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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
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