Workday WednesdayEpisode #29

13 December 2017

Please Mute Your Phone/Microphone and Close Your Video Window

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Episode #29 Topics

• System Status: Troy Bettinger

• Agency Analyst Update: Troy Bettinger

• New Position Upload Update: Troy Bettinger

• End of Year HR - Workday Freeze: Jessie Craney

• End of Year HR - Contingent Workers: Jessie Craney

• HCM Dashboards: special guest Justin Wolfe

• Performance, Calibration & Completions: Marla Trevor

• Report Roundup – All Positions by Agency: Jeff Allen

• Update E-mail Notifications: Jessie Craney

• Audience Questions

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System StatusTroy Bettinger

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

Dates & Updates in December 2017SUN MON TUES WED THUR FRI SAT

10 11ClosePayroll

12HRIS/SC

All-Hands

13 WDW +

L2 Mgr Rev

Deadline

14Calibration

Lab

15 16 Mnthly

Maintenance

All Tenants

17 18Calibration

Rating

19 20WDW Break

21Time Check

Deadline

22Calibration

Complete

23 Weekly

Update12 Mid-4AM

24 HR

Freeze

Starts

25 26ClosePayroll

27WDW Break

28 29Last paycheck

of 2017

30 Weekly

Update12 Mid-4AM

31 1 2 3Workday

Wednesday

4 5 6 Weekly

Update12 Mid-4AM

7 LAST

DAY OF

FREEZE

8ClosePayroll

9 10WDW Break

11 12 13 Weekly

Update12 Mid-4AM

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Recent System Changes

New Since Last Time:

• Comp Partner initiates Reallocations & Progressive Reallocations. HR Partner approves

Updated Last Time:

• Finance and Purchasing Changes

Work In Progress:

• Workday Recruiting

• End of Year Performance Reviews

• Preparing for Merit

• Preparing for Shift Bids

• Individual Worker Location Updates

• HR Dashboards and Scorecards Testing

• 2018 Budget Updates

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Edit Position BP Updates

• Recent changes to the Edit Position Business Process for:

• Reallocation

• Progressive Reallocation

•We made changes to this BP to:• Streamline the business process flow from routing from four

users to two users

• Reduce errors

• Have the same role initiate the task and enter in salary information

• New routing:

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Initiate Edit Position Propose Comp Review Comp Review Edit Position

Comp Partner Comp Partner HR Partner HR Partner

Known Issues 12/13/17Troy Bettinger

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Known Issues 12/13/17 p1

•Delegated Performance Tasks

• Problem: Managers have delegated Performance tasks

• Solution in process

• Encourage managers NOT to delegate to direct subordinates.

• User Issues with Outlook Titles

• Fix: Expect User should edit their Business Title. Once Manager approves, OIM integration will replace the old title (Supervisory Org) with Agency & Business Title.

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Known Issues 12/13/17 p2

• Additional Locations added to Location Table not automatically added to Position/Employee

• Workaround: Check and Update Location:

• When vacant, change with Edit Position Restrictions

• When filled, change with Edit Position

• Location can’t be changed from Job Requisition

• Workaround: Change on Position, then open Job Req

Location on position is Webb Building, changed on req

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Agency Analyst UpdateTroy Bettinger

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Agency Analysts as of 12/4/17Name AG Pass Date Assignment Level Assigned

