Workday WednesdayEpisode #26

8 November 2017

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Welcome to Workday Wednesday

Jeff Allen

Please Mute Your Phone/Microphone and Close Your Video Window

Episode #26 Topics

•Ongoing Enhancements: Jordan Dullea & Amy Jewell

• System Status: Troy Bettinger

• Edit Position Update: Jessie Craney

•Workday Recruiting: Jessie Craney

• Performance Update: Marla Trevor

• Report Roundup – Performance Reviews: Jeff Allen

• Live Questions from Listeners

Ongoing Workday Enhancements

Amy Jewell and Jordan Dullea

Ongoing Workday Enhancements

Amy Jewell• Onboarding Supervisor,

OHR Talent Acquisition

• Denver Service: 3 years, 10 months, 2 days

Jordan Dullea• Talent Acquisition Project

Manager, OHR

• Denver Service: 1 year, 8 months, 5 days

WE HEAR YOU!

•Workday is an evolution

• We are refining and innovating based on user experience

• It’s a living system that requires constant evaluation and adjustments to maximize the product

•Workday Governance Committee

• Representatives across impacted functional areas meet regularly to discuss issues and prioritization

• Task teams set up to tackle and resolve challenges related to Workday and supporting processes

6

99 Problems

7

Resolved In Progress Parking Lot• Redesigned/streamlined

the Business Processes (BPs) for new hires and promotions for better efficiency

• Revised permissions to various Security Roles

• Stabilized the Neogovintegration report

• I-9 Oversight and De-commissioning of E-Verify

• Hire, Termination, Rehire processes

• Integration with Kronos

• Due dates for steps in Workday

• Extension of probation process

• Working out of class process

Communication

• Watch for “What’s Up with Workday” news in the OHR Update

• A new OHR Workday webpage with updates and progress – launching soon!

• Always go to www.denvergov.org/workday for news and updates

8

System StatusTroy Bettinger

End Date For Tenants

Most Test Tenants Expired on 31 October 2017

Still have Sandbox, Preview & Denver6 (for Recruiting)

Workday

Test Tenants

Aren’t Free.

Pay To

Renew

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

System Updates in November 2017SUN MON TUES WED THUR FRI SAT

29 30ClosePayroll

31 1WW

Skip

2 3 4 Weekly

Update12 Mid-4AM

5 6 7 8Workday

Wednesday

9 10 Observed

11Weekly

Update12 Mid-4AM

12 13ClosePayroll

14 15 HR

Community

+ WD Wed

16 17 18 Mnthly

Maintenance

All Tenants

19 20 21 22WW

Break

23 Happy

Thanks-

giving

24 25 Weekly

Update 12 Mid-4AM

26 27ClosePayroll

28 29Workday

Wednesday

30 1 Agency

Analyst

Certification

2 Weekly

Update12 Mid-4AM

Recent System Changes

New Since Last Time:

• HR Partner can now update Probation End Date on Change Job BP actions.

• No Sandbox Refresh on Friday.

Updated Last Time:

• Three I-9 Processes Updated

• PDF Viewer (don’t need to download to see attachment)

Work In Progress:

• Workday Recruiting

• End of Year Performance Reviews

• Preparing for Merit

• Preparing for Shift Bids

• Individual Worker Location Updates

• HR Dashboards and Scorecards Testing

• 2018 Budget Updates

Known Issues 11/8/17Troy Bettinger

Known Issues 11/8/17 p1

•Delegated Performance Tasks

• Problem: Managers have delegated Performance tasks

• Solution in process

• Encourage managers NOT to delegate to direct subordinates.

Known Issues 11/8/17 p2

• User Issues with Outlook Titles

• Fix: Expect User should edit their Business Title. Once Manager approves, OIM integration will replace the old title (Supervisory Org) with Agency & Business Title.

