Workday WednesdayEpisode #28

29 November 2017

Please Mute Your Phone/Microphone and Close Your Video Window

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Episode #28 Topics

• System Status: Troy Bettinger

• Agency Analyst Update: Troy Bettinger

•New Position Upload Update: Troy Bettinger

• End of Year Payroll: Susan Judah, Payroll

• End of Year HR: Jessie Craney

•HR Efficiency – Search by Badge #: Jessie Craney

• Performance, Calibration & Completions: Marla Trevor

• Report Roundup – Compare Team: Jeff Allen

• Live Questions from Listeners

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System StatusTroy Bettinger

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

Dates & Updates in December 2017SUN MON TUES WED THUR FRI SAT

26 27ClosePayroll

28 29Workday

Wednesday

30 1 Agency

Analyst

Certification

2 Weekly

Update12 Mid-4AM

3 L1 Mgr

Review

Deadline

4 5 6WDW Break

7Calibration

Webinar

8Calibration

Webinar

9 Weekly

Update12 Mid-4AM

10 11ClosePayroll

12HRIS/SC

All-Hands

13 WDW +

L2 Mgr Rev

Deadline

14Calibration

Lab

15 16 Mnthly

Maintenance

All Tenants

17 18Calibration

Rating

19 20WDW Break

21Time Check

Deadline

22Calibration

Complete

23 Weekly

Update12 Mid-4AM

24 HR

Freeze

Starts

25 26ClosePayroll

27WDW Break

28 29Last paycheck

of 2017

30 Weekly

Update12 Mid-4AM

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Recent System Changes

New Since Last Time:

• Finance and Purchasing Changes

Updated Last Time:

• Display name for Workday e-mail notifications changing from Welcome to the City that You Love to City & County of Denver [Address is: denver@myworkday.com]. You may need to update any Outlook rules you have.

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

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Known Issues 11/29/17Troy Bettinger

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Known Issues 11/29/17 p1

•Delegated Performance Tasks

• Problem: Managers have delegated Performance tasks

• Solution in process

• Encourage managers NOT to delegate to direct subordinates.

• 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.

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Known Issues 11/29/17 p2

• 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

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Agency Analyst UpdateTroy Bettinger

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Certificates Complete!

• Thanks to Fran Trujillo – Copies delivered soon!

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Agency Analysts as of 11/1/17Name AG Pass Date Assignment Level Assigned

Odom, Patricia CAO 8/18/17CAO City Attorney's Office 8/23/17

Singleton, Snezhanna CAO 7/21/17CAO City Attorney's Office 7/21/17

Rios, Stephanie CPD 8/18/17CPD Community Planning & Development 8/18/17Cook, Sherri A. DEN 7/21/17DEN TEC Technologies 7/25/17Kennedy, Karen DEN 8/18/17DEN FIN BIZ Business Operations 8/30/17

Morozewych, Zoriana DEN 7/21/17DEN AIM I&M Field Maint 7/21/17Murray, Gina DEN 8/18/17DEN OPS Airport Operations 8/22/17

Nesladek, Carol DEN 10/20/17DEN AIM I&M Facility Management 10/26/17

Orblom, Ashley DEN 10/20/17DEN AIM I&M Fleet Maint Managers 10/25/17Salter, Denise DEN 7/14/17DEN AIM I&M High Tech Maint Leaders 7/19/17

Dorel, Agathe C. DHS 7/21/17DHS CW Child Welfare Services 7/25/17Cordova, Crystal L. DoF 7/14/17DoF DMV Denver Motor Vehicles 7/19/17

Callison, Barbara J. OED 7/14/17OED Office of Economic Development 7/17/17Carelli, Karen A. OSE 10/20/17OSE Special Events 11/1/17

Abeyta, MaryRose PW 7/21/17PW SWM Solid Waste Management 7/25/17

Danielson, Mackie PW 10/20/17PW ROWE Enforcement 10/24/17Maschka, Thomas C. PW 8/18/17PW ROWS Right of Way Services 8/22/17

Nguyen, Tara L. PW 7/14/17PW WMD Wastewater Management 7/17/17Pitts, Denise R. PW 7/14/17PW FMD Fleet Management 7/14/17Reichert, Kristina PW 7/14/17PW STM Street Maintenance 7/19/17

Roberts, Therese PW 8/18/17PW ROWS Right of Way Services 8/22/17Sanders, Marilyn TS 7/14/17TS Technology Services 7/19/17

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Agency Analyst Training

Next Session:

• Friday, December 1, 2017 – 8:00 to Noon

•Webb Computer Training Lab 4.F.3

•Deadline for Invitations: COB TODAY Wed 11/29/17

Getting an Invitation:

•Nominated for class by HR Service Delivery Managers

• Send nominations to Troy

• Candidates must sign a security agreement

•Must pass certification to get security role

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New Positions from New Budget?