Odom, Patricia CAO 8/18/17 CAO City Attorney's Office 8/23/17

Singleton, Snezhanna CAO 7/21/17 CAO City Attorney's Office 7/21/17

Rios, Stephanie CPD 8/18/17 CPD Community Planning & Development 8/18/17

Cook, Sherri A. DEN 7/21/17 DEN TEC Technologies 7/25/17

Kendrick, Lori DEN 12/1/17 DEN AIM MAN Maintenance 12/4/17

Kennedy, Karen DEN 8/18/17 DEN FIN BIZ Business Operations 8/30/17

Morozewych, Zoriana DEN 7/21/17 DEN AIM I&M Field Maint 7/21/17

Murray, Gina DEN 8/18/17 DEN OPS Airport Operations 8/22/17

Nesladek, Carol DEN 10/20/17 DEN AIM I&M Facility Management 10/26/17

Orblom, Ashley DEN 10/20/17 DEN AIM I&M Fleet Maint Managers 10/25/17

Salter, Denise DEN 7/14/17 DEN AIM I&M High Tech Maint Leaders 7/19/17

Dorel, Agathe C. DHS 7/21/17 DHS CW Child Welfare Services 7/25/17

Cordova, Crystal L. DoF 7/14/17 DoF DMV Denver Motor Vehicles 7/19/17

Butt, Kami L. GS 12/1/17 GS General Services Agency 12/4/17

Callison, Barbara J. OED 7/14/17 OED Office of Economic Development 7/17/17

Carelli, Karen A. OSE 10/20/17 OSE Special Events 11/1/17

Abeyta, MaryRose PW 7/21/17 PW SWM Solid Waste Management 7/25/17

Danielson, Mackie PW 10/20/17 PW ROWE Enforcement 10/24/17

Maschka, Thomas C. PW 8/18/17 PW ROWS Right of Way Services 8/22/17

Nguyen, Tara L. PW 7/14/17 PW WMD Wastewater Management 7/17/17

Pitts, Denise R. PW 7/14/17 PW FMD Fleet Management 7/14/17

Reichert, Kristina PW 7/14/17 PW STM Street Maintenance 7/19/17

Romero, Deann PW 12/1/17 PW T&M Signs & Pavement 12/14/17

Roberts, Therese PW 8/18/17 PW ROWS Right of Way Services 8/22/17

Hall, Balbi TS 12/1/17 DEN AIM MAN Maintenance 12/4/17

Sanders, Marilyn TS 7/14/17 TS Technology Services 7/19/17

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New Positions from New Budget?

Troy Bettinger

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2018 Budgeted Positions Loaded

• BMO worked with OHR to do a mass upload to create new expansion positions

• 236 positions uploaded at 9:00AM on Tuesday, 12/12/17.

•New positions numbers between 65035 & 65270

• Additional load planned for new fund/cost center positions

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BMO Notice 12/12/17From: Greunke, Kelly A. - DoF Budget Management Office BMO

Sent: Tuesday, December 12, 2017 12:16 PM

Subject: 2018 Approved Expansion Positions

Hello,

Great news! I am e-mailing to let you know that most of the 2018 expansion positions have been created in Workday and you can see them

within your department (in reports and in the supervisory org charts) in Workday—and you can now begin the recruitment process for all

positions approved to start in January. There is one caveat, however: As you know, we are near capacity in terms of space in many of our

facilities, including the Webb building. Before you recruit for any new position, you must verify that you have an appropriate space (cube) for

new employees to work. It is the hiring agency’s responsibility to ensure that this is worked out ahead of time. If you know that you do not

have a cube(s) for new staff or if you are unsure about whether your agency has enough space, please contact Real Estate before you begin

the recruitment process.

Your 2018 expansion positions will have a number between 65035 and 65270, and they will show up in WD under the supervisor or

manager to which they were assigned when created. If you need help finding them, please contact your budget analyst or OHR service team.

To begin the recruitment process, verify that the information for the new positions is correct and then submit a “request to fill” in Workday

(please do not submit a request to “create position”, as this step has been completed for you). The “request to fill” process is the same as for

any other vacant position, and so you should contact your OHR recruiter or generalist for questions specific to that process, including

questions regarding the final classification.

Please contact me, Steve Bohn or your budget analyst if you have any other questions regarding your expansion positions.

Thanks,

Kelly

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Workday FreezeJessie Craney

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Workday Freeze

•Notice in All Manager communication 11/21/17:

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Workday Freeze in Preparation for Merit IncreasesPlease be aware of the year-end Workday freeze taking place Sunday 12/24/17 –Sunday 1/7/2018. During the freeze period, employee job or pay changes cannot be made for existing employees (new employee information, separations and terminations will continue to be processed during this time). Transactions submitted with an effective date during this timeframe will be declined and sent back and will have to be resubmitted on 1/8/18 or later. Any job or pay change for existing employees that must be effective in 2017 must be submitted and processed all the way through Workday by 12/22/17. Job and pay changes initiated in 2018 cannot have a retroactive start date prior to 1/1/2018. The Workday freeze will ensure that the merit pool allocations will be as current as possible when the merit increase process opens in Workday for merit planners on 1/8/18. View the Merit Program Manager Q&A for more details.