Known Issues 11/8/17 p3

• Additional Locations added to Location Table not automatically added to Position/Employee

• Workaround: Check and Update Location:

• When vacant, change with Edit Position Restrictions

• When filled, change with Edit Position

Known Issues 11/8/17 p3

• Additional Locations added to Location Table not automatically added to Position/Employee

• Workaround: Check and Update Location:

• When vacant, change with Edit Position Restrictions

• When filled, change with Edit Position

• Location can’t be changed from Job Requisition

• Workaround: Change on Position, then open Job Req

Location on position is Webb Building, changed on req

Known Issues 11/8/17 p4

•Working Out of Class is 8% not 8¢

• Issue: Staff viewing the Working Out of Class Variable Comp screen mistake the rate change for a cash change.

What’s New: Edit Position Update

Jessie Craney

Edit Position Restrictions –New Reason Code

New:

“Job Profile Change to Vacant Position”

Indicates that we are changing the Job Profile for a vacant position or for when a position becomes vacant – was formerly “Job Profile Change”

20

Project Status: Workday Recruiting

Jessie Craney

Workday Recruiting

22

Performance Reviews Marla Trevor

Performance Reviews

• All Goals are now in the Performance Review – make changes goals in the Review and not the worklet/profile

•Get Additional Manager Evaluation is the first step in the review – this is optional and managers can skip it

24

Reporting RundownCCD PM Review Status Report

Jeff Allen

25

Where do Performance Reviews Stand?

Name: CCD PM Review Status Report

Summary: Returns a list of all workers in a Supervisory Org and the status of where their performance review stands.

Required Prompts: Review Templates and Supervisory Organizations

Optional Prompt: Include Subordinate Organizations

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CCD PM Review Status Report

•Employee ID

•Worker (Name)

•Manager

•Manager’s Manager

•Event Completed

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Outputs

•Status

•Date Initiated

•Step Awaiting Action

•Awaiting Persons

CCD PM Review Status Report

1. In the search bar, start typing CCD PM Review and select the report.

2. Select “Annual Review 2017” for the review template.

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CCD PM Review Status Report

3. Enter the supervisory org for which you wish to see the report. Remember, supervisory orgs have a person’s name in their name. Include subordinate orgs if you like by checking the box.

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CCD PM Review Status Report

4. The report will be displayed on your screen.

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CCD PM Review Status Report

The “Step Awaiting Action” column will tell you where the process stands:

• Complete Self Eval – Employee needs to do the self evaluation

•Get Additional Manager Evaluation – Optional step for manager to solicit feedback from another manager

• Complete Manager Evaluation for Performance Review – Worker’s manager has begun the review

• Approval Chain by Manager – Worker’s manager has completed the review and the review now needs the manager’s manager to approve

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CCD PM Review Status Report (cont’d)

The “Step Awaiting Action” column will tell you where the process stands:

• Approval by Talent Administrator – Manager’s manager has approved and talent administrator now needs to approve

• To Do: Schedule Meeting and Conduct Meeting – Talent Admin has approved review and manager has scheduled performance review meeting

• Provide Employee Review Comments – Performance review meeting has occurred between worker and manager and worker is acknowledging review and can add comments

• Provide Manager Review Comments – Worker has acknowledged review and manager now acknowledges review and can add comments

32

CCD PM Review Status Report

Key Dates for Review Process

• December 3, 2017: All reviews must be approved by manager

• December 13, 2017: All reviews must be approved by manager’s manager

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Live Audience QuestionsModerated by Jeff Allen

Next Workday Wednesday

Wednesday,

15 November 2017@ Noon

Episode #26 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Jeff AllenJessie CraneyMarla TrevorCJ LongshoreTroy Bettinger

Special Thanks to:Amy Jewell & Jordan Dullea

Melissa Yoakam, Sierra-CedarAlexis McLean, Prop.

Santa Fe Cookie CompanyDiane Vertovec

Tyson Martens &Wade Balmer

Workday Wednesday