Troy Bettinger

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Council Approved 2018 Budget

• BMO has the list of all expansion positions

•OHR Class/Comp team has classified all new expansion positions

• BMO is working with OHR to do a mass upload to create all expansion positions at once

• Upload will probably happen on or before December 4

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End of Year Payroll for HR

Susan Judah

• Sr. IT Systems Analyst, Payroll Operations

• Denver Service: 11 years, 9 months, 6 days

New Kronos Training for Managers

• A new timecard approval eLearning module on CityU

Kronos Timecard Training for Supervisors and Managers, Lesson Seven: Approving your Employees’

Timecard

• Timecard approval is a key internal control and a responsibility shared by all supervisors at the city.

• Thiz eLearning module is included in the “Required Courses for Managers” group as a training for new supervisors/managers.

• Can be taken as a refresher course.

• Takes approximately ten minutes to complete.

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Payroll in December 2017SUN MON TUES WED THUR FRI SAT

26 27ClosePayroll

28 29Workday

Wednesday

30 Target

New Position

Load

1Payday

2

3 L1 Mgr

Review

Deadline

4 5 6 7Calibration

Webinar

8Calibration

Webinar

9

10 11ClosePayroll

12 13 WDW +

L2 Mgr Rev

Deadline

14Calibration

Lab

15Payday

16

17 18Calibration

Rating

19 20 21Time Check

Deadline

22Calibration

Complete

23

24 HR

Freeze

Starts

25 26ClosePayroll

27Workday

Complete

28 29 Last

paycheck of

2017 with HSA

payout

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Updating Tax Deductions

• Updating Tax Deductions

• Click on Pay

• Choose Withholding Elections

• Under Federal Elections choose Update

• *Note the message, Click OK

• Update necessary tax data and click ok.

Updating Tax Deductions

• Updating Tax Deductions, continued

• You must go back in and select Pay, Withholding Elections to update State Withholdings

• Choose Update

• Click OK

• Update the necessary data and click OK

Workday FreezeJessie Craney

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Workday Freeze

•Notice in All Manager communication 11/21/17:

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Workday Freeze in Preparation for Merit IncreasesPlease be aware of the year-end Workday freeze taking place Sunday 12/24/17 –Sunday 1/7/2018. During the freeze period, employee job or pay changes cannot be made for existing employees (new employee information, separations and terminations will continue to be processed during this time). Transactions submitted with an effective date during this timeframe will be declined and sent back and will have to be resubmitted on 1/8/18 or later. Any job or pay change for existing employees that must be effective in 2017 must be submitted and processed all the way through Workday by 12/22/17. Job and pay changes initiated in 2018 cannot have a retroactive start date prior to 1/1/2018. The Workday freeze will ensure that the merit pool allocations will be as current as possible when the merit increase process opens in Workday for merit planners on 1/8/18. View the Merit Program Manager Q&A for more details.

Workday Freeze

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Allowed Actions:

• Hire actions

• Termination actions

• Civil Service / Sworn

Officer actions

Workday Freeze

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Not Allowed Actions:

• Employee Job or Pay Changes

• Promotions, demotions, job

change, ad-hoc pay changes

• Moving Workers

Year End Deadlines

Talent Deadlines

• 03-DEC-17 – 1st level manager reviews deadline

• 13-DEC-17 – 2nd level manager review deadline

• 22-DEC-17 – Review statistical analysis period

HR Deadlines

• 24-DEC-17 – HR Freeze Date• All transactions must be in BEFORE the Freeze Date

• These actions should not happen during Freeze:

● Comp Changes ● Org Changes

● Promotions ● Demotions

● Transfers ● Move Workers

● Reallocations ● Equity Adjustments

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HR Efficiency:Searching by Badge #

Jessie Craney

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Searching by Badge #

You can search for a uniformed officer by badge number. To do this, you will need to add in a search prefix.

• Add “id:” prefix – followed by badge number

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Calibration of Ratings & Completion Metrics

Marla Trevor

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Performance Reviews

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15%22%

35%

51%

68%

0%

20%

40%

60%

80%

100%

11/2/2017 11/7/2017 11/12/2017 11/17/2017 11/22/2017 11/27/2017

Reviews Started

• 68% of managers have begun their reviews.• Upcoming deadlines:

• 12/3 (Sunday) for first level approval• 12/13 for second level approval

Reassigning Reviews

• If an employee is moved to a new supervisor during the review period, please submit a ticket to move the review to the correct person.