Workday Freeze

Allowed Actions:

• Hire actions

• Termination actions

• Civil Service / Sworn Officer actions

• Contingent Worker Actions

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Workday Freeze

Not Allowed Actions:

• Employee Job or Pay Changes

• Promotions, demotions, job change, ad-hoc pay changes

• Moving Workers

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Year End Deadlines

Talent Deadlines

• 03-DEC-17 – 1st level manager reviews deadline

• 13-DEC-17 – 2nd level manager review deadline

• 22-DEC-17 – Review statistical analysis period

HR Deadlines

• 24-DEC-17 – HR Freeze Date• All transactions must be in BEFORE the Freeze Date

• These actions should not happen during Freeze:

● Comp Changes ● Org Changes

● Promotions ● Demotions

● Transfers ● Move Workers

● Reallocations ● Equity Adjustments

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11/29 Questions: Freeze

Q. Can cost centers be updated during the freeze? If not, can they be backdated to 1/1/18?

A. [Kelly Greunke, BMO] If it is just a matter of changing the cost center or fund (only) and that change is not due to another action that falls under the Freeze (i.e. Move Worker), then yes, staff can still update cost centers.

Q. Is there a deadline this year for contracting contingent workers (CW)?

A. [Troy] We’ve checked with Kelli Bennett in Finance, and she says the only point to consider for paid contractors is if their new contract is approved before the Auditor’s Contract deadline. For unpaid and other-paid CWs, they are not frozen as they don’t have any impact with merit.

Q. What is the deadline for offer requests?

A. [Cindy Bishop] We need time to do the Background Checks, so we ask that offer requests are submitted no later than 12/15.

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Contingent WorkerYear End Information

Jessie Craney

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Contingent Workers – End of Year

Contingent Worker: an individual who needs access to the city’s network (technology access) and/or has badge access

•When we went live with Workday, we loaded all of the contingent worker’s with an end date of 12/31/2017. These workers will lose their access on 1/1/2018 if we do not extend their contract.

•Who can extend a contingent worker’s contract?

• Right now, only HR Analyst and HR Partners can update. Manager

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Contingent Worker – Year End

Contract End Date:

• If end date is unknown, select 6 months from current end date

• If end date is know, end date can be up to one year from current contract end date

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Contingent Workers – Year End

1. Run the “Contingent Workers with Expiring Contracts” report to view contingent workers in your agency have expiring contracts effective 12/31/2017

2. Update the worker’s Contract End Date:

• HR Analyst can initiate

• Submit a SupportNow ticket with the following information

• Worker Name

• Worker ID

• New contract end date

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Contingent Workers – Year End

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https://www.denvergov.org/workday

HCM Dashboards

Justin Wolfe

• Sr. HR Data Analyst, OHR Tech/Innov Analytics

• Denver Service: 2 years, 5 months, 0 days

Dashboards

• Collaborative has worked with around 400 of the 1100 Workday implementations

• Finalizing Data Validation (Some challenges to getting proper workday access)

• Once data is finalized the features will quietly go live to HR community

• Formal training looks to be around March 2018. TBD

• Giving data directly to field managers looks to be on hold for now

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Dashboards

• Dashboard 101 metrics. They have a ton of information, but it is definitely not exhaustive

• You will still need to reach out to me for custom analytics

• Data that doesn’t live in Workday (e.g., FMLA, Overtime, Hours Not Worked, any data before 2017) won’t be found in these dashboards

• Retirement projections are too complicated given our skillset to include (stay tuned, but be really patient)

• Dashboard will be included in a Worklet on your homepage

• Three “Dashboards” and Two “Scorecards”

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Dashboards

Filter Fields

• Management Level

• Manager

• Supervisory Organization

• Gender (Very limited access)

• Age Group (Due to age underlying this,

very limited access)

• Review Rating

• Employee Type

• Tenure Category

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• Agency (Find the highest person for the

group in question)

• Division

• Unit

• Sub-unit

• Ethnicity (Very limited access)

• Compensation Grade

• Job Profile (Job Code)

• Job Family

• Exemption Status

Review of Ratings & Completion Metrics

Marla Trevor

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Performance Reviews

•Where are as of 8am this morning:

• 40 reviews not started at all

• 398 reviews with first level managers

• 960 reviews with second level approvers

• 317 managers have reviews and/or second level approvals in their inboxes

• Second level approvers have until the end of TODAY to approve their reviews

• If second level approval is not finished by today, Calibration cannot start tomorrow

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Rating Calibration

• Rating Calibration is completed by the Agency Approver

• They received an email 11/21 explaining their role:

• Training webinar December 7 or 8

• Training lab December 14

• December 18 the rating calibration spreadsheet will arrive in their inbox

• Review the list of ratings on the spreadsheet

• Confirm the agreed upon distribution of ratings, and that high performers are rated appropriately.

