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Workday Project Understanding Roles & Role AssignmentsManagers Engagement GroupOctober 19, 2012

REIMAGINING OUR WORKDAY1Agenda for Todays SessionUnderstanding Roles in Workday

How Roles and Business Processes Work Together

Definitions of Workday Roles

Approach to Role Assignments at Go-Live

Defining the Finance Partner Role

REIMAGINING OUR WORKDAYThe ORGANIZATION concept in Workday is different that what we traditionally think ofMore than just a department structure

Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensionsDifferent kinds of orgs can be definedAny position can be a member of any number of orgs challenge is to find the best choices AND keep it manageable

Today we are often limited on how and what we can see and do because of our department tree structure (2D view).

Workdays organization give us different perspectives. (upgrading to 3D view)?

2Supervisory OrganizationsSupervisory OrganizationsThe Workday application requires that everyone in the system be associated through this foundational structure:Position-to-Position, hierarchical structureSingle, direct, primary relationshipFunctionality in the system is directly based upon this position-to-position relationshipAccess to a persons data (security) Participation in business processes (initiation/review/approve)

Additional matrix relationships can be defined

REIMAGINING OUR WORKDAYThe ORGANIZATION concept in Workday is different that what we traditionally think ofMore than just a department structure

Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensionsDifferent kinds of orgs can be definedAny position can be a member of any number of orgs challenge is to find the best choices AND keep it manageable

Today we are often limited on how and what we can see and do because of our department tree structure (2D view).

Workdays organization give us different perspectives. (upgrading to 3D view)?

3Supervisory Organizations group employees into a management hierarchy and are a required foundation for Workday HCM (Human Capital Management). They provide the structure for how faculty and staff are hired and organized, how HR business processes are enabled, and how HR data is connected in the system. Supervisory Organizations are not used to manage finances and financial responsibilities; these are addressed through Cost Centers and other data elements.

REIMAGINING OUR WORKDAYSetting up your Supervisory Organization Workday Naming Conventions I. Policy Supervisory organizations are necessary in Workday. These organizations are used to manage the USCs human capital by creating a structure based on hierarchy. Each Supervisory Organization should be unique and equated to one particular department within a school or division and reflect the departmental leadership. Recommendations USC supervisory organization naming conventions should include the School or Division Name, Department Name, and a unique numerical designation. All names should reflect the formal directory listing of schools and not be abbreviated. Note: There are no character limits to the names of your supervisory organizations. The proposed naming convention for your supervisory organization should follow: School/Division Name: Department Name The managers name should not be viewable. Schools and divisions may be permitted to name their own departments. Please avoid redundancy when naming your organization. Here is an example of an approved Supervisory Organization name. Engineering: Viterbi Business Affairs II. Process Special Characters to Avoid Pipe | Double Quotes Hash # Dollar Sign $ Caret ^ Back Tick ` BREIMAGINING OUR WORKDAYAn Example of Supervisory Organizations

REIMAGINING OUR WORKDAYWho:Why: Provide overview of workday data access based upon primary orgWhat:

This is a conceptual view of a position-to-position hierarchical association.

YELLOW positions are MEMBERs of the GREEN managers supervisory organization. PINK are MEMBERs of this YELLOW.

Using Craig Higgins as an example again, we see, as the incumbent of the Assistant Dean position, he is a member of the College of HE supervisory org and the manager of HE Admin.

6All of the following are true about Supervisory Organizations in Workday except:Check-inThey create a position-to-position hierarchical association.There is one manager role per supervisory organization.They mimic our HR department tree. A position can be both a member of one supervisory organization and a manager of another supervisory organization.They are a foundational structure in Workday.

REIMAGINING OUR WORKDAYBefore we move to the next concept, lets check-in again.7What are Workday Roles?Roles: When linked with organizations, roles determine:What you can see & what you can doProvide access to appropriate data within the assigned organizational structureDetermine functional responsibilities and routing of actions in a business processDefault roles: Employee , Manager, Assigned roles: HR Partner, Management Partner et. al.

Offer opportunity for flexibility and increased functionality

REIMAGINING OUR WORKDAYWho: LymanWhat:

Lets move on to the concept of ROLEs in Workday

Role, when linked with organizations:What you can see: access to a data on what positions, personsWhat you can do: defines your participation in business processes responsibility, routing

Some roles are defaulted by virtue of your position Youre a MANAGER

Some roles are assigned according to your administrative function Youre an HR Partner, Benefits Partner, or a CU custom role MANAGEMENT PARTNER

As you gain more familiarity with Workday, I think youll see that role assignment offers us possibilities for flexibility that well show a little of in a few minutes.

