Manager Guide

Workday Manager Guide_2.4_GLOBAL

Workday Manager GuideWorkday is the group-wide system for Hyperion Human Resources (HR) / people management processes, reporting and data.

Important: Processes within Workday (for managers) are used differently across different areas of the business, based on requirements, culture and business needs.

There are separate, detailed Workday User Guides for the following functionality, available for all UK employees, on the intranet:

1. Requesting Time Off2. Requesting Annual Holiday3. Requesting Annual Holiday in Hours4. Updating Personal Details5. Performance Review6. Goals7. Workday for iPhone and Android8. Workday for iPad

To view the User Guides for performing any of these activities on Workday, please visit the Hyperion intranet (here).

Your Responsibilities as a User of Workday

All employees can use Workday for the following processes by updating and changing their own records through self-service:

Setting up your system preferences – this includes changing your notification options or setting up Workday in a language of your choice (refer to page 7 of this guide).

Requesting holidays and ensuring these are approved by your line manager. Note that any changes to contractual holiday entitlement may only be processed by the HR team. (There are a number of guides to assist Workday users “Requesting Annual Holiday” (for full time staff) and “Requesting Annual Holiday in Hours” (for part time staff)).

Amending the name you preferred to be known by. For example, you may prefer your profile to be set up with another name which is different to your legal name, such as being called Harry rather than Henry. You can change this in the ‘Personal Information’ section in Workday. (Refer to the “Updating Your Personal Details” Workday guidance document).

Amending personal contact details. This includes your;

- home address, home email, home telephone number - work postal address, work email and work telephone number (corporate landline and mobile)

(Refer to the “Updating Your Personal Details” Workday guidance document).

Updating your Emergency Contact Details (i.e. your next of kin or who to contact in an emergency) and your Out of Office Contact Details (i.e. how to contact you if there is a disaster/emergency situation at the office). This is part of updating your personal information and your personal profile, and is maintained by you.

(Refer to the “Updating Your Personal Details” Workday guidance document).

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Updating your professional profile. Your profile contains information such as your educational background and language skills, and is maintained by you.

(Refer to the “Updating Your Personal Details” Workday guidance document).

Requesting changes to your employment benefits (where this is applicable in your business entity / company).

On an annual basis, employees are prompted to see if they wish to purchase additional holiday entitlement, subject to the Scheme rules (where this is applicable in your business entity / company). Further guidance is provided in the “Holiday Buy” Workday guidance document.

Amending details of your beneficiaries (i.e. individuals who will benefit from any insurance payments) and dependants (i.e. children who are financially dependent upon you).

(Further details how you may do this are contained in “Updating Your Personal Details” Workday guidance document).

Adding details of your work goals/objectives, following conversations with your manager / team members, and recording your comments in relation to the performance review profile. Further information on how to use Workday to record this information is outlined in the “Goals” and “Performance Review” Workday guidance documents.

This guide provides instructions for how to log into Workday and gives you an overview of the following basic functionality as a manager:

Using the homepage How to search Managing your inbox and notifications, and delegating these activities Setting your preferences Choosing ‘favourites’ Navigating the directory and your org chart (and viewing information about your team) Running reports available to managers Getting Workday Support

Your Responsibilities as a Manager within Workday

If you are set up as a Manager within Workday you will have full access to the employee records of all staff who are subordinate to you. This should mean that you can view employment records of staff who may not be your direct reports, but who ultimately report to you, through their Managers.

There are two management profiles, and senior managers will agree with their HRBP the appropriate role profile to be adopted for each supervisory group:

1. ‘Manager’ role – can manage all aspects of their team’s job details in Workday, including compensation

2. ‘Team Lead’ role – has similar responsibilities to a ‘Manager’ in Workday, but is restricted from viewing, changing or reporting on their team’s compensation elements

When viewing organisational structures in Workday, it is visually apparent who is a Team Leader as the organisational structure will show both their name and the name of the manager on the organisational chart. See example of what this will look like with an organisational structure below:

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When individuals are viewing their personal records the manager named on the screen may not reflect their report line.

If you are unsure about the set-up of your management role in Workday, please contact your HR Business Partner.

