Workday Leader Launch

WorkdayLeaderLaunch

February 2012

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Slightly modified from Workday Leader Launch presentation

•Review notes section to see further details relating to the slide

CAE Inc. Confidential and/or Proprietary Information

Agenda

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Workday overview

Workday basics

Employee related transactions in Workday

Talent processes overview

Questions

Workday Implementation

Next Steps


Intended outcome from today

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You will: Understand what Workday is and when to use it

Understand how to use Workday for employee related transactions

Know how to access information from Workday

Know where to get support & find supporting documentation

Introducing Workday- Integrated Employee Information System


Workday at a glance

Configuration vs Customization

Iterative methodology

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Workday Human Capital Management (HCM) is the leading unified HR and Talent Management solution on the market today

Next generation of Software as a Service (SaaS) business services


Operate as a Global Business

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Workday services at CAE

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WORKPEOPLE RESOURCES

EASY TO USE BUSINESS PROCESS FRAMEWORK OBJECT-ORIENTED SECURITY INTEGRATION

ADAPTIVE FOUNDATION

MOBILE ACCESS

SELF-SERVICE ACTION & INSIGHT

GLOBAL

COLLABORATION

STAFFING

COMPENSATION

BENEFITS

PAYROLL INTERFACE

ABSENCEPERFORMANCE

SUCCESSION

CAREER & DEVELOPMENT

REPORTING

DASHBOARDS

X

XX

DRAFT


Employee Lifecycle

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Hire, transfer, promo,

terminate

Succession Planning /

Talent Mgmnt

Training

Sig

al

Lo

cal to

ols

Request for

Headcount

Work

day

Sig

al

LM

S

Recruit

VIP

Compensation Mgmnt

Work

day

Work

day

Work

day

Payroll N.A.Oracle

Baan OutlookMultiple other interfaces

Concur

Unanet

AON

Sigal


Benefits of Workday for Managers

HR Data will be easily accessible

Reliable data & consistent processes Employee Lifecycle related requests & processes (e.g. Hiring, Promotions, Talent

Mgmt) will be initiated, reviewed, approved and documented in Workday

Integrated employee information Workday will be the main source for employee related information including

Performance Management (PFDP)* and Talent Management “One stop shop”, one look & feel

Workforce Intelligence at your fingertips

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*Beginning FY13

Using Workday

CAE Inc. Confidential and/or Proprietary Information 11

Logging In/Navigating- Diane

Show some of the material from Sharepoint (ie. Worklets & Icons)

When mention workfeeds, also mention outlook notification- not available for UAT but will be there for launch


Workday Basics- Demo

Navigation Search bar, tabs on right, My Workday (add favorite) All about Me (configure) Organizational Swirl

Access employee information as a manager

Dashboard/reports

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Security

Every worker has a role defined in Workday

Employee (by default)

Manager (by default)

HR Partner, Payroll Partner, HR Administrator, etc.

Each role has a specific access to information/ ability to perform activities defined:

Some are system defined

Some are CAE defined

Business Processes:

Initiation of a Business Process is restricted by the Security Group restrictions defined by CAE


Who has access to information

ALL Employees

Access to their own personal and work related information.

Access to minimal information about others globally (similar to outlook)

For example: management hierarchy, location, job, contact info

Managers

Will have access to all employee work related information for employees reporting to them or below them in the management chain.

Confidentiality

Do not have access to worker personal information except for the date of their birthday (not year)

HR

HR business partners will have access to all employee information in the organizations they support.

Corporate HR teams will have access to information only relevant to their area of responsibility.


Job and Position Overview

Job Profile:

A job profile is the result of a job evaluation based on generic details of the job (responsibilities & knowledge).

Example: 2111 – Administrative Assistant II

Position:

A specific role within an organization that is held by one individual and has a job profile attached to it.

Example:

Positions related to job code 2111 Position A – Administrative Assistant II, CORE Technologies Position B – Administrative Assistant II, Simulation Technologies Position C – Administrative Assistant II, Corporate Finance Position D – Administrative Assistant II, Human Resources

Many employees can have the same job profile.Many employees can have the same job profile.


Job: 2111- Administrative Assistant II

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Job and Position Relationship

Only one employee can be assigned to a position.

Position A

Position C

Position B

Position D


Activities that can be performed

Initiate a process or a task : Starting the process

Review : Ability to edit information and approve

Approve : Ability to approve only

Cancel : Cancelling a transaction you’re currently doing.

