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Hyperion Staff Update Personal Info Guide and Process

This guide is for managers and staff in the business where personal details need to be updated, such as contact details or emergency contacts. Workday has the ability to store key information about you, your career, and your next of kin / dependants / beneficiaries. This information can be used by Hyperion for a number of purposes:

Provides a work directory across the Hyperion Group so that employees can easily find work contact information of their colleagues

Provides a repository of personal contact details / information which can be used by Hyperion in the case of an emergency (either an emergency related to you personally whereby the company may need to contact your next of kin, or an emergency to Hyperion company/premises whereby the company may need to contact you directly to provide instructions)

Acts as a single source of the truth for reporting purposes, and to integrate with other Hyperion systems (e.g. Knowledge Central, OKTA, intranet, etc.) so personal details (e.g. name / telephone, etc.) can be kept up to date on all systems, as required

Stores information on dependants / beneficiaries for benefit allocation, as required Please be aware that personal information on Workday is kept private (e.g. Home address, etc.) and is not viewable by other staff members. This document provides you with instructions for how to update / add information for the following key areas in Workday: • Personal Contact details • Out of Office Contact details • Professional Profile • Dependants and Beneficiaries

Overall Process for Updating Your Personal Details

This process (below) has two clear paths:

1. Where the personal details update requires no approval 2. Where the personal details update requires approval from HR

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Responsibilities

Staff & Managers

Are responsible for ensuring they keep their personal contact details up to date and for processing any changes in Workday.

HR Employee Services

Will prompt staff for any documentation which may be required when personal details are changed.

Will ensure that any documentation is retained on personal files or forwarded to appropriate

individuals.

Will authorise any changes which require approval

The following information in this guide provide you with instructions for 4 examples of updating personal data in Workday:

1. Personal Details (including contact details) 2. Out of Office Contact details 3. Professional Profile 4. Dependants and Beneficiaries

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Example 1: Updating Personal details

A member of staff can choose to update any of their personal details held in Workday. One of these changes requires approval by HR and some require documentary evidence. This is:

1. Legal Name change

Update Workday

You can update your legal name yourself, directly onto Workday:

1.1 Accessing your Personal Details From your Workday page, click on the “Personal Information” icon.

Select “Legal Name”.

You will now see your name information displayed.

1.2 Updating your Personal Details You can choose to change these details by typing in the ‘Name’ text boxes and editing the information.

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For a legal name change you must supply support information. In the ‘Attachments’ section at the bottom, drag and drop files into this section, or click the ‘Select files’ button to choose a file to attach.

Once attached you should provide a description of the document and select the Category of ‘Personal Information’.

1.3 Saving and Submitting your Personal Details Once you have finished updating your name information and attached supporting documentation, you click

‘Submit’. Once submitted you will be informed that the next step is for HR to review the Legal Name change request. Once this has been reviewied and approved by HR then the name change will take affect in Workday.

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Update Workday

You can update your personal contact details yourself, directly onto Workday:

1.4 Accessing your Personal Contact details From your Workday page, click on the “Personal Information” icon.

Select “Contact Information”

You will now see your contact information which you can review and determine whether it is correct or if you need to add or remove anything in Workday. Example screenshot is shown below.

1.5 Updating your Personal Contact details From your Workday page, click on the Personal Information icon.

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Select the the appropriate button in the “change” box on the left hand side of the page Contact Informaiton allows you to change your “Home” and “Work” contact details and a screen shot of the page is shown below. You can update your details by clicking the Edit Button in the top left hand corner of the screen (highlighted in yellow below). You will see that your Personal Details page is split into to sections, covering both:

Home Contact Information

Work Contact Information

Upon clicking edit, you will be taken to a page where you can select specific items you want to edit both from your Home Contact Information and your Work Contact Information, e.g. amend your primary address (i.e. home address), your primary telephone number (e.g. landline or mobile), etc. You can also update your work information under the “Work Contact Information” section including your work address, work mobile, work landline, etc. You can edit this info by clicking on the pencil icon (to the right of each section). Or in sections where there is no information already present (e.g. in the “Additional Address” section in the example below) you can choose the “Add” button to update this information. This is useful for staff who may have two homes and they wish for this to be recorded, in case of emergency.

