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©2014 Trinity Health. All Rights Reserved. 1

Workday Training for Managers Session 2


Reminder…

2

• Please put your phone on mute. • Please do not put your phone on hold. • Phone lines will be muted, use the “raised hand”

feature if you have a question AND unmute your phone line (#6)

• Also submit questions and comments at any time via the CHAT function.

©2014 Trinity Health - Livonia, MI


Reflection

©2014 Trinity Health - Livonia, MI 3

Worry is like a rocking chair: It gives you something to do, but doesn’t get you anywhere.

Casting the whole of your care—all your anxieties all your worries, all your

concerns, once and for all on Him; for He cares for you affectionately, and cares about you watchfully.

1 Peter 5:7 AMP

©2014 Trinity Health. All Rights Reserved. 4 4

Agenda – Session 2

Workday Security Roles—What Are They, Why Do We Use Them

How to Change a Job—Moving a Colleague from One Job/Position to Another

Requesting a Compensation Change (for a Colleague)

Q & A



Session 2: Purpose & Objectives

Objectives: Session 2 – At the end of this session, you will be able to:

• Explain the purpose of security roles • Identify the steps to complete the process of changing a

colleague’s job • Identify the steps to complete a compensation change for

a colleague

Purpose/Goal of this session: • Prepare you to be able to use the Workday

system

Note: For this session you will not have access to Workday

5 ©2014 Trinity Health - Livonia, MI

©2014 Trinity Health. All Rights Reserved. 6 6

Workday Security Roles



Security Roles: Basic Building Blocks for Our Business Processes & Security

7

Security Roles: • Determine what a person can see and

do in Workday regarding the business processes.

• Think of your security role as a hat you wear.

Security Roles are NOT: • Job titles or job definitions.



Manager Security Role Description


• Manager: views and performs actions on members of assigned supervisory organization.

• Examples include: • Compensation changes • Job changes • Performance reviews, staffing, recruiting (Phase 2) • Terminations


A Key Decision: Roles Assigned at Supervisory Organization


Members

Managers

Manager

Total Rewards Labor Relations

Human resources

Katrina Lindgren, Director Susan Steinberg, VP

Susan Steinberg, VP

Scott Wilson, Director

Logan McNeil, VP of HR

Dylan Johnson Laurie Jenkins Daljit Singh

HR Partner

Logan McNeil, VP of HR

• Supervisory Organizations roll up to one another to form the Supervisory Organization Hierarchy

• Employees are “members” of a Supervisory Organization

• A Manager is assigned to a Supervisory Organization


Other Security Roles in Workday


Business processes initiated by managers will flow to and from some of

these security roles

• Benefit Partner • Employee As Self • HR Leader • HR Partner • HR Representative • HR Shared Services • Payroll Partner • PTO/Time Off Partner • Recruiter


The Change Job Business Process



Changing a Job for an Employee


When to Use Use this process to make any of the following changes: • Demotions (decrease in responsibility) • Promotions • Hours Change • Change Location • Interim Assignments • Job Reclassification • Move to Another Manager/Position

As a manager, you may initiate the Change Job process for your team members only. After you initiate, the process will be completed through the HR function.


Business Process – Change Job


Process begins when: • Manager or HR initiates a job change (transfer, promotion or data change) for an employee

Process ends when: • Employee’s job change is successfully completed in Workday

Scenarios

Transfer Employee to a new Manager

Promote or Demote Employee within the same

team

Change an Employee’s Location

Change in Job details (e.g., Position, Title, Job Profile,

etc.)

A view of the Workday screens




Change Job Scenario – Employee Moves without Chair

Filled Position Analyst

Employee transfers to vacant Position, Senior Analyst

Vacant Position Senior Analyst

Vacant Position Analyst

Scenario

• Involves an employee either moving from one Supervisory Organization to another or from one position to another position within the same Supervisory Organization (e.g. promotion, location change, move to another manager, move to another position on my team)

Transfers and Promotions

Before Transfer

After Transfer

NOTE: Job requisition must be created first


NOTE: A job requisition will not be created

Change Job Scenario – Employee Moves with Chair

• Shift Change • Change Job Details • Assignment Change • Career Ladder

Job Changes

“Food Service Worker”

Scenario

Job Change: increase in work hours,

status change

“Food Service Worker”






Change Job

Initiate First Level Approve To Do

Current Supervisor Yes HR Partner, HR

Representative, Recruiter

HR Representative License & Certification Partner

Security Partner

Proposed Supervisor Yes HR Partner, HR

Representative, Recruiter

HR Representative License & Certification Partner

Security Partner

HR Partner, HR Representative, Recruiter

Yes Manager HR Representative

License & Certification Partner Security Partner

*Employee No

*Employee is notified upon completion


A Glimpse at the Change Job Process


Manager

Initiate

Review

Change Activities

Various Roles HR Partner

Initiate

Note: Refer to the Change Job job aid on the Workday help website at http://workday.trinity-health.org

http://workday.trinity-health.or/

http://workday.trinity-health.or/


Change Job Demonstration



Change Job Tips


• Change Job vs. Edit Position business processes:

• If a person goes from full time to part time, initiate the Edit Position process (for changes to the individual person and not the role)

• If the person is changing managers and going to part time, initiate the Change Job process

• If there is a job reclassification, initiate the Edit Position process (to change the hours for the position—not just the person)


Q & A



Requesting a Compensation Change Business Process



Requesting a Compensation Change

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When to Use Use this process to change compensation for a colleague outside of the annual merit increase, including: • Across-the-Board • Adjustment • Adjustment to Grade Minimum • Certification • Completed Intro Period • Contract • Conversion

NOTE: This process is for ad hoc compensation changes only. Annual merit increases are completed through a separate process.

As a manager, you may initiate the Request Compensation Change process for your team members only. After you initiate, the process will be completed through the HR function.



Process Steps 1. Log in to Workday

2. Type request comp in the search box and press Enter

NOTE: If the base pay change is greater than 5%, the HR Leader will need to approve.

To Start the Change Compensation Process…

Request comp



Process Steps (continued)

3. Click Request Compensation Change from the search results

4. Complete the Request Compensation Change for a specific colleague (* indicates required information)

Note: To see the complete process, refer to the Request Compensation Change Job aid on the Workday help website at http://workday.trinity-health.org


http://workday.trinity-health.org/

http://workday.trinity-health.org/


Request a Compensation Change Demonstration

Request comp



Q & A



Session 3 Topics


• Termination Business Process • Voluntary and involuntary terminations

• Delegation Process • How to ensure the Workday process continues in your

absence

• Reporting

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