8Role Assignment Facts Facts: Roles can be inherited or assigned (by supervisory organization); Assignments are designated at the position level

Mgmt PartnerPosition XYZSusan Stone

InheritedMgmt PartnerPosition XYZSusan Stone

AssignedMgmt PartnerPosition ABCDiego Vasquez

REIMAGINING OUR WORKDAYWho: LymanWhy: Provide overview of workday roles and how they can be assigned to orgsWhat:

Weve depicted a conceptual model of a small supervisory organizationShowing POSITIONs rather than People since Roles are assigned or inherited to the Position, not the person

CLICKSeveral of these positions automatically default to the MANAGER role by virtue of their associated subordinate positions

Other functional roles are assigned. Assignment is to a designated point in the supervisory organizationCLICKFor example an HR PARTNER is assigned to the top of this supervisory organization-- enabling the partner to view data for that organization designating functional responsibilities to be performed in business processingThis model suggests that the responsibility would be for the entire orgThe orgs below inherit from above where no assignment is specifically madeCLICKA position can be assigned functional responsibility for multiple organizationsCLICKAssignments can be designated at other points in the organizationIn this case HR PARTNER POSITION 21 would serve the shaded portion of the organizationCLICKMultiple positions can be assigned to serve an organization simultaneously not true of the MANAGER roleOffering the option of having a team of individuals serving an org

AGAIN the Role, when linked to the organizationDetermines What you can see: access to a persons dataWhat you can do: participation in business processes Which well take a look at now.

9Role Assignment Facts Fact: More than one position can be assigned to a role (Management Partner, Hr Partner)

HR Partner1. Position CCCCarmen Campos2. Position BBBBenny Lee

REIMAGINING OUR WORKDAYWho: LymanWhy: Provide overview of workday roles and how they can be assigned to orgsWhat:

Weve depicted a conceptual model of a small supervisory organizationShowing POSITIONs rather than People since Roles are assigned or inherited to the Position, not the person

CLICKSeveral of these positions automatically default to the MANAGER role by virtue of their associated subordinate positions

Other functional roles are assigned. Assignment is to a designated point in the supervisory organizationCLICKFor example an HR PARTNER is assigned to the top of this supervisory organization-- enabling the partner to view data for that organization designating functional responsibilities to be performed in business processingThis model suggests that the responsibility would be for the entire orgThe orgs below inherit from above where no assignment is specifically madeCLICKA position can be assigned functional responsibility for multiple organizationsCLICKAssignments can be designated at other points in the organizationIn this case HR PARTNER POSITION 21 would serve the shaded portion of the organizationCLICKMultiple positions can be assigned to serve an organization simultaneously not true of the MANAGER roleOffering the option of having a team of individuals serving an org

AGAIN the Role, when linked to the organizationDetermines What you can see: access to a persons dataWhat you can do: participation in business processes Which well take a look at now.

10Role Assignment Facts Fact: One position could be assigned to different roles.

HR Partner1. Position CCCCarmen Campos2. Position BBBBenny Lee

Finance Partner1. Position CCCCarmen Campos2. Position BBBBenny Lee

REIMAGINING OUR WORKDAYWho: LymanWhy: Provide overview of workday roles and how they can be assigned to orgsWhat:

Weve depicted a conceptual model of a small supervisory organizationShowing POSITIONs rather than People since Roles are assigned or inherited to the Position, not the person

CLICKSeveral of these positions automatically default to the MANAGER role by virtue of their associated subordinate positions

Other functional roles are assigned. Assignment is to a designated point in the supervisory organizationCLICKFor example an HR PARTNER is assigned to the top of this supervisory organization-- enabling the partner to view data for that organization designating functional responsibilities to be performed in business processingThis model suggests that the responsibility would be for the entire orgThe orgs below inherit from above where no assignment is specifically madeCLICKA position can be assigned functional responsibility for multiple organizationsCLICKAssignments can be designated at other points in the organizationIn this case HR PARTNER POSITION 21 would serve the shaded portion of the organizationCLICKMultiple positions can be assigned to serve an organization simultaneously not true of the MANAGER roleOffering the option of having a team of individuals serving an org

AGAIN the Role, when linked to the organizationDetermines What you can see: access to a persons dataWhat you can do: participation in business processes Which well take a look at now.

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Quick Review: How Do Roles Work?All are true statements except:Roles can only be designated at the top level (the college/unit).More than one position can be assigned to a role (ex. HR Partner).One position can hold more than one role (ex. Mgt Partner and Finance Partner).HR Partner 1Hayley HarrisHR PartnerHayley HarrisHR PartnerHayley HarrisHR PartnerKristie LambHR Partner 2Cyndi MorrisREIMAGINING OUR WORKDAY12Who:What:

Role Assignments Checks & BalancesThe same position (person) cannot initiate and approve a HR event;If a position (person) is assigned both the management partner and HR partner for a supervisory organization, an additional person(s) should be assigned to the HR partner.

REIMAGINING OUR WORKDAY13What is a Business Process?RolesManagementPartnerManagementPartnerHR PartnerOn-boarding PartnerPayroll PartnerStepsHire Employee Example Business Process**Important note: This example is for demonstration purpose and does not indicate the steps for Cornell at go-live.HR Business Process roles can be assigned to different people across different organizationsOrgsREIMAGINING OUR WORKDAY14IfthenStepRoleOptionalCompleteaRequest Compensation Change - InitiationManagement PartnerNobShare Costing (Labor) DistributionFinance PartnerNOcReview/Approve Request Compensation Change HR PartnerCompensaton PartnerNoYes if step d not necessary.dBase Pay Proposed >= 245000?Approve Request Compensation ChangeExecutive Comp PartnerNoYesCompensation BPREIMAGINING OUR WORKDAYTie Back to Business Processes (ex. Comp Change)RolesMgt Partner

Lyman FlahiveFinance Partner

Lyman FlahiveHR Partner

Cyndi MorrisStepsRequest Compensation Change Business