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Move Workers (Supervisory)Training for HR Analysts
6 March 2017
Please Mute Your Phone/Microphone and Close Your Video Window
Today’s Topics
• Workday Definitions and Parameters• Checking Your Security Roles
• What is a Supervisory Org
• What is a Manager
• Supervisory Orgs and Managers
• Danger Signs (Don’t Do This)
• Move Worker
• Move Worker Examples
• Creating a Useful Ticket
• Questions
What is a Supervisory Org
• A supervisory organization is the core fundamental building block of Workday
• It creates the outline of the org chart• It is identified by the “orange box” and has a
name describing the organization’s function
• A supervisory org is assigned a “boss” (supervisor, manager, director…) who will “manage” the org and the subordinate worker(s)
• If a manager is not assigned to the supervisory org, the supervising manager will “inherit” the supervisory org
What is a Manager?
• A manager is an employee who supervises other employees – they are the “boss” of the organization (a supervisor, a manager, a director…)
• The “Manager” is a security role in Workday• The manager security role is assigned to a worker to
manage a supervisory org
• This is independent of the manager’s position (people manage supervisory orgs, not positions)
Supervisory Orgs & Managers
• Think “People are bosses, not positions”
• The Workday HRIS team is responsible for assigning the manager role to a “boss”
• First, we make sure the boss is in the right spot on the org chart (they should be reporting to their assigned boss) > Then we assign them the manager role for the supervisory organization they need to manage
We assign Drew the Manager Role to
make him the boss of “Parks
Greenhouse Team 1”
Drew reports to Julie – Drew
should be the boss of “Parks
Greenhouse Team 1”
What is “inheritance”?
When a supervisory org does not have a boss (an employee assigned to the manager role), the boss above the supervisory org “inherits” the manager role
Move Workers (Supervisory)
• The “Move Workers (Supervisory)” task is now available!
• Allows the HR Analyst security role to move “workers” (positions/employees), not managers, to a new manager/supervisory org
• Replaces the previous PeopleSoft “Updates Reports To” process
• Routes to the BMO Partner for review/approval
• Job Aid is available on denvergov.org/workday:https://www.denvergov.org/content/dam/denvergov/Portals/Workday/documents/Training/JobAidMoveWorker2017_03_03.pdf
CAUTION!
“Without thinking about it, somebody could
really mess up Workday by doing this wrong.”
-- Chris Longshore
“With Great Power Comes Great Responsibility.”
-- Uncle Ben Parker
Move Workers
When When When When NOTNOTNOTNOT to use Move Workers (Supervisory)to use Move Workers (Supervisory)to use Move Workers (Supervisory)to use Move Workers (Supervisory)
Do not use this task to move a worker who is managing a supervisory org - Please complete a SupportNow ticket for this request
Do not use this task in place of moving an employee to a new position which should be completed through Job Change > Transfer, Promote or Change Job
Do not use this task to temporarily move an employee to a new supervisor while the managing position of their organization is vacant
Do not use this task to move a vacant position with an existing job requisition - The order should be “fix then fill”
Move Workers
When When When When TOTOTOTO use Move Workers (Supervisory)use Move Workers (Supervisory)use Move Workers (Supervisory)use Move Workers (Supervisory)
• With Care!
• Just like you used the PeopleSoft “Update Reports To” process
• To permanently update a position/employee’s manager/supervisory org
NoteNoteNoteNote:
• HR Analyst Security Role can launch the action
• Managers and other Security Roles will not have this tool.
Tricky Moves
Plan to talk to the HR Admin team Plan to talk to the HR Admin team Plan to talk to the HR Admin team Plan to talk to the HR Admin team if any of these happen:if any of these happen:if any of these happen:if any of these happen:
• Manager doesn’t have a Supervisory Org
• Agency Reorganization
• Shift Bid
• Layoff
• Creation of a New Office
Prior to Moving Workers
• Confirm where the position/employee is currently located
• Move Workers pushed employee out
• Does not pull employees in
• Confirm that the moving employee is not a “boss”
• Confirm that proposed manager is in fact a manager
Example
• We receive a ticket that Elizabeth Johnson now reports to Joseph Richardson
Jack completes the “Move Worker
(Supervisory)” task to move Elizabeth from
Darnell Brooks to Joseph Richardson
Move Workers or Assign Boss?
Wrong Way: Move Workers
I
I = Inherited Org
Request: Create and Move
1. Create new Org for
manager
Move Workers or Assign Boss?
Wrong Way: Move Workers
I
I = Inherited Org
Request: Create and Move
1. Create new Org for
manager
2. Move Workers to new
Supervisory Org
Move Workers or Assign Boss?
Wrong Way: Move Workers
I = Inherited Org
Request: Create and Move
1. Create new Org for
manager
2. Move Workers to new
Supervisory Org
3. Inactivate inherited
Supervisory Org
Move Workers or Assign Boss?
Wrong Way: Move Workers
I = Inherited Org
Request: Create and Move
1. Create new Org for
manager
2. Move Workers to new
Supervisory Org
3. Inactivate inherited
Supervisory Org
4. Reconnect to Superior
Org
Move Workers or Assign Boss?
Wrong Way: Move Workers Right Way: Assign Boss
I
I = Inherited Org
Request: Assign Boss to Supervisory Org
Move Workers or Assign Boss?
Wrong Way: Move Workers Right Way: Assign Boss
I = Inherited Org
Request: Assign Boss to Supervisory Org
1. Assign Manager Security Role to
Employee
2. Done
How to submit a ticket
• To assign an employee the manager role:• You will need the employee and the name of the
supervisory org the employee should be the boss of
• “Assign Drew Barber to manage ‘Parks Greenhouse Team 1’ effective 3/6/2017”
• To create a new organization and assign a manager:• Need to know the superior org name, confirm the proposed
manager is in the right spot, propose name for new org
• “Create new org under Dana Williams (OED WD Training (Dana Williams (115274)) - named ‘OED WD Training Interns’ and assign Madeline Williams as the manager”