Workday WednesdayEpisode #6

22 March 2017

Please Mute Your Phone/Microphone and Close Your Video Window

Welcome to Workday Wednesday

•Workday Wednesday Is for HR Professionals

•We’ll take your questions at the end of each section

• This is one item in your toolkit

•Other ways to get help

• SWAT Team Visits

• Office Hours

• Consulting on issues.

• Presentation PDF uploaded to archive

• Please complete the survey to suggest more topics

Today’s Topics

•Welcome to Workday Wednesday: Chris Longshore

• System Status: Troy Bettinger

• Benefits - Changing Beneficiaries: Heather Britton

• Everything You Need To Know About Cost Centers But Were Afraid To Ask: Kelly Greunke, BMO

• Cage Match – Edit Position versus Edit Position Restrictions: Jessie Craney

•General Questions: Workday SWAT/J-TACK Team

•Next Week on Workday Wednesday: Chris Longshore

Future Topics You’ve Suggested

• Benefits: Changing Beneficiaries*

• New Hire: Steps for Manual Hire

• Onboarding: Flow Chart of Hiring/Onboarding With Roles

• Cover the reporting process and how to create custom reports, and existing reports in Wday

• Creating and Editing Positions *

• Comp Change – Which is What and How to Do It

• How Does Language Differential Work?

• Detailed Delegation Demonstration

• Order of Operations: Retire to Fill with Position Edits

Please add your ideas to the next survey.Even if it is already listed above.

* Topic will be covered today!

Where is the WW Archive Now?

• Check out the new HR Community Resource Center on the Denvergov.org\Workday page

Where is the WW Archive Now?

• Blog style arrangement with most recent on top.

• Session Agenda listed to help you find a topic.

•Use link to download the presentation PDF.

•Multiple pages

Reporting Workshop Status

• Current classes are full

•We will use the scheduled classes as a pilot to see how these work

• Class feedback will determine if we will offer future sessions.

An Unashamed Plug

OHR Innovate-a-Thon

• Today 3/22/17 1-4PM

•Webb 4.H.2

•Meet with OHR Black Belts and advisors from the Peak Academy

•Open House Format

• Prizes and Snacks!

System StatusTroy Bettinger

System Status

Next Workday Service Updates:

Friday 24 March 2017 – 11:59 PM until

Saturday 25 March 2017 - 4:00 AM MDT

Friday 31 March 2017 – 11:59 PM until

Saturday 1 April 2017 - 4:00 AM MDT

Workday Production Tenants will be unavailable during this time.

https://community.workday.com/calendar/grid/2017-03

No Sandbox Refresh This Fortnight

Developers will have one more week to code and test a new security role in the Sandbox.

Known Issues 3/22/17

• Interface between E-Verify and Workday for passport photo matching is not sharing correctly.• Workaround: First resolve case in E-Verify, then update

photo match task in Workday.

• Attempting Neogov Hire Actions Without Job Req.• Workaround: Recruiter must check that position has

approved job req before authorizing the hire in Neogov.

• Inheritance Not Working for Acting Manager Role• Workaround: Workday team reviewing options.

• Agency Designation Missing from Job Reqs• Workaround: Admins are running reports and

editing Org Assignments when needed.

Benefits - Changing Beneficiaries

Heather Britton

Benefits - Changing Beneficiaries

Heather Britton• Manager of Benefits & Wellness, OHR

• Denver Service: 15 years, 10 months, 8 days

Benefits - Changing Beneficiaries

•Getting Started:

Benefits - Changing Beneficiaries

2nd

1st

4th

3rd

5th

6th

Finding the Job Aid

Everything You Need To Know About Cost Centers But Were Afraid To Ask

Kelly Greunke, BMO

Need to Know: Cost Centers

Kelly Greunke• Financial Manager, Budget Management Office

• Denver Service: 11 years, 10 months, 6 days

Cost Centers

• The cost center is the department or unit within an organization to which expenses will charged when goods or services are purchased, including payroll expenses, for budgeting and accounting purposes.

• Helps to track expenditures and revenue so that agencies stay within their budget

• Provides an understanding of how resources are being used for smarter use of those resources

• Allows for historical & current spending analysis and forecasting

• Helps with future year budgeting and understanding the cost of providing services

More Cost Center Info

• Cost center generally refers to the lowest level at which budget/expenses are tracked

Appropriation Level: The Police Department 3510000

Control Level: Police Administration 3511000

Police Operations 3512000

Track Level: Office of the Deputy Chief 3512100

Patrol; Traffic Operations; Photo Enforcement; OperationsSupport; Crime Lab; Police Fleet Mgmt.

• Fund Number: The funding source, e.g., the General Fund, Special Revenue Fund (including grants), Enterprise Fund, etc.

Cost Centers & Position Management

Position Management involves the relationship between organizational structure and the jobs and types and characteristics of jobs, as well as both the positions and employees needed to carry out the organization mission, programs and service delivery.

• This has both an HR component AND a budget component

• BMO closely monitors the number of budgeted (and actual) FTEs

• Agencies are not allowed to add to the budgeted FTE count and personnel budget without Budget approval

Assign / Change Org Assignment

•New positions are routed to BMO to verify funding source AND for approval/denial of the new position

• BMO will assume that the position has the same fund and cost center as the supervisor, unless we are provided with information that indicates otherwise.

