Workday WednesdayEpisode #13

17 May 2017

Please Mute Your Phone/Microphone and Close Your Video Window

Welcome to Workday WednesdayChris Longshore

Today’s Topics

•Welcome to Workday Wednesday: Chris Longshore

• System Status: Troy Bettinger

• Upcoming Process Changes: Karuna Dhingra

•Goals Update: Marla Trevor

• Agency vs Sup Org vs Cost Center: Jessie Craney

• Reporting Tips: Jessie Craney

• Acting Boss Update: Troy Bettinger

•General Questions: Workday Wednesday Team

•Next Week on Workday Wednesday: Chris Longshore

System StatusTroy Bettinger

System Updates in May 2017SUN MON TUES WED THUR FRI SAT

30 1 MayClose

Payroll

2 3Workday

Wednesday

4 5 6 Weekly

Update

12 Mid-4AM

7 8 9 10WW

Break

11 12 13 Weekly

Update12 Mid-4AM

14 15Close

Payroll

16 17Workday

Wednesday

18 19 20 Prod.

Quarterly

Maintenance

21 22 23 24Workday

Wednesday

25 HR

Community

Meeting

26 27 Weekly

Update12 Mid-4AM

28 29Memorial

Day Holiday

30Close

Payroll

31Workday

Wednesday

1 June 2 3 Weekly

Update12 Mid-4AM

Sandbox Tenants refresh at 7:00 PM MDT on Fridayhttps://community.workday.com/maintenance/all

SA

ND

BO

XP

RO

DU

CT

ION

System Status

Next Workday QUARTERLY Maintenance:

Friday 19 May 2017 – 11:59 PM until

Saturday 20 May 2017 - 10:00 AM MDT

Friday 12 May 2017 – 4:59 PM until

Saturday 110 May 2017 - 9:00 AM MDT

Workday Tenants will be unavailable during this time.

https://community.workday.com/maintenance/all

Recent System Changes

New Last Time:

• Recruiting Coordinator initiates Add Additional Job action.

• Business Title replaces Supervisory Org in Outlook

New This Week:

• Recruiting Coordinator can Change Job to Update Default Weekly Hours

Updated Reports:

• Business Process Transactions Awaiting Actions

• Job Requisitions Initiated

• CCD HR Worker Personal Data (Not ALL Worker)

Work In Progress:

• Testing the Position ClerkAgency Analyst role

• Updating Location Table

• Shift Bid Mass Changes

Known Issues 5/17/17 p1

• Pre-hire Info Loaded in Kronos Before Hire

• Workaround: Technical fix under consideration. Please remind manager that the appearance of a new employee in Kronos does NOT mean they can start.

• Incorrectly Visible Phone Numbers

• Workaround: Project in place now with TS to research best method for correcting. No immediate fix in place now. Expect mass communication on resolution.

•Must Take Action to Return Worker from Leave

• Workaround: HR Analyst must initiate a Return from Leave Action to bring the worker back. The entered date is for record-keeping, not action.

Known Issues 5/17/17 p2

• Attempting Neogov Hire Actions Without Job Req.

• Workaround: Recruiter must check that position has approved job req before authorizing the hire in Neogov. Cindy Bishop is working with her staff on this.

• Blank Info on Job Req

• Workaround: Requester MUST add the following info to the Job Requisition:

• Business Title

• Company

• Cost Center

• Fund

• Agency

Known Issues 5/17/17 p2a

Upcoming Process ChangesKaruna Dhingra

Proposed Changes

Hire Process

•OLD: To HR Analyst• Change Org Assignment

• Review Employee

• Propose Comp Hire

•NEW: To Recruiting Coordinator• Change Org Assignment

• Review Employee

• Propose Comp Hire

Change Job Process

•OLD: To HR Analyst• Change Org Assignment

• Propose Comp Change

•NEW: To Recruiting Coordinator• Change Org Assignment

• Propose Comp Change

Goals UpdateMarla Trevor

Goal Reporting

• Four Goal Reports that HR Analysts have access to:

• CCD PM Employee Goal Counts: shows citywide count of how many goals each employee has, performance and development are lumped together

• CCD PM Employee Goal Status: shows the content of the goal and includes if it’s Performance or Development.