If you select the pencil icon (to edit) or the “Add” button to provide new information, you will then be presented with an editable version of the information which you can update or add to as required (see example below).

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Click the arrow button to go back, if you do not wish to save changes you have made to that section, or click the save button to save the changes you have made for that section (buttons highlighted yellow below).

NOTE: If you are updating your telephone details (mobile or landline) be aware of what Workday pre-populates for you in the “Country Phone Code” field, i.e. for mobile if it is UK mobile, it will pre-populate with “+44”. Therefore, in this example you do not need to include the “0” at the start of the mobile telephone number (example change highlighted below).

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1.6 Saving and Submitting your Personal Contact details updates Once you have finished updating all of your information, you should then select to submit these changes / additions by clicking the green button at the bottom left hand slide of the screen, labelled “Submit”.

If your information has been successfully updated and saved, you will be presented with a screen with the folowing message “Process Successfully Completed”.

You have now updated your personal details – so from here you can either do another change by clicking on “Change My Contact Information” or can log off from Workday (or move to another Workday process, as required). Please note; much of your work information will be pre-populated on Workday, though we ask you to please also check this and update if further information / amendments are required.

Example 2 – Updating Out of Office Contact Details

A member of staff can choose to update their out of office contact details. These are your personal contact details that you would wish Hyperion to contact you on should there be an emergency. For example, if there was a disaster situation and Hyperion wanted to inform you not to come into a specific office and provide you with further emergency instructions, what communication option would be preferable to you. This could be your personal mobile or personal email, for example. Please note, this is different to your “Emergency Contact Details”, which are the details of your next of kin (or other nominated person(s)) who Hyperion can contact in the case of an incident which affects you

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personally. You can also update your “Emergency Contact Details” in Workday in the “Emergency Contact Details” section (which is separate to the “Personal Information” section).

Update Workday

They can update their out of office details themselves, directly onto Workday:

2 Updating Out of Office contact details

2.1 Accessing your Out of Office Contact details

You access and update your Out of Office details in the same way you update your personal details, indeed, your

Out of Office details actually form part of the “Personal Information” section in Workday.

From your Workday page, click on the “Personal Information” icon.

Select “Contact Information”

2.2 Updating your Out of Office Contact details

You will be presented with a page with your personal and work contact information. Hyperion will use some of

your Personal contact information as your Out of Office information. Therefore, please review and update the

following key fields in your “Home Contact Information” section which will serve as your Out of Office contact

details in an emergency / disaster scenario. These are:

Primary Phone

Primary Email

Primary Address

You can update these in the same way as described in section 1.5 (“Updating your Personal Contact details”).

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2.3 Saving and Submitting your Out of Office Contact details updates Once you have finished updating all of your information, you should then select to submit these changes / additions by clicking the green button at the bottom left hand slide of the screen, labelled “Submit”.

If your information has been successfully updated and saved, you will be presented with a screen with the folowing message “Process Successfully Completed”. Note: This is the same as saving and submitting your Personal Contact details.

Example 3 – Creating your Professional Profile

Your Professional Profile displays information about you and your job across multiple tabs, which allows you to create your own online professional Hyperion business profile. You can enter as much or as little information as you wish regarding your work experience, education, languages, skills, projects, etc. If you view other employees, you will only be able to view limited information i.e. Languages spoken or projects they have experience in, as personal information is protected. Managers will be able to view a wider set of information high level of information with regards to their direct reports including, holiday, time off and salary. Once you have completed your profile, you will be able to network with other employees or search for an employee who can speak a particular language who could help you communicate with a client. Managers will be able to seek out employees who have the skills or expertise which may be needed for a particular project or client. Currently it is possible to import a number of areas from LinkedIn profile into your Workday profile, which will reduce the manual data input required. • Professional Profile • Job History • Education • Skills • Projects • Work Experience • Languages • Certifications • Training • Travel Relocation

Please leave the following blank:

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• Development Needs • Career Interests • Job Interests

Update Workday

You can update your Professional Profile information directly onto Workday:

3 Accessing & Reviewing your Professional Profile From your Workday page, click on your name on the top right handside

and then click “View Profile”

From here, click on the “Career” tab You will now see your Professional Profile page as well as the many other tabs which for part of the Career section of Workday.