Deny : Stopping whole process. Are you really sure? Will have to be re-submitted

Send back :Sending back to one of previous

senders asking for more information

Rescind : Rescinding whole process as it never existed once it is completed.

Skip (a step): Available only if step is optional. You may opt to skip if not needed.

Save for later : speaks for itself !

No matter what activity you perform, there will be an audit trail.No matter what activity you perform, there will be an audit trail.


Employee related transactions in Workday

Manager Initiation As the owner for the request the manager initiates most processes for employee

related actions. Examples are: Create Job Requisition Lateral Transfers Promotions Demotions Terminate Employee Request Base Pay Change

Request Leave of Absence Request Return from Leave Contract & End Contingent Worker (transfer if applicable) Start & End International Assignment Assess Potential Manage Succession Plan

Employee Initiation As the owner of their personal information employees initiate actions related to

this information. Examples are: Change Legal Name Change Preferred name Change Primary Address Change Business Title Change Marital Status

Change Personal Information Correct Date of Birth Request Leave of absence Request Return from Leave Create talent profile

Ownership remains the same…..Now it is done directly in WorkdayOwnership remains the same…..Now it is done directly in Workday

CAE Inc. Confidential and/or Proprietary Information CAE Inc. Confidential and/or Proprietary Information 2

Leave of Absence

This is an optional feature available for countries who wish to track the status of employees taking a leave of absence.

The employee should initiate a leave of absence. If required, the Manager can place an employee on leave.

Leave types include: Personal Leave Educational Leave Maternity, Paternity, Parental Leave

Sick days, public holidays and vacation days are not captured in Workday. There is no change in how they will be tracked.

Sick days, public holidays and vacation days are not captured in Workday. There is no change in how they will be tracked.

It is not a tracking time feature

CAE Inc. Confidential and/or Proprietary Information CAE Inc. Confidential and/or Proprietary Information

Reassignment

Reassign the ownership of a task to another person.

This is a one-time reassignment for a single instance of a business process step.

I received a promotion request for someone from Finance in our organization.

I have reassigned the approval task to you.

Thank you.

Regional Leader Finance Leader


Delegation

Enables a user to perform tasks on behalf of the original task owner for a determined period of time.

Does not remove ownership for the task from the user it was initially assigned to.

When delegation period ends, and if a process is incomplete, it reverts to the original owner.

While I am on vacation for the next two weeks, please complete these tasks on my behalf.

Ok!


Delegation

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Delegate entire Inbox or specific business process

Delegate receives any tasks (entire inbox or specific process) that would have been directed to you, as well as any notifications or alerts.

Delegate can be any user. Does not provide access to compensation or

performance information.

Delegate a specific task Same as above except is it for a specific task.

Delegate the initiation of a process

Limited toRequest Base Pay ChangeRequest One-Time Payment

Initiating a requisition cannot be delegated. If a requisition is required during a manager’s

absence, anybody above him in his management chain can initiate the requisition.


Business Process Demo

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Processes:

Create a job requisition

Terminate an employee

Transfer process

Good to know:

Where to look to find out where the transaction is in the process

Documentation available:

Step by Steps

Procedures

Compensation


Compensation

Workday will : Allow visibility of compensation information to employees,

managers and HR. Allow you to get a quick overview of the total compensation

information of an employee or of your whole team;

Allow you to initiate specific compensation requests, although most are generally embedded within other HR business processes;

WORKDAY CONFIDENTIAL

Total Base Pay

Talent process overview


Talent Profile

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Currently New or slight change effective 2012

• General information• CAE Work history

• Job Details*• Management Chain*• Manager History*• Organizations*

* Pre-loaded from VIP

Other Experience External Job History (include CAE job history prior to Workday implementation)

Educational background Education

Professional certification & other qualifications Certifications

Languages Languages

Geographic Mobility Relocation

Development plan/training Development Plan**** will be effective April 2012 (FY13)

Potential next positions/timing Career Interests • My current position interests me and I am not yet looking for, or preparing for a change in

position • I am starting to think about and prepare for changing my position in the next 1-2 years• I am ready now to change positionsNeed to be confirmed by the leader via system

• Summary assessment• Key strengths• Key development needs

In Sigal in 2012 and in Workday in 2013 under « Performance »

New features:• Accomplishments• Memberships• Travel (less than 25%, 25%-50%, more than 75%)

Captured in Excel/MS Word document • Info will be captured in Workday• Live document – could be printed but meant to be accessed live


