Workday WednesdayEpisode #19

2 August 2017

Please Mute Your Phone/Microphone and Close Your Video Window

Welcome to Workday Wednesday

Marla Trevor

Today’s Topics

•Welcome to Workday Wednesday: Marla Trevor

• “Where’s Longshore” contest

• System Status: Troy Bettinger

•New Service Now Preview: Jessie Craney

•Working with your New Agency Analyst: Troy Bettinger

• Job Overlap – Process and Timeline: Jessie Craney

• Answers to Questions: All Hands

•Next Time on Workday Wednesday: Marla Trevor

Today’s Contest

Where Is Chris Longshore?

• At a Conference in the Continental USA

• Chat us the name of the conference, and the location (City/State)

System StatusTroy Bettinger

View from near the Hotel

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

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

30LOCK

31 Lock for

Finance

Ends 6AM

1 2Workday

Wednesday

3 4FREEZE

5 Weekly

Update

12 Mid-4AM

6Troy Out

7Close

Payroll

8 9City Spirit

Picnic

10 11 Lock for

Finance

Starts 6PM

12LOCK

13LOCK

14 Lock for

Finance

Ends 6AM

15 16Workday

Wednesday

17 18 19 Weekly

Update12Mid -4AM

20 21ClosePayroll

22Night Lock6PM-6AM

23Night Lock6PM-6AM

24Night Lock6PM-6AM

25Night Lock6PM-6AM

26LOCK

27LOCK

28FINANCE

LIVE

29 30Workday

Wednesday

31 1 2 Weekly

Update

12 Mid-4AM

Premonition: Workday 29

•Next version of Workday will launch the weekend of 9/8-9/9/2017

• Standard Upgrade.

•No Avoiding It.

•Minimal HCM impacts

Upcoming: Production Freeze

• Code Freeze: Friday, 4 August 2017

•No Changes to:

• Business Processes

• Security Roles

• Integrations

•We Can Change Data

• Can process actions

• Can update employeerecords

• Can do business

Recent System Changes

New Since Last Time:• New Change Job Business

Process• Benefits Integration

changes (behind the scenes data transfers)

Updated Last Time:• New SupOrg ID Number

Generator• New Reports:

• CCD HR Workers by Location• CCD HR Workers by Cost

Center

Work In Progress:

•Updating Location Table

• Recruiting Coordinator will be able to initiate End Contingent Worker Contract actions.

• Preparing for Workday Financials

• Preparing for Workday 29

Change Job Change

Business Process Updates:

• Removed security roles from initiation list

• Manager and Management Chain can no longer initiate the Job Change process

• Updated Approval Process

• Initiation: HR Analyst or Recruiting Coordinator

• Review Comp: HR Partner

• Approve Job Change: HR Partner

• Add Additional Job

• Propose Comp step now assigned to Recruiting Coordinator

Known Issues 7/19/17 p1

• Agency Analysts Can’t Attach Documents on Actions

• Workaround: Most noticeable on Termination actions. HR Analyst/HR Business Partner must approve the action, and should attach the documents at that time. Agency Analysts have been trained to reach out to their HR Analyst/HR Business Partner to complete the action.

• Fix: Technology Services is working to allow

• Progressive Class Reallocations End High

• Workaround: Check level when vacant, downgrade if needed

Known Issues 7/19/17 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.

•Must Take Action to Return Worker from Leave

• Fix: HR Analyst must initiate a Return from Leave Action to bring the worker back. Date is only for record-keeping.

• Pre-hire Info Loaded in Kronos Before Hire

• Workaround: Technical fix under consideration. Please remind manager that the appearance of a new employee in Kronos does NOT mean they can start.

Known Issues 7/19/17 p3

•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.

SupportNow PreviewJessie Craney

View from near the Hotel

SupportNow Preview

Manager Assignment Reorg/ Shift Bid/ Reports to Issues

Used to request to assign/unassign a manager for a supervisory org

Used to request multiple changes to an org (workers and boss moving) and alert the HRIS team about upcoming shift bids

Manager Assignment

Autofill

Select Date

Drop Down

Drop Down

Autofill

Freeform

Autofill

Freeform

Reorg/ Shift Bid/ Reports to Issues

Select Date

Freeform

Drop Down

Freeform

Example – Manager Assignment

Checking Manager Roles

Manager Assignment - Timing

•We always assign the manager role the day after the effective date:

• If an employee promotes to a “boss” effective 7/31, we will not make the changes into the system until 8/1 with an effective date of 7/31