• December 22 calibration is complete

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Timeline

Talent Deadlines

• 03-DEC-17 – 1st level manager reviews deadline

• 13-DEC-17 – 2nd level manager review deadline TODAY

• 18-DEC-17 – Calibration spreadsheets in Workday inbox for Agency Approvers

• 22-DEC-17 – Calibration finished in Workday

• 22-DEC-17 – Start statistical analysis period

• 23-DEC-17 – Managers can begin having review meetings

HR Deadlines

• 24-DEC-17 – HR Freeze Date

33

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

Dates & Updates in December 2017SUN MON TUES WED THUR FRI SAT

10 11ClosePayroll

12HRIS/SC

All-Hands

13 WDW +

L2 Mgr Rev

Deadline

14Calibration

Lab

15 16 Mnthly

Maintenance

All Tenants

17 18Calibration

Rating

19 20WDW Break

21Time Check

Deadline

22Calibration

Complete

23 Weekly

Update12 Mid-4AM

24 HR

Freeze

Starts

25 26ClosePayroll

27WDW Break

28 29Last paycheck

of 2017

30 Weekly

Update12 Mid-4AM

31 1 2 3Workday

Wednesday

4 5 6 Weekly

Update12 Mid-4AM

7 LAST

DAY OF

FREEZE

8ClosePayroll

9 10WDW Break

11 12 13 Weekly

Update12 Mid-4AM

34

Reporting Rundown PollJeff Allen

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Reporting Rundown Poll

Which report topics would you like us to cover? (Choose One)

• Position Management

• Requisitions

• Performance/Merit

• Hiring/Onboarding

• Employee Data

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Poll Results

Which Report Topics Would You Like Us to Cover?

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Reporting RundownCCD HR All Positions Report By

AgencyJeff Allen

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CCD HR All Positions Report by Agency

Name: CCD HR All Positions Report by Agency

Summary: Returns a list of all positions (filled and unfilled)

Required Prompt: None

Optional Prompt: Agency

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CCD HR All Positions Report by Agency

• Position ID

• Effective Date for Position

• Worker (Name)

• Employee Type

• Employee Sub-Type

• Agency

• Supv Organization ID

• Supervisory Organization

• Cost Center ID

• Cost Center Name

• Fund ID

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Outputs• Fund Name

• Staffing Status

• Primary Job

• Time Type

• Scheduled Weekly Hours

• Default Weekly Hours

• FTE %

• Job Code

• Job Profile

• Compensation Grade

• Job Requisition

CCD HR All Positions Report by Agency

1. In the search bar, start typing the name of the report and select it

2. Select the Agency you wish to view and click OK

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Agency

Supervisory Org

CCD HR All Positions Report by Agency

3. The report will be displayed on your screen

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CCD HR All Positions Report by Agency

4. Export to Excel

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CCD HR All Positions Report by Agency

5. Once in Excel, filter by what you need to know

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CCD HR All Positions Report by Agency

How might this be useful?

• Information about filled and unfilled positions in your agencies

• Information about which positions in your agencies have job requisitions created

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Email NotificationsJessie Craney

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Email Notifications

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We made a change system wide for email notifications. With this change, users started receiving emails regarding Workday Notifications:

Remember: Notifications vs. Inbox

•Notifications: Notifies the user that

something has taken place

• Inbox: Requires the user to take

action

Email Notifications

Users can elect to receive an email to their Outlook for both Notifications and when there is an item in their Inbox:

•Daily Digest Email: You will receive one email per day summarizing all notifications that you received in your Workday inbox

•Disabled: You will not receive any emails when a notification is received in your Workday inbox

• Immediate Email: You will receive an email each time a notification is received in your Workday inbox

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Email Notifications

OHR Bulletin

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Email Notifications

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https://www.denvergov.org/workday

Next Workday Wednesday

Wednesday, 03 January 2018

@ Noon

Special Guests: Amy Jewel & Jordan Dullea

Episode #29 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Jeff AllenJessie CraneyMarla TrevorCJ LongshoreTroy Bettinger

Special Thanks to:Justin Wolfe, OHR AnalyticsEveryone in BMO especially Kelly Greunke & Steve Bohn

Diane Vertovec Tyson Martens &

Wade Balmer

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Workday Wednesday

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