• CCD PM Employee Goal Counts by Agency: shows agency count of how many goals each employee has, can also be run by manager

• CCD PM Employee Goal Status by Agency: shows agency content of goals, can also be run by maanger

Goal Tips

•HR Analyst and HR Partner have view access to see employee goals for their client agencies

• Easiest view of goals is on the employee profile

•No one sees what the employee or manager sees

•No one but the employee or manager can delete or edit goals

•Goals added in the template cannot be deleted

What the Org?!Jessie Craney

Supervisory Organization

• A managing organization identified on the org chart as an “orange box”

• Assigned a “boss” to supervise the subordinate employees/positions

• “Manager” is a security role that is assigned to a worker by an HR Admin to make an employee the “boss” of a supervisory organization

•When a supervisory org is not assigned a manager, the superior organization’s manager inherits the organization

• Integrates to Kronos – A manager will have access to their direct reports in Kronos

Assigning Managers

Inheritance

Assigning Managers

Organizational Assignments

Are:

• Company

• Agency

• Cost Center

• Fund Org

• Can be updated on either a vacant position or a worker: Organization > Change Org Assignments

• Independent of the supervisor/supervisory organization

Employee View

Overview > Organizations

Vacant Position View

Position Overview

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.

• Cost center is independent of supervisory org!

• BMO approves cost center changes:

• As the result of Change Org Assignments task

• Move Worker (Supervisory) task

Example of Different Cost Centers

Position Supervisory Org Name Fund ID Fund Name Cost Center ID Cost Center Name

Field Superintendent - Jill C DPR PARKS Administration 01010 General Fund 7021203 General Parks Southwest

Field Superintendent - Dan R DPR PARKS Administration 01010 General Fund 7021207 PR Gen. Parks Northeast Dist.

Field Superintendent - Adam S DPR PARKS Administration 01010 General Fund 7021206 General Parks East District

Administrator I - Julie L DPR PARKS Administration 01010 General Fund 7021500 Greenhouse

Mgmt Analyst III - May F DPR PARKS Administration 01010 General Fund 7021100 Parks Administration

Administrator I - Debrah B DPR PARKS Administration 01010 General Fund 7021370 Water Conservation

Field Superintendent - Michael M DPR PARKS Administration 01010 General Fund 7021202 General Parks Northwest

Manager - Bill N DPR PARKS Administration 01010 General Fund 7021370 Water Conservation

52767 Professional Occs Intern II (Unfilled) DPR PARKS Administration 01010 General Fund 7021100 Parks Administration

Change Org Assignments

From the person or position: Organizations > Change Org Assignments

Move Workers (Supervisory)

• Allows you to move employee(s) or vacant position(s) to a different supervisory organization and update the cost center if applicable

• Approved by BMO Partner

• Should not be used to move employees who are managers (managing supervisory organizations)

Move Workers (Supervisory)

If you move a manager:

He/she will show up on the org chart they are assigned

as the manager of the supervisory org

He/she will on the org chart of the manager they

report toAND

Reporting TricksJessie Craney

Reporting Prompts

There are many different prompts when running reports

• Organization

• Include Subordinate Organization

• Agency

• Cost Center

• Effective Date

Similar custom reports and standard reports might have different prompts

Report Prompts

Report Prompts

Acting Boss UpdateTroy Bettinger

Acting Boss Roles

•Manager is title, Boss is job

•Denver uses small but significant number of Acting Boss roles

• Acting Boss Assignments

• Approving Kronos Actions

• Initiating Workday Actions/ Approving Workday Actions

• Occasionally, Acting seems to involve actual leadership

• Challenges

• Non-standard to Workday

• Many different types/reasons for Acting Boss

• May/May Not Include Acting Pay

Four Options for Acting Boss

•Inheritance (Native Workday)

•Co-Manage

•Replace

•Hack Kronos

Goal: Replace the Pink Boss

Acting Option I: Inheritance

Move the old Boss out. The

workers inherit the Boss in the next level up.

Acting Option II: Co-manage

Managers in Kronos are assigned in

alphabetical order

Move New Boss In

Acting Option III: Replace

Bring in a different

worker and assign them

the Boss role.

Move New Boss In

Acting Option IV: Hack Kronos

Hand edit Kronos to

skip existing manager. May

not change after future

moves.

Times from WD Scheduled Future Processes report

Note: Kronos Integration Timing

• Changes today will appear in Kronos tomorrow at 6:00AM

To Kronos

6:00AM

General QuestionsStaff

Today’s Theme

RTD’s “Dumb Ways to Die” Safety Campaign

Take the RTD Safety Pledge Today: http://www.rtd-denver.com/safety.shtml

Next Workday Wednesday

Wednesday, 24 May 2017

@ Noon

Special Guests: tbd

Episode #13 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Chris LongshoreJessie Craney

Karuna DhingraMarla Trevor

Troy BettingerSpecial Thanks to:

Tony GautierGlenn Feit

Dana CooperWade “Pizzaman” Balmer

Tyson MartensCassie Schoon