• If you are creating or moving a position, and the position has grant or other, alternative funding, please say so in the comments box.

• If you are creating or moving a position to another/new supervisor, but you know the payroll expenses need to hit another org, please say so in the comments box.

Cost Centers VS. Department IDs VS. Supervisory Orgs

Finance Orgs

• Agencies use cost centers every day: to buy paper, pay for training, printing, etc.

• The same is true for personnel costs, including compensation, benefits and overtime

• In Workday, the cost center AND fund are fields on the position

HR Orgs• In PeopleSoft, the HR org

unit was called a Dept. ID• The Dept. ID was mapped

to a fund and cost centerand usually “looked the same” as the Finance Org• In Workday, the

supervisory org indicates the reports to structure and is NOT tied to a cost Center. Each position within it is mapped to a funding source, separately and independently

HR Dept. ID

Pos# 12345

Pos# 23456

Pos# 78998

Pos# 45678

Pos# 34567

Finance

Fund –01010

Cost Center - 3511100

Finance

Fund

Cost Center

Grant

Pos# 98765

HR Dept. ID

Dept. ID Mapping in PeopleSoft

The Dept. ID contained all positions at all levels: managers, supervisors and line staff. It did not reflect reporting structure.

Position Cost Centers & Funds in WD

Pos#12345

Pos#23456

Pos#45678

Pos#56789

Pos#34567

Pos#98765

01010 3532200

353110112009 5020100

01010 3532100

01010

Cost Centers are more flexible because each position in a supervisory org can have a separate cost center.

Everything You Need to Know

Cost Centers and Fund Numbers

• Show which agency/division pays for the position

• Are managed by the Department of Finance

• Are assigned by BMO when new position(s) created

•May need to be updated when a position/person moves to a new supervisor (but maybe not)

• Please comment on Mover Worker Actions

• Comments clarify changes, intentions and details

• Are completely separate from HR Supervisory orgs, which tell us who a person reports to

Seeing Cost Centers: Worker

Seeing Cost Centers: Position

Edit Position versus Edit Position Restrictions

Jessie Craney

Position Restrictions

The Edit Position and Edit Position Restrictions tasks allow for changes to the position/hiring restrictions:

• Job Profile: Job Classification

• Worker Type: Employee or Contingent Worker

• Worker Sub Type: • Employee: Unlimited, Limited, On-call & Safety (Police, Fire, Safety)• Contingent Worker: Board Member, Unpaid Intern, Unpaid Trainee, Vendor

• Time Type: Full Time or Part Time

• Location

Edit Position: Changes to a filled position - will impact the employee in the position

Edit Position Restrictions: Changes to a vacant position or when a position becomes vacant

Navigation

Filled Position Vacant Position

New Resource Available!

We now have a one page summary of the Edit Position/Edit Position Restrictions reason codes that includes:

• Reason code description

•When to use it (Edit Position/Edit Position Restrictions)

•Notes (includes comments/attachment information)

• Approval Process

Available on the HR Community Resource Page

Edit Position vs. Edit Position Restrictions

Reason Description EP EPR Notes Approvers**All route to Agency Approver

Change in Hours Updates the number of hours or updates the

position’s time type

x x BMO Partner

HR Partner

Job Profile Change Change in Job Profile (and any additional

changes in addition to updating the Job Profile)

x Must enter job description/

qualifications in the Job Description

Summary and Job Description fields

Compensation Partner

BMO Partner

Job Profile Name

Change

Used by HRIS team for mass changes to job title N/A

Job Profile Upgrade

(Safety)

Uniformed officer position changes x HR Partner

Location Change Use only when there are changes to the

location. If there are additional changes to the

position restrictions, use other reason codes

x x HR Partner

Position Ends Date

Extension

Updates a limited position’s ends date (Ends

Date is assigned when the Job Req is created)

x Must use comments to indicate

change

BMO Partner

HR Partner

Progressive

Reallocation

Use with progressive series classifications when

upgrading the position

x Must attach Class Action form; has

change in pay

Compensation Partner

HR Analyst

HR Partner

Reallocation Use to upgrade the position as a result of the

desk audit

x Must attach Class Action form Compensation Partner

HR Analyst

HR Partner

Worker Type Change Use to update the worker sub type (limited,

unlimited, on-call)

x Must use comments to BMO about

change

BMO Partner

HR Partner

Reallocation and Progressive Reallocation

•Only completed on filled positions (Edit Position)

• Initial process is outside of Workday

•Managers will initiate the Edit Position task once they receive the completed/signed Class Action form

•New job aids available for both processes

Reallocation and Progressive Reallocation

Approval Process:

• Agency Approver: Review Edit Position

• Comp Partner (Class/Comp Analyst): Review Edit Position

• HR Analyst (HR Business Partner): Propose Compensation

• This is a sub business process - Will need to review the Edit Position task to view the details to confirm the compensation

• HR Partner (HR Records Team): two steps

• Approve Propose Compensation (sub business process)

• Approve Edit Position

• Process Complete

Next Workday Wednesday

Wednesday,

29 March 2017 @ Noon

Episode #6 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Chris LongshoreAmy Jewell

Jessie CraneyKaruna Dhingra

Marla TrevorTroy Bettinger

Special Thanks to:Heather BrittonKelly GreunkeWade Balmer

Tyson MartensCassie Schoon