ALDP & Succession Planning changes

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Existing in 2011 New content or slight change effective 2012

Potential codes

• Assessment of Managers and above

• Potential code definitions are:

P2 (promotable 2 levels now) P1 (promotable one level now) AL (at level for current year)

• Assessment discussed with employees

• Capture of data in Power Point

• Assessment of Group Leaders and above

• New potential code definitions:

++ Could move up 2 levels + Could move up 1 level = Develop in current role/level

• Potential codes not visible to employees in Workday but still discussed with them

• Capture of data in Workday

Retention • At-Risk and impact identified

• Capture of data in Power Point

• Three levels of risk HighMedium Low

• Loss impact no impactmoderate impact significant impact

• Capture of data in Workday

Succession Planning

• For Director and above positions

• Identify successors for own position and subordinates

• Capture of data in PowerPoint

• Feature available at all levels in Workday; mandatory for Director positions and above only

• Identify successors for subordinate positions

• Readiness assessments more specific: Ready now Within next 3 years

• Report available: “ALDP – Succession planning analysis”

• Capture of data in Workday in preparation to ALDP round table only. After round table access will be on view only

ALDP round table

• Manually entered in PowerPoint • Most of data will be accessible live or by reports in Workday


Benefits of Talent Information in Workday

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Talent Process Demo - Talent Profile

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Talent Process Demo - Talent Profile: Add Language, Accomplishment

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Help text at the top of each section to provide guidance


Talent Process Demo - Save for later

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When you click “Save for later” and you want to go back to your information, you have to refer to your Inbox, either as a Worklet or on the tab on the right side of the screen. You will also find it in your Workfeed

It will show as a “Revise” action


Talent Process Demo - Talent Profile: Career Interest

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Talent Process Demo - Assess Potential

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Talent Process Demo – Succession planning

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After you have clicked OK:


AprilRound table discussions

Mid Oct. Mid Nov.Interim review

Feb. 21-March 16Sigal- Self Assessment

Workday- Talent Profiles

May 25-June 29In Workday:

Objectives settingLeadership attributes

Development plan

May 25-June 11thFinal review

discussion and Salary increase process

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ALDP-PFDP Timeline

March 19-April 13Sigal• Leaders assess

employee’s performanceWorkday:• Leaders assess potential

& create succession plan

August-Sept. In development plan

review training activities according

to adjustment of Training catalogue


Support

Reference/Training Material access via: Procedures Step by steps Quick Reference Guides Frequently Asked Questions (FAQ) Terminology

HRBP Support

Technical issues- CAE Workday e-mail ([email protected] or WorkdaySupportServices)


Implementation Approach and Timeline

Aug Sept Oct Nov End Jan. to Mid. Feb Feb. and beyond

Architect Build Test

ActivitiesMajor functionalityBusiness processesSecurityUnit testingReport development

Milestones Initial PrototypeConfiguration Prototype

ActivitiesSystem testingUser acceptance

testing (UAT)Data validation

MilestonesFinal Configuration

PrototypeSystem testing & UAT

complete

ActivitiesLaunch communication

& TrainingFinal data conversion

and configuration

Milestones• Training complete

Activities• Post production

support

Milestones• Go Live• End User usage

Deploy

Go Live February 21st!

Dec. to Mid. Jan


Key Workday Implementation Dates

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Activity Timing (Week)

Workday overview presentation for managers Dec/Jan.

User Acceptance Testing Jan. 16th

Workday is coming launch managersJan. 17th, 24th & wk

Feb. 6th

Workday training to Managers and above, Group Leaders & Executive Admins Feb. 13 & 20th

Administrative assistant training Feb. 13 & 20th

GO LIVE- Workday is here campaign & contest for all Feb. 21st

Optional Employee information sessions Mid/End-Feb

Workday "Did you know," e-mail by audience Monthly

beginning March

Bi-monthly manager & above optional demos/webcastsBi-monthly

beginning April

PFDP/Workday training begins in April for FY13 and subsequent sessions aligned with timing of PFDP cycle

Workday survey June


Next Steps for you

Receive Workday log in information

Explore Workday & complete your Talent profile Talent Profile- Feb. 21st-March 16th

Assess Employees- March 19th-April 13th Performance- Sigal Potential, Retention, Succession Planning- Workday

Begin using Workday for Employee life cycle processes

Access Workday dashboards & reports

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Workday Leader Launch

Documents

Transcript of Workday Leader Launch