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What to Expect with Workday Managing People

May 19, 2021

Purpose Of This Session

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• An education session

• Overview of what to expect

• Communication of high-level changes

What It Is…

• End User Training

• In-depth process demos

• A venue for specific and technical questions

What It Isn’t…

Guidelines For Participation

ASK QUESTIONSIN THE CHAT

An FAQ will be distributedafter this session

THIS SESSION ISBEING RECORDEDPlease be mindful of others’

learning experiences

UPHOLD OURSHARED VALUES

Respect | Inclusion | Support

Agenda

1 Introduction

2 Recruiting & Hiring

3 Team Management

4 Next Steps

Why are you here today?

This session has been developed for anyone who has a direct report

Examples:

• I am the Group Leader for Core Enterprise Applications

• I plan and manage the workload and priorities of my direct reports

• I supervise a Co-op student

New Terminology

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Today… In Workday… What You Need To Know…

Account Program, Project or Grant By default, each Program, Project or Grant has one designated approval authority

Account Holder Program, Project or Grant ManagerThe designated approval authority; approval authority can be temporarily delegated to others to accommodate for absences

Subaccount Project Task or Spend CategoryLegacy CFI projects and IAMI accounts will use Project Tasks; all Programs, Grants and future Projects will use Spend Categories

Fund Fund No changes

Division or Subdivision Cost Center Identifies a unit within the organization where payroll,

operating expenses, revenue and budget are tracked

Approvals vs. Notifications Workday

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Approvals• Require action

• Are a one-click step that contains either the denial or permission of a business process

• Can batch approve multiple requests

• Examples include:

• Travel spend authorizations• Expense reports• Supplier invoice requests• Timesheets• Absence requests• Delegation requests• Etc.

Notifications• Do not require action

• Are alerts from business processes citing specific progress in the workflow

• Are nice-to-know updates separate from the inbox

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Recruiting & Hiring

Recruiting & Hiring in Workday

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Workday provides an end-to-end talent acquisition application built to help you find, share, engage and select the best internal and external candidates.

Benefits of Workday:• Manage the recruiting lifecycle in one

system, including recruiting, hiring and onboarding with advanced talent analytics

• Create a consistent candidate experience from outreach to onboarding

• Streamline the recruiting and hiring process by enabling transparency and collaboration across the entire hiring team

RecruitingJob Requisitions, Candidate Management& Referrals

HiringCandidate Selection & Offer Management

OnboardingCandidate Experience & Automated Workflow

Recruiting In Workday

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In the future…• The Job Requisition is created and is

automatically routed for approvals

• Hiring managers view Applications and advance candidates

• Applicants will be processed through Workday

• The Recruiting Dashboard displays a summary view of recruiting activities and reports which provides visibility into progress

Benefits of Workday:• Automates steps and reduces back-and-

forth emails with HR

• Reduces HR’s administrative load which frees up time to support you with other requests faster

• New features like “Share Reviews” means that hiring teams can share knowledge in one place

Recruiting is the process of searching for potential candidates with the right skills and qualifications and encouraging them to apply for jobs in the organization.

Hiring In Workday

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Hiring is the process of offering the employment opportunity to the selected candidate.

Benefits of Workday:• Greater visibility and access provides the

hiring team with the opportunity to communicate in real time about the status of candidates

• Hiring managers, recruiters and interviewers are connected for a more seamless process

In the future…• A Pre-Hire refers to applicants who hiring

managers are considering for an open position but have not been hired yet

• Streamlined processes and reduced back-and-forth emails for:

• Making an Offer• Sending the Employment Agreement

• Approvals are automatically routed

Onboarding in Workday

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Onboarding is the process of familiarizing a new employee with the organization and begins from the moment an offer is made until the time the employee becomes a productive member of the organization.

In the future…• New employees will complete HR-related

onboarding in both the TRIUMF & UBCWorkday tenants

• New employees will have “to-dos” as part of the onboarding process, for example:

• Update banking information in UBCWorkday tenant for payroll

• Update banking information in TRIUMFWorkday for expense reimbursement

Tip: Not all onboarding activities will take place in Workday.Team related onboarding components will remain the responsibility of the manager.