• If there is a vacant position assigned to be the manager of the supervisory org, the manager will automatically be assigned on the effective date of the employee/hire moving into the position (FIX THEN FILL)

Working with Your New Agency Analyst

Troy Bettinger

Conference Speakers

Stand Alone Position Managers

Each Agency Analyst

should be able to correctly initiate position management actions

Increase Skills & Knowledge Through:

• Training

• Practice (System Testing)

• Certification (Assessment)

We have completed four trainings and one lab session

Certified Agency Analysts

AG Name Assignment Level

CAO Singleton, Snezhanna CAO City Attorney's Office Agency (Kristin Bronson)

DEN Cook, Sherri A. DEN TEC Technologies (Robert Kastelitz)

DEN Morozewych, Zoriana DEN AIM I&M Field Maint (Ronald Charles)

DEN Salter, Denise DEN AIM I&M High Tech Maint Leaders (Patrick Kelly)

DHS Dorel, Agathe C. DHS CW Child Welfare Services (Mimi Scheuermann)

DoF Cordova, Crystal L. DoF DMV Denver Motor Vehicles (Linda Bishop)

OED Callison, Barbara J. OED Office of Economic Development Agency (Amy Edinger)

PW Abeyta, MaryRose PW SWM Solid Waste Management (Lars Williams)

PW Nguyen, Tara L. PW WMD Wastewater Management (Reza Kazemian)

PW Pitts, Denise R. PW FMD Fleet Management (Todd Richardson)

PW Reichert, Kristina PW STM Street Maintenance (Kelly Duffy)

TS Sanders, Marilyn TS Technology Services Agency (Scott Cardenas)

Certifications as of 8/1/2017

Working with Agency Analysts

• Can Initiate Actions

• AA can’t attach documents

• Fixing this

•Will be contacting HR Analysts for help

Analysts for Your Agency

• Candidates must be nominated by HR Business Partner or HR Manager• Send Nominations to Troy

• Preferred candidates have position management experience

• Need to Sign a Personal Information Security Agreement before Certification• Boss must approve

• Manager of Analyst’s Org must approve too

• HR Admins must approve

• Should NOT be Agency Approver

• Next Class on August 18th

Job OverlapJessie Craney

Conference Sponsors

Job Overlap

• Formerly known as “dual incumbency”

• Is when BMO approves having an exiting employee and the new employee occupying the same position number temporarily (less than three months)

• Rule 5 Appointments & Status: Section 5-50 Dual Incumbency Subject to approval by the Budget and Management Office, or its designee, an employee may be appointed to occupy a position currently occupied by another employee for a period not to exceed three (3) months. If it is desired to continue such an arrangement for more than three months, it shall be done by the creation of a limited position rather than dual incumbency in a single position.

•Needs BMO Approval (Outside of Workday)

Job Overlap

• Initiated on the termination BP of the current employee

• Resignation, or

• Retirement

• NOT Promotion, Demotion or Transfer

• The position must remain under the current supervisory org and the position restrictions cannot change (Job Profile, Time Type, Worker Sub Type, Location)

Job Overlap – Timing Considerations

Steps:

1. HRBP/Manager: Receive resignation letter & decide to consider Job Overlap

2. Manager: Gain BMO’s approval for Job Overlap (outside of WD)

3. Manager: Create Job Req > Existing Position

4. Manager: Enter in the termination selecting Job Overlap

5. Recruiter: Begin Recruitment

6. HRBP/Manager: Notify the HR Service Center once interviews are completed and the timing of potential offers (this will allow the HR Partner to approve the termination)

7. Manager/Recruiter: Extend Offer – Complete all required offer actions (update Neogov, offer letter/background screening request, Save & Release)

8. Recruiting Coordinator: Save & Authorize in Neogov (both the termination and job req must be approved

Job Overlap: Tips & Tricks

• To create a job req on a filled position, search “Create Job Req”; you cannot find the create job req from the position’s related action button

• Job Req Dates: Make sure the job req dates follow the same standards (using today’s dates – not future dates)

•Make sure the job overlap option is selected on the termination

• Remember you cannot make changes to the position restrictions

General QuestionsStaff

Next Workday Wednesday

Wednesday,

16 August 2017@ Noon

Episode #19 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Marla TrevorJessie Craney

Karuna DhingraOh Yeah Chris Longshore

Troy BettingerSpecial Thanks to:

All New Agency AnalystsJennifer Cockrum

Kim MaulKaren NiparkoTyson Martens

Wade “Bacon” Balmer