Move Workers (Supervisory)Training for HR Analysts

6 March 2017

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Today’s Topics

• Workday Definitions and Parameters• Checking Your Security Roles

• What is a Supervisory Org

• What is a Manager

• Supervisory Orgs and Managers

• Danger Signs (Don’t Do This)

• Move Worker

• Move Worker Examples

• Creating a Useful Ticket

• Questions

Checking Security Roles

These HR Analysts can

do a Move Workers for

Tech Services

What is a Supervisory Org

• A supervisory organization is the core fundamental building block of Workday

• It creates the outline of the org chart• It is identified by the “orange box” and has a

name describing the organization’s function

• A supervisory org is assigned a “boss” (supervisor, manager, director…) who will “manage” the org and the subordinate worker(s)

• If a manager is not assigned to the supervisory org, the supervising manager will “inherit” the supervisory org

What is a Manager?

• A manager is an employee who supervises other employees – they are the “boss” of the organization (a supervisor, a manager, a director…)

• The “Manager” is a security role in Workday• The manager security role is assigned to a worker to

manage a supervisory org

• This is independent of the manager’s position (people manage supervisory orgs, not positions)

Supervisory Orgs & Managers

• Think “People are bosses, not positions”

• The Workday HRIS team is responsible for assigning the manager role to a “boss”

• First, we make sure the boss is in the right spot on the org chart (they should be reporting to their assigned boss) > Then we assign them the manager role for the supervisory organization they need to manage

We assign Drew the Manager Role to

make him the boss of “Parks

Greenhouse Team 1”

Drew reports to Julie – Drew

should be the boss of “Parks

Greenhouse Team 1”

What is “inheritance”?

When a supervisory org does not have a boss (an employee assigned to the manager role), the boss above the supervisory org “inherits” the manager role

Move Workers

Move Workers (Supervisory)

• The “Move Workers (Supervisory)” task is now available!

• Allows the HR Analyst security role to move “workers” (positions/employees), not managers, to a new manager/supervisory org

• Replaces the previous PeopleSoft “Updates Reports To” process

• Routes to the BMO Partner for review/approval

• Job Aid is available on denvergov.org/workday:https://www.denvergov.org/content/dam/denvergov/Portals/Workday/documents/Training/JobAidMoveWorker2017_03_03.pdf

Job Aid is Here

CAUTION!

“Without thinking about it, somebody could

really mess up Workday by doing this wrong.”

-- Chris Longshore

“With Great Power Comes Great Responsibility.”

-- Uncle Ben Parker

Move Workers

When When When When NOTNOTNOTNOT to use Move Workers (Supervisory)to use Move Workers (Supervisory)to use Move Workers (Supervisory)to use Move Workers (Supervisory)

Do not use this task to move a worker who is managing a supervisory org - Please complete a SupportNow ticket for this request

Do not use this task in place of moving an employee to a new position which should be completed through Job Change > Transfer, Promote or Change Job

Do not use this task to temporarily move an employee to a new supervisor while the managing position of their organization is vacant

Do not use this task to move a vacant position with an existing job requisition - The order should be “fix then fill”

Move Workers

When When When When TOTOTOTO use Move Workers (Supervisory)use Move Workers (Supervisory)use Move Workers (Supervisory)use Move Workers (Supervisory)

• With Care!

• Just like you used the PeopleSoft “Update Reports To” process

• To permanently update a position/employee’s manager/supervisory org

NoteNoteNoteNote:

• HR Analyst Security Role can launch the action

• Managers and other Security Roles will not have this tool.

Tricky Moves

Plan to talk to the HR Admin team Plan to talk to the HR Admin team Plan to talk to the HR Admin team Plan to talk to the HR Admin team if any of these happen:if any of these happen:if any of these happen:if any of these happen:

• Manager doesn’t have a Supervisory Org

• Agency Reorganization

• Shift Bid

• Layoff

• Creation of a New Office

Prior to Moving Workers

• Confirm where the position/employee is currently located

• Move Workers pushed employee out

• Does not pull employees in

• Confirm that the moving employee is not a “boss”

• Confirm that proposed manager is in fact a manager

Example

• We receive a ticket that Elizabeth Johnson now reports to Joseph Richardson

Jack completes the “Move Worker

(Supervisory)” task to move Elizabeth from

Darnell Brooks to Joseph Richardson

Move Workers or Assign Boss?

Move Workers or Assign Boss?

Wrong Way: Move Workers

I

I = Inherited Org

Request: Create and Move

Move Workers or Assign Boss?

Wrong Way: Move Workers

I

I = Inherited Org

Request: Create and Move

1. Create new Org for

manager

Move Workers or Assign Boss?

Wrong Way: Move Workers

I

I = Inherited Org

Request: Create and Move

1. Create new Org for

manager

2. Move Workers to new

Supervisory Org

Move Workers or Assign Boss?

Wrong Way: Move Workers

I = Inherited Org

Request: Create and Move

1. Create new Org for

manager

2. Move Workers to new

Supervisory Org

3. Inactivate inherited

Supervisory Org

Move Workers or Assign Boss?

Wrong Way: Move Workers

I = Inherited Org

Request: Create and Move

1. Create new Org for

manager

2. Move Workers to new

Supervisory Org

3. Inactivate inherited

Supervisory Org

4. Reconnect to Superior

Org

Move Workers or Assign Boss?

Wrong Way: Move Workers Right Way: Assign Boss

I

I = Inherited Org

Request: Assign Boss to Supervisory Org

Move Workers or Assign Boss?

Wrong Way: Move Workers Right Way: Assign Boss

I = Inherited Org

Request: Assign Boss to Supervisory Org

1. Assign Manager Security Role to

Employee

2. Done

SupportNow Tickets

The Good…

The Bad….

The Tricky…

How to submit a ticket

• To assign an employee the manager role:• You will need the employee and the name of the

supervisory org the employee should be the boss of

• “Assign Drew Barber to manage ‘Parks Greenhouse Team 1’ effective 3/6/2017”

• To create a new organization and assign a manager:• Need to know the superior org name, confirm the proposed

manager is in the right spot, propose name for new org

• “Create new org under Dana Williams (OED WD Training (Dana Williams (115274)) - named ‘OED WD Training Interns’ and assign Madeline Williams as the manager”

Audience QuestionsStaff

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