Within Workday as a Manager, you are responsible for managing the following activities through Self Service:

1. Managing Team Time Off (Refer to “Managing Team Time Off” Workday guidance document)2. Managing Holiday Carry Over (Refer to “Managing Holiday Carry Over” Workday guidance

document) 3. Delegating Tasks and Activities (see page 7 of this guide)4. Recording changes to Employment / Job details (Refer to “Changing Employment Details”

Workday guidance document)5. Processing staff as leavers (Refer to “Terminating Employment” Workday guidance document)6. Management Reporting (see page 9 of this guide)7. Managing Performance Management (refer to “Goals” and “Performance Review” guidance

documents)8. Operational Reporting (for nominated Ops Heads only)

To view the User Guides for performing any of these activities on Workday, please visit the Hyperion intranet (here).

Please note that some of these activities, e.g. approving time off require your active approval, otherwise records will not be updated, and this can only be done by accessing your Inbox in Workday (note that your approval messages cannot be forwarded to Outlook). You will however, receive a notification within 24 hours sent to your Outlook account advising you that there are actions waiting for you in Workday. In order to speed this up, we recommend that users make a habit of checking their inbox in Workday on a daily basis.

There are certain actions that your HR team can do on your behalf within Workday. Therefore, you should contact your local HR team, without delay, if you wish to action any of the following within Workday:

1. Hiring new staff (includes contractors, work experience students, fixed term contracts and permanent staff). Please provide details to your local HR team who will ensure that records are created in Workday.

2. Processing staff as leavers, for redundancies or other complex employment terminations (see the “Terminating Employment” Workday guidance document for further information) or discuss with your HR BP for details of the HR process in your business unit. You will be required to provide copies of any relevant documentation e.g. letters of resignation and you must ensure that your HR team are aware of leaving dates as soon as possible so that staff are not overpaid. Leaving details are processed by the manager or the HR local representative in Workday.

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3. Changing employment details (e.g. promotion), moving or transferring staff – any contractual changes e.g. change in reporting line, change in hours, and change in location should be discussed with the HR team as soon as possible. Where possible please initiate these changes via Workday (see the “Changing Employment Details” Workday guide for further information) or discuss with your HR local representative for details of the HR process in your business unit. Paperwork to amend contractual details is normally issued by your local HR team. Workday records can also be amended by this team to reflect the changes to terms.

4. Authorising the carry forward of any unused holiday allowances. Changes to records will be managed by your local HR team.

5. Recording details of any long term absences – this will include long-term illnesses covered by doctor’s notes, absences which may be related to family leave (e.g. maternity pay, adoption, leave etc.). Changes to records will be managed by your local HR team who will liaise and payroll to ensure that any adjustments are made to pay and updates made to Workday, where required.

If you have any questions about performing other actions in Workday, please contact your HR Business Partner.

Logging in

Workday uses OKTA for Single Sign On (SSO) to authenticate you automatically using your Hyperion username and password. Click on this link to access Workday using this SSO mechanism:

https://wd3.myworkday.com/hyperiongrp/d/home.htmld

– if you are asked for a username/password then please enter the Hyperion username and password that you use for your PC/laptop.

If you cannot access OKTA, use the following link:

https://wd3.myworkday.com/hyperiongrp/login.flex?redirect=n

If you do not have a password, use the “Forgot Password” link and enter your email address in both the ‘User Name’ and ‘Email’ boxes – you will be emailed login details.

For UK staff, the Workday User Guides are available on your local Hyperion Workday Website:

http://workday.hyperiongrp.com/en/training-guides/

Home page

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Team Time Off View your own time off and book time off or leaveMy Direct Reports Workday recognizes you have people reporting to you and lists them hereMy Team As a Manager you can view your team and begin transactions such as Job and

Compensation Change, which will then route for approvalPersonal Information Check or amend any of your own details (see Employee Guide)Time off Book holidays or other types of time off and leave (see Employee Guide)Manager Reports Useful reports, such as Headcount and Open PositionsBirthdays Upcoming birthdays and anniversaries in your teamAnniversariesFavourites You can save commonly used tasks and reports here(see Employee Guide)Directory Access all locations globally and find employees (see Employee Guide)

To add more icons to your dashboard, you can select the settings icon and then click the plus sign to add more icons (called ‘Worklets’ to your homepage). Add them in by typing the name of the Worklet you wish to see (e.g. “Management Reporting”) for the Management Reporting Dashboard icon. Then click ‘OK’ and then ‘Done’ to return to the homepage.

Using Search

You can use the search bar to search for a person, report or task.

Tip: You need to type the words accurately; however you do not need to type the whole word.

As a manager, you may want to search for a person in your team, or elsewhere in the business:

Type in part of the name and the system will start to present options

Click on the person’s name to access their profile

Within their profile you will be able to view key information such as their start date with the company, their job title, their current salary.