3.1 Updating and Saving your Professional Profile Statements Select “Type” and then you can write in the free text Statement Box a brief summary about yourself, identifying key areas of achievement or speciality.

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Click ‘Submit’ to save your Personal Summary statement.

Job History Please enter below the details of any work history you wish to show on your profile. Click “Add” for each role or company. If your company is not listed, please add the full professional name and when complete, click “Submit” on the bottom left. Alternatively, click “Edit” to change any details or “Remove” and then Submit if you wish to remove the entire Job History.

Job Title - People can add free text to add new titles

Company – Select from those listed or add the full professional name of your previous company

Create New – If you can’t find the company

Start and End Date

Any other information you wish to add

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Education There is no need to enter your secondary education, unless you chose to, only college or university. Please first select the Country and then select the School. Every College or University in the world is listed here. Please tick the box if you cannot find yours and manually enter the name of the school. If you wish, you can now enter further details of you education by selecting the relevant drop down box

Select necessary drop downs

Degree – Select from drop down

Degree received - yes or no

Field of Study – Select your Degree

First Year Attended

Last Year Attended

Grade Average

If more than one College or University, then please click “Add” and complete the next set of details.

When completed, select “Submit”. You can review the Details and Process if you wish and then select “Done” in the bottom left when finished.

Submit

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Skills

Click if you wish to add skills.

You get the choice to “Import from LinkedIn” (Blue Box and select LinkedIn) Internet Provide OR select “Add/Edit” if you wish to manually complete these

“Edit” – Can import from LinkedIn or scroll to the bottom and “Add” a Skill by catagory or “Create New”. If you chose create new, then “Enter a New Skill” in the box and click “Add”. Scroll back to the top of the page and “Return to Profile”

You can also delete or “Delete”, “Add” or “Edit” a skill by clicking on the relevant icon

Anything you will delete here will not affect your Linkedin Profile Example below:

Projects

If you have been involved in a Project with the business or with previous companies, ie Workday, Sharepoint, etc, then please state the Project and provide brief details describing your involvement, ie were you a Project Lead? What was your role and what was achieved?

Work Experience

“Add” as many as you want, or “Edit “or “Remove”

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Select “Add” if you wish to add Work Experience. Please enter what Work Experience and what level of experience you have. You can leave additional notes if you wish and hyperlinks. Ie Managed teams of up to 5 people over a 4 year period

Select “Edit” if you wish to amend any records Languages

Click on More to produce the drop down menu (if Languages is not shown within your default tabs)

Select “Language” and then click ‘Add’

Click into the “Language” box which will give you a drop down box where you can select a language (or search for the language by typing). Tick the box if this is your native language or alternatively, click inside the Ability box and select which level of ability you have and then select from the drop down list in Proficiency how efficient you are. You also have the ability to add notes if you wish.

If you need to Edit an existing record, then select “Edit” and amend as necessary. You can also Remove the record if you wish too

If you have more Languages to add then click ‘Add’ Example below:

Certifications

Click on More to produce the drop down menu (if Certifications is not shown within your default tabs)

Select “Certifications” tab and then click ‘Add’

Please select the Country and then the Certification/Qualification which you have achieved. If the qualification is not listed, please tick the box and manually enter the Issuer and the Name of the Certification/Qualification.

You can upload any Certificates awarded by dragging and dropping, or select a document on your PC to upload.

