Workday Wednesday - DenverWorkday Wednesday Episode #45 10 October 2018 Please Mute Your...

Workday WednesdayEpisode #45

10 October 2018

Please Mute Your Phone/Microphone and Close Your Video Window

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Episode #45 Topics

• Welcome: Jeff Allen

• System Status: Troy Bettinger

• A Brief look At Rising: Troy Bettinger

• Budget & New Positions: Guest Stars Stephanie Adams & Feven Netsanet, DoF BMO

• Open Enrollment Update: Guest Star Heather Britton

• HRSC Update: Emi Baker

• OHR Innovate-A-Thon: Jeff Allen

• Workday Efficiency- Reports Naming Convention: Jeff Allen

• Reporting Roundup - Anniversaries for This Month and Next: Jeff Allen

• Interactive Question & Answer Session: Team

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Today’s Workday Wednesday Team

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Emi Troy

Jeff

We’re Here to

Answer Your

Questions

System StatusTroy Bettinger

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

Dates & Updates Sep 2018SUN MON TUES WED THUR FRI SAT

7 8 9 10Workday

Wednesday

11 12 13 Weekly

Update12 Mid-4AM

14 15ClosePayroll

16 17WDW Break

18 19 20 Weekly

Update12 Mid-4AM

21 22 23 24Workday

Wednesday

25 26 Class

for Agency

Analysts

27 Weekly

Update12 Mid-4AM

28 29ClosePayroll

30 31WDW Break

1 2 3 Weekly

Update12 Mid-4AM

4 5 6 7Workday

Wednesday

8 9 10 Weekly

Update12 Mid-4AM

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Recent System Changes

New Since Last Time:

• 1015 Updated Job Profiles, data loaded 10/8

• New Termination reason: Involuntary End of On-Call Assignment

Previously Changed:

• Workday Recruiting on 8/27

• Workday 31 on 9/8

• Added check for internal applicants: must have e-mail

Works In Progress:

• Multiple Agency Reorgs

• Location Cleanup

• HR Dashboards and Scorecards Testing

• Workday Beautification

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Known Issues 10/10/18Troy Bettinger

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Known Issues 10/10/18 pg 1

• A small number of Job Profiles may have different data for MinQuals.

• Solution

• Class/Comp and Talent Acquisition auditing all 1187 Job Profiles

• If you see something that doesn’t look right – talk to your recruiter.

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Known Issues 10/10/18 pg 2

• Job Requisitions created before WDR Golive on 8/25/18 5:00PM MDT will NOT auto-populate added details when edited.Details not showing:

• Job Profile Summary (MQs)

• Application Template

• Default Assessments

• Primary Questionnaires

• Solution: Close old Job Req and open a new one.

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Known Issues 10/10/18 pg 3

• Agency Analysts Are Not Able to Initiate Comp Changes for Cell Phone Stipends

• Workaround: Ask Manager to Initiate Comp Change

• Follow the Job Aid for full instructions

• Agency Analysts Are Not Able to Update Contingent Worker Contracts

• Workaround: Ask HRSC

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A Brief Look at RisingTroy Bettinger

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This presentation may contain forward-looking statements for which there are risks,

uncertainties, and assumptions. If the risks materialize or assumptions prove incorrect,

Workday’s business results and directions could differ materially from results implied by the

forward-looking statements. Forward-looking statements include any statements regarding

strategies or plans for future operations; any statements concerning new features,

enhancements or upgrades to our existing applications or plans for future applications; and any

statements of belief. Further information on risks that could affect Workday’s results is included

in our filings with the Securities and Exchange Commission which are available on the Workday

investor relations webpage: www.workday.com/company/investor_relations.php

Workday assumes no obligation for and does not intend to update any forward-looking

statements. Any unreleased services, features, functionality or enhancements referenced in any

Workday document, roadmap, blog, our website, press release or public statement that are not

currently available are subject to change at Workday’s discretion and may not be delivered as

planned or at all.

Customers who purchase Workday, Inc. services should make their purchase decisions upon

services, features, and functions that are currently available.

Safe Harbor Statement

Denver Visible at Rising

CCD Represented with two presentations:

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Jessica Chandler

Kim Maul

City and County of Denver

Denver Visible at Rising

CCD Represented with two presentations:

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Denver Visible at Rising

CCD Represented with two presentations:

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Best Slide from A Rising Presentation

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There are 2 hard problems in computer science: cache invalidation, naming things, and off-by-1 errors.

___-- Leon Bambrick, Phil Karlton

From IT189040: A Technical Deep-Dive into the Workday Architecture by Eric Weiss, Sr. Director of Engineering and Pete Hess, Sr. Manager of Product Management

2019 Budget & New PositionsStephanie Adams & Feven Netsanet

Dept. of Finance, Budget Management Office

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Workday Financial Update

Stephanie Adams• Financial Executive, BMO

• Denver Service: 19 Yrs, 5 Mo, 7 Days

Feven Netsanet• Associate Budget Analyst, BMO

• Denver Service: 0 Yrs, 9 Mo, 2 Days

Planning New Position Upload

• Calendar for New Budgeted Positions Availability Released

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Date Task Who completes task?

9/13/2018 -10/1/2018

Mayor’s budget is released including approved expansion positions. BMO begins creating new position files for OHR.

