Request

• Manager Approves Correction

2

• Employee Initiates Time Off Request

• Employee Initiates Correction

1

Employee Manager

Note: Notify Employee



Click the time off icon then click “request time off”



Select the date and then enter the time off type and number of hours requested. Click on the + sign to add additional days



Enter the additional information and then click submit


Leave of Absence

Leave of Absence refers to a time when an Employee may need to be out of the office for medical or non-medical reasons covered by Delphi’s policy.

Different countries have different Leave of Absence Types

The Request Leave of Absence request is used when an employee has a need to take a leave from work and the Request Return from Leave of Absence request is used when an employee is returning from a leave of absence.

Your manager will need to approve both the request for leave of absence and the request for return from leave of absence.


Request Leave of Absence

Absence Partner Receives

Documentation and Initiates

Request

2Employee Holds Conversations

With HR Rep and Manager

Regarding Leave of Absence

1

HR Rep Reviews Leave of Absence Request

3

Manager Approves Leave

of Absence Request

4

Benefits Partner and HR

Completes Remaining Steps

5

Placeholder for Image


Employee HR Rep


Manager


HR Rep


Absence Partner

Note: Remaining steps include review benefits

jobs by Benefits Partner, manage BP’s for worker

and reassign worker roles by HR and request

delegation change as an optional step by

Employee

Note: Step occurring outside of Workday

Note: Documentation step happens outside of Workday and Employee

can also initiate the process in Workday if

ESS checkbox is selected.


Employee

Note: Condition: Only complete for certain

leave typesNotify: Subject and HR

Rep

Benefits Partner


Request Return from Leave of Absence

Initiate Request To Return From

Leave of Absence

2HR Rep Confirms

Employee Has Returned From

Leave of Absence

1

Absence Partner Completes To

Do: Review Documentation

3Manager Approves

Request Return From Leave of

Absence

4

Consolidated Approval

5

HR Rep Employee Absence Partner


ManagerHR Rep Absence Partner

Note: Condition: Employee can

initiate the request if ESS checkbox is

selected

Note: Step occurring outside of Workday and

applicable only in case of regulatory

leave

Note: Step skip if absence type is layoffNote: Notify Subject, Manager and HR Rep

Note: Step skip if absence type is layoffNote: Notify Subject, Manager and HR Rep

Note: Step occurring outside

of Workday


Request Return from Leave of Absence

HR Rep Completes

Optional Steps

7Employee Completes

Optional To Do: Request

Delegation Change

6

Employee HR Rep

Note: Optional steps include

Reassign Roles to Returned Subject and To Do: Assign

User Based Security Groups


Demonstration: Request Leave of AbsenceScenario: Let’s navigate Workday in a demonstration and learn how to request Leave of Absence:




Demonstration: Request Return from Leave of Absence Scenario: Let’s navigate Workday in a demonstration and learn how to request Return from Leave of Absence




Managers need to review and approve all absence requests. Is this true?

Select the correct option; then click Submit.A. TrueB. False

Answer:A. True



Compensation



Lesson 1

Lesson 2

Lesson 3

Lesson 4 Summary

Lesson 5



The Pay function allows you view your compensation information. Clicking the “Pay” icon from the home page, you will see the “Actions” and “View” options.To view your compensation information, Click “Total Compensation” under “View”



You can see your compensation information listed with specific details of each item, such as base pay and allowance.



You can also see your total compensation package by percentage in the pie chart format.


Talent and Professional Profiles


Completing professional profile and talent profile

Lesson 1

Lesson 2

Lesson 3

Lesson 4 Summary

Lesson 5


Talent Profile vs. Professional Profiles

Benefits of Talent and Professional Profiles• Completing these profiles helps employees in promoting their skills and

experience, etc. • It's essentially a direct access feature to empower employees to take

accountability of their career and grow. • All employees are highly encouraged to complete their talent profiles

Professional Profile• Professional Profile consists of

“Experience”, “Skills”, “Education”, Projects”

Talent Profile• Talent profiles consists of “Skills”,

”Career”, ”Performance”, ”Job”, “Experience ”, ”Compensation”


Accessing your profile

Open the My Career section


Adding information your profile

Select an area to update

Languages


Enter your information

Input your capabilities

LanguageAbility

Proficiency


Enter the information required and then Click “Submit”

Completing Professional Profile(Cont.)


Click the icon next to your name and click the “Talent Profile” icon

Completing Talent Profile

Access to Personal Profile information has been moved to

the Career Page


You can see the types of information that you can add or edit

Completing Talent Profile(Cont.)

Access to Personal Profile information has been moved to

the Career Page


Click “Job” and you will find the “Professional Profile”

Completing Professional Profile

Access to Personal Profile information has been

moved to the Career Page


You can add or edit “Experience”, “Skills”, “Education”, “Projects” by clicking Add or Edit



Enter the information required and then Click “Submit”



A. ExperienceB. SkillsC. Education D. Projects

Which of the following are included in the professional profile?

Select the correct options; then click Submit.

A. Experience

B. Skills

C. Education

D. Projects

E. Performance

F. All of the above



Summary

To summarize the course learnings, you will now be able to:

• Understand and perform common Employee Direct Access tasks in

Workday

• View and update personal information

• Request and update time off

• Complete professional profile and talent profile

• View compensation information

delphi confidential employee direct access - course # 102

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