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You may find that a search returns multiple items in the results. If so, click the appropriate item or search again to reduce the results.

You can also change the search “categories” by selecting one from the left hand menu

The default search is “Common” (which is the fastest setting) however you can change this in you preferences

Selecting “People” will only show colleagues in the results

Selecting “All of Workday” ensures everything in the system is being searched

Inbox and Notifications

As a Manager, your Workday Inbox is an important tool to ensure processes are moving forward and completing – here you can review and approve changes happening in your organisation.

If you have Inbox items you will see a number against your photo at the top right of the screen

To access the Inbox, click your name or photo and select Inbox. For important items you will receive an email reminder delivered as a “daily digest”.

You may also see Notifications which are designed to keep you aware of key events.

Via your user preferences (see below), you can opt into more information to be included in your daily digest email

There are various options when reviewing and approving items which appear in your Inbox

You can move the process forward using:

or

You can also if necessary

Selecting will mean the item stays in your Inbox, as do ‘Close’ and ‘Cancel’

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It is good practice to add a comment, as these will be seen by others involved in the process.

Processed Inbox items will be moved to the “Archive” tab, where they can be accessed for reference if necessary.

Delegating Task and Activities

If necessary, you can delegate your Inbox. You may wish to do this on a temporary basis (for example when you are on holiday) or on a permanent basis (for example where you have access to a Team Secretary / Personal Assistant). To do this, type “My Delegations” into the Search or access directly from your Inbox:

Enter start and end dates Who is being delegated to For which processes Click Submit

For more information on how to delegate, please refer to the “Delegating Tasks and Activities” Workday Guidance document on the intranet.

Preferences

Click your name or photo at the top right. Select “My Account” and “Change Preferences” Here you can amend settings such as:

o Locale (for date and number formats)o Languageo Currency

Click OK to save any changes.

Tip: Click the Workday icon at the top of the screen to get back to the Home page.

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You can also amend your Outlook Email Notification preference within this ‘Change Preferences’ section. Scroll to the bottom of the screen to view your current Outlook Email Notification set up, for both Alerts and activities associated with Business Processes (e.g. approvals or Workday inbox tasks, etc.).

You can choose from the following set up options for both Alerts and Business Processes:

Daily Digest Email – this rolls up all notifications, inbox tasks, and business process activities into one Workday email that is sent to your Outlook Email Inbox once a day and is entitled “Daily Digest”

Immediate Email – this will send an immediate email to your Outlook Email Inbox as soon as that activity / task is raised in Workday and requires your action

To change your preference, first select the tab you want to amend (recommendation is to review both tabs) for Alerts and Business Processes. Then select between the “Daily Digest Email” or the “Immediate Email” for all activities.

Favourites

If you have a task or a report which you run regularly you can add it to Favourites.

Click the icon

Select the task or report

Click and

The item(s) will now appear in your Favourites.

Directory

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The Directory allows you to view information from across the company.

Select My Org Chart.

View information about colleagues.

Navigate to any part of the organization chart.

Location Directory allows you to search on any office worldwide and view the workers at that location.

Viewing information about your team

Click on My Team

You will see a number of Actions and Views

My Org Chart is a good place to start to get an overview, you can navigate to any level of the chart

Clicking on a team member who reports to you will bring up their profile page with a menu of pages containing information about the individual.

Tip: “Contingent Workers” have [C] after their name – this is anyone not on payroll, e.g. a contractor, or a work experience student.

Running reports

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Note: This is separate to the ‘Management Reporting Dashboard’ for which there is a separate User Guide on the intranet.

Click on Manager Reports

To run a report, simply click the name of the report, either from the menu or having found using Search.

Some reports may require parameters.

Enter the appropriate information and click ‘OK’.

Many reports contain links and drill downs to help interrogate the information.

Most reports also include options at the top right:

Export to Excel

Apply a filter

Show as graph

There is also a Management Reporting Dashboard available for Managers in Workday, which gives a graphical illustration of information and statistics about reporting line.

Please see the “Management Reporting Dashboard” Workday guidance document for more information.

Support

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A number of reports havebeen made available, thesewill be added to over time

Manager Guide

Workday Manager Guide_2.4_GLOBAL

User guides are available on the Workday Website: http://workday.hyperiongrp.com/en/training-guides/ .

And there are also some other Workday resources (including videos) available globally on the Workday Welcome site, http://workday.hyperiongrp.com .

If you have questions please contact your local HR representative.

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