BMO OHR Analyst

10/1/2018 BMO provides position list to Class and Comp and Talent Acquisition for classification review.

Talent Acquisition & Class and Comp orHiring Manager

10/1/2018 -11/2/2018

Class and Comp works with agencies to confirm or re-classify positions appropriately.

Class and Comp

11/2/2018 Class and Comp returns file with classified positions to BMO.

Class and Comp

Planning New Position Upload

• Calendar for New Budgeted Positions Availability Released

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Date Task Who completes task?

9/13/2018 -10/1/2018

Mayor’s budget is released including approved expansion positions. BMO begins creating new position files for OHR.

BMO OHR Analyst

10/1/2018 BMO provides position list to Class and Comp and Talent Acquisition for classification review.

Talent Acquisition & Class and Comp orHiring Manager

10/1/2018 -11/2/2018

Class and Comp works with agencies to confirm or re-classify positions appropriately.

Class and Comp

11/2/2018 Class and Comp returns file with classified positions to BMO.

Class and Comp

Planning New Position Upload

• Calendar for New Budgeted Positions Availability Released

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Date Task Who completes task?

11/5/2018-11/16/2018

BMO reviews/preps files received from Class and Comp for Submission to Workday ERP Systems Analyst with new format.

BMO OHR Analyst

11/16/2018 BMO delivers new file to Workday ERP Systems Analyst.

BMO OHR Analyst

11/26/2018-12/7/2018

Workday ERP Systems Analyst reviews/preps/tests/loads approved positions into Workday.

Workday ERP Systems Analyst

12/10/2018 Positions can now be created in Workday. Workday ERP Systems Analyst and Talent Acquisition.

Planning New Position Upload

New Fiscal Year Commences; Pay survey grade/ranges take effect.

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• For the 2019 fiscal year approximately 200 positions will be created.

• Reminder: City Council adopts the budget on the 2nd Monday of November and approves the Long Bill (which codifies the budget) the 4th Monday of November.

Audience Questions

•Use the Skype IM Feature

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Q. So past practice of early recruitment is no longer possible?

A. Correct. We cannot recruit prior to 12/10/18 on these

positions because they have to be in WD prior to creating a

req.

Open EnrollmentHeather Britton

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Open Enrollment

Heather Britton

• Director of Benefit & Wellness, OHR

• Denver Service: 17 years, 4 months, 26 days

Wellness Deadline 30 November

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Open Enrollment Started 10/8

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• Started this week

• Runs October 8 through October 31

• All employees are expected to enroll through Workday

•Mobile Enabled 10/15

Audience Questions

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Q. If adding a dependent during open enrollment, does

employee need to upload supporting documentation.

A. Yes

Q. Do new employees receive two different tasks - one for

benefits and one for open enrollment for 2019?

A. Yes

HR Service CenterEmi Baker

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Log In Issues Assignment Group

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❑OHR Service Center does not reset Workday passwords

❑Assignment group: Manage-Service Mgt

Audience Questions

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Q. Password resets by TS are just for employees, right?

Candidate new hires still get reset by the HR Service

Center?

A. [Emi] Correct. HRCS can reset passwords for new hires

during onboarding. For existing employees needing a

password reset, the request must be submitted to TS.

Added Note: [Stef] We’ve had multiple employees not able to log

in to Workday. TS was not able to troubleshoot. The tickets were

then assigned to us. The correct assignment group should have

been Manage - Service Mgt and they can do more detailed

troubleshooting.

OHR Innovate-A-ThonJeff Allen

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OHR Innovate-A-Thon

Who: Anyone in OHR

What: A drop-in event to get assistance

with innovations

Where: Webb 4G4

When: Tuesday October 23 from 1-4 PM

Why: To better our work environment!

Workday Efficiency: Reports Naming Convention

Jeff Allen

Reports Naming Convention

•Part 1 – CCD

•Part 2 – Functional Area Acronym

•HR = Human Resources

•BN = Benefits

•PM = Performance Management

•TA = Talent Acquisition

•Part 3 – descriptive name of the report

Reports Naming Convention

•Examples

•CCD HR Filled Positions Detail Report

•CCD BN Health Plan Enrollment Report

•CCD PM Employee Goal Counts

•CCD TA Candidates Interviewed

**Access is controlled by security role**

Reporting Rundown:Anniversaries for This Month

and NextJeff Allen

Anniversaries for this Month and Next

Name: Anniversaries for this Month and Next

Summary: Returns a list of upcoming work anniversaries

Required Prompts: None

Optional Prompts: None

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Anniversaries for this Month and Next

•Next Anniversary Date

•Worker

•Years of Service

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Outputs

Anniversaries for this Month and Next

Who can run this? Lots of people!

•Anyone with HR View can run for agencies to which they are assigned HR View

•Agency Analysts for the org to which they are assigned

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Anniversaries for this Month and Next

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

2. The report will display on your screen

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Live Audience QuestionsModerated by the Team

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Next Workday Wednesday

Wednesday,

24 October 2018@ Noon

Episode #45 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Emi BakerJeff AllenStef Chis

CJ LongshoreTroy Bettinger

Special Shout Out to:Stephanie Adams;Feven Netsanet;Heather Britton;

Diane Vertovec, Tyson Martens& Meghan Whittier;

Oh yeah, and Wade Balmer…

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Workday Wednesday

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