•Workday does not automatically move the review.

• Reviews can be reassigned up the supervisory organization, not laterally. If the employee moved laterally, the new manager can work with the previous manager off line.

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Rating Calibration

• Rating Calibration is completed by the Agency Approver

• They received an email 11/21 explaining their role:

• Training webinar December 7 or 8

• Training lab December 14

• December 18 the rating calibration spreadsheet will arrive in their inbox

• Review the list of ratings on the spreadsheet

• Confirm the agreed upon distribution of ratings, and that high performers are rated appropriately.

• December 22 calibration is complete

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Year End Deadlines

Talent Deadlines

• 03-DEC-17 – 1st level manager reviews deadline

• 13-DEC-17 – 2nd level manager review deadline

• 22-DEC-17 – Review statistical analysis period

HR Deadlines

• 24-DEC-17 – HR Freeze Date• All transactions must be in BEFORE the Freeze Date

• These actions should not happen during Freeze:

● Comp Changes ● Org Changes

● Promotions ● Demotions

● Transfers ● Move Workers

● Reallocations ● Equity Adjustments

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Reporting RundownCompare Team

Jeff Allen

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What’s up with my team?

Name: Compare Team

Summary: Returns a list of direct reports with positions, hire dates, compensation, and performance review information

Required Prompt: Supervisory Org

Optional Prompts: None

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Compare Team

• Employee (Name)

• Photo

• Current Job

• Years in Current Job

• Years of Service

• Hire Date

• Total Annualized Amount

• Market Position

• Last Increase Amount

• Last Increase Percent

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Outputs• Years Since Last Increase

• Date of Last Increase

• Last Payment Amount

• Last Payment Plan

• Years Since Last Payment

• Total Shares Granted

• Last Grant Amount

• Years Since Last Grant

• Current Rating

• Previous Rating

Compare Team – Report Option

1. In the search bar, start typing Compare Team and select the report.

2. Select the Supervisory Org you wish to view and click OK.

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Compare Team – Report Option

3. The report will be displayed on your screen.

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Compare Team – Report Option

4. Click the “More” link in the upper left-hand corner and the report will display in a grid which can be exported to Excel.

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Compare Team – Report Option

5. Grid view looks like this.

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Compare Team – Related Actions Option

1. Begin typing the name of the manager or the supervisory org in the search bar, and select the supervisory org from the drop down options.

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Compare Team – Related Actions Option

2. Select the related actions button, select Organization, and select Compare Team.

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Compare Team – Related Actions Option

3. The report will be displayed on your screen as it was with the report option.

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Live Audience QuestionsModerated by Jeff Allen

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Audience Questions: Freeze

Q. Does the freeze include temporary reductions in pay?

A. [HRSC] A temporary reduction in pay is still a pay change that goes into the system (Compensation Change), so it will not be processed during the freeze.

Q. We were told not to process any employee movement during this period. Is that right?

A. Yes – Move Worker is one of the Not Allowed Actions during the freeze.

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Audience Questions: Freeze

Q. Can cost centers be updated during the freeze? If not, can they be backdated to 1/1/18?

A. [Kelly Greunke, BMO] If it is just a matter of changing the cost center or fund (only) and that change is not due to another action that falls under the Freeze (i.e. Move Worker), then yes, staff can still update cost centers.

Q. Is there a deadline this year for contracting contingent workers (CW)?

A. [Troy] We’ve checked with Kelli Bennett in Finance, and she says the only point to consider for paid contractors is if their new contract is approved before the Auditor’s Contract deadline. For unpaid and other-paid CWs, they are not frozen as they don’t have any impact with merit.

Q. What is the deadline for offer requests?

A. [Cindy Bishop] We need time to do the Background Checks, so we ask that offer requests are submitted no later than next week.

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Audience Questions: Reviews

Q. You said the L2 manager review is a hard deadline. What about the L1 manager review on 12/3? Is it a hard deadline?

A. [Marla] First level managers have until 12/3 to complete their review, and second level managers have until 12/13 to complete their review. It’s important that all managers at all levels complete their reviews by the deadlines, allowing each level sufficient time to complete their tasks.

Q. If managers want to edit Goals for next year, can they do so at this time?

A. [Marla] At this time we recommend that the manager not mix years – it will be difficult to keep inbox items separate. Managers should start the next year process once this year is complete.

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Next Workday Wednesday

Wednesday,

13 December 2017@ Noon

Episode #28 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Jeff AllenJessie CraneyMarla TrevorCJ LongshoreTroy Bettinger

Special Thanks to:Susan Judah, Payroll

Everyone in BMO especially Erik Clark

Diane Vertovec Tyson Martens &

Wade Balmer

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