Then click ‘Add’ if you wish to enter another Certification or click ‘Add’ to add another

Once submitted, if you need to Edit and existing record, then select “Edit” in the table and amend as necessary or you can Remove the record if you wish Example below:

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Training

Training which you have completed internally, ie Legal and Regulatory, will be pulled through from the Knowledge Centre in the future. In the meantime, if you wish, you can manually add any training you have attended for example Management Development Programme, Let’s Talk, etc.

If you need to Edit an existing record, then select “Edit” and amend as necessary or you can Remove the record if you wish

Example of fields required for manually input training:

Travel

If you are prepared or would like to travel for your job, please indicate Yes, No or Maybe and add any information to support this. It may be that you are will to travel to a different office in your own country.

Are you willing to travel? – Yes or Maybe – What percentage of time? Or No.

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Add free text to support or provide additional information.

Then select ‘Submit’ Example below:

Relocation

If you are prepared or would like to relocate Short and/or Long Term for your job, please indicate Yes or No.

If Yes, to which Continent and add any information to support this in the Additional Information box.

Example below:

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Example 4 – Updating your beneficiaries and dependants

Workday allows you to record your beneficiaries and dependants, so that the Group understands how you would like to allocate your benefits in certain circumstances.

Update Workday

You can update your beneficiaries and dependants directly onto Workday:

4 Checking and updating your beneficiaries / dependants on Workday

4.1 Accessing your Beneficiaries information From your Workday page, click on the “Benefits” icon.

You will be presented with a list of options. Here you can select “Beneficiaries” to view this information.

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From this page you can view your list of Beneficiaries, which will state the name of the beneficiary, their relationship to you, and your benefit elections (this could be a percentage option or proportional value per beneficiary). A Beneficiary is the person you wish to benefit from Life Assurance or other policies which pay a sum upon death.

4.2 Adding and Updating your Beneficiaries information You can amend these by clicking on the “Edit” button on the line item for each person. You can add additional beneficiaries by clicking on the “Add” button.

Upon clicking the “Add” button, the following page will be displayed within which you can add a new beneficiary.

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4.3 Accessing your Dependants information From your Workday page, click on the “Benefits” icon.

You will be presented with a list of options. Here you can select “Dependants” to view this information. A “Dependant” is somebody who is directly reliant upon you for financial support e.g. partner, child.

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From this page you can view a list of the Dependants you have added. If you have not yet recorded any dependants then this page will be blank except for an “Add” button.

4.4 Adding and Updating your Dependants information If you already have dependants recorded in Workday, you can amend these by clicking on the “Edit” button on the line item for each person. To add your dependants, click on the “Add” button (as shown below).

You will then be taken to a data gather screen where you input the information related to your dependant(s).

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Please note, this data gathering section for dependants has a number of questions relating to your dependant(s) – please update all fields marked with a ‘*’ and any others you wish to. The categories to complete within this page are:

Dependent Options

Dependent Personal Information

Contact Information

Identified Information (National, Government or Other IDs)

4.5 Saving and Submitting your Beneficiaries / Dependants’ information Once you have finished updating all of the required information about your beneficiaries / dependant(s), you should then select to submit these changes / additions by clicking the green button at the bottom left hand slide of the screen, labelled “Submit”.

This step is the same for beneficiaries and dependants updates.

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5 Checking and updating your Bank Details

Example 5: Updating Bank Details

A member of staff can choose to update their bank details in Workday. This will be the bank account that your salary is paid into.

Update Workday

You can update your bank details yourself, directly onto Workday: Please note, if you are based in the UK you will also need to notify your Expenses team of any change to bank details.

5.1 Accessing your Bank Details From your Workday page, click on the “Pay” icon.

Choose ‘Payment Elections’ from the Actions list.

5.2 Updating your Bank Details Click ‘Edit’.

You can choose to Change Account, Delete Account or Add Account.

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If you want to change the account details for your standard bank account for your salary pay (for payroll) then you should simply select to ‘Change Account’ so that you can change bank details.

Update all the required fields and then click ‘OK’.

5.3 Saving and Submitting your Bank Details

Review your changes and then click ‘Submit’.

You will then be informed that the process has successfully completed.