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Team Management

Managing Performance & Career In Workday

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In the future…• Have visibility into talent strengths, interests and

retention risks

• All goals and objectives are digitally tracked and aligned to organization goals and initiatives

• Year-over-year data can be leveraged to track employee development, identify opportunities and inform performance and career decisions

• Regular check-ins and anytime feedback encourage continuous collaboration and engagement

Workday will provide detailed insight into our workforce to drive organization growth.

Benefits of Workday:• Team Development

• Identify skill gaps in your group

• Develop comprehensive plans for filling those gaps

• Analyze key attributes of your direct reports for career progression including competencies and potential

Managing Compensation In Workday

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In the future…• Managers will play a more active role in

compensation

• View team compensation data with the Compensation Dashboard

• Conduct comprehensive analysis and develop a better understanding of team compensation with reports

• Use a configurable grid to understand award pool budget data and rating your team during the P3 process

Workday Compensation fosters collaboration between HR and managers when conducting employee assessments and compensation adjustments.

* Illustrative image due to confidential nature of content

In the future…• Managers have a centralized view of their

team’s time

• Employee-specific schedules can be created, edited and assigned

• Managers can add, modify or delete tracked time for their team members

• Approval items are automatically routed to the Manager’s Inbox for approval

• The Review Project Time Report can be used to mass approve time

Managing & Approving Time Tracking In Workday

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All employees, including Students, must track all time and you must approve all payroll related time in Workday.

Overtime & Accrued Time Off will be calculated based on hours entered

Approvals will be bypassed on operational commitment hours*

Time Tracking For Salaried Employees

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Must track time againstoperational commitments

Must track time againstproject commitment

* Except where the hours worked generate Overtime / ATO

All time will be approved

Time Tracking For Hourly Workers

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Must submit time sheets before deadline to get paid in pay period

Overtime will be calculated based on hours entered

Overtime should beapproved in advance

Time Tracking For Operators (Rotating Shift Schedule)

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All time will be approved Overtime should beapproved in advanced

Must enter time for every shift worked (e.g., hours)

Must enter exception time No longer use time sheets / external tracking processes

Managing Team Absences In Workday

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Employees can submit either a time off or absence request in Workday. Managers have the responsibility to approve, send back or deny these requests.

In the future…• A centralized view of Time Off and Absences

provides better workforce planning capabilities

• The calendar view is intuitive and simple to read

• Additional approvals are required if an employee cancels or modifies previously submitted Time Off or Absence requests

Learning

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Workday will replace our current Learning Management System (LMS) learning.triumf.ca and will provide employees on-demand access to learning and development resources.

Tip: Training for Workday will remain in our current LMS for the Workday rollout.

Enroll My Team• Managers can enroll / unenroll workers

in courses• Approvals are required to drop a

course

My Team’s Learning• Generate reports and gain insight into

your team’s learning progress• Follow up on incomplete courses in

real time

Managing Purchases & Expenses in Workday

In the future…• One person is responsible for and has

approval authority for the Program, Project, or Grant

• Approval authority can be temporarily delegated to accommodate for absences

• Purchase requests, spend authorizations and expense reports are automatically routed for approval

• Purchasing and expense data can be analyzed in real-time

Managers are required to review and approve purchase requests and team expenses in Workday.

Visitors

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• The visitor process will remain in the Visitor Application at Workday Launch

• Training courses will be provided in Workday

• Visitors will be identified and organized in Workday by facility

• Visitors brought into TRIUMF by either Safety Supervisors or HR, can enter their banking information directly into Workday for reimbursements

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Next Steps…

What You Can Expect In Training

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On-Demand Job AidesHow-To Videos Live Q&A Sessions

Change Readiness Survey

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The Change Readiness Survey helps us gauge the progress of our change management efforts.

In mid-May, you will be sent a program survey. The team will use your confidential responses and insights to better understand how to make the Workday Go-Live successful.

How can you help?

Submit your name and email if you are willing to provide additional follow-up information

Respond thoughtfully and openly

Watch for an email with the link to complete the survey

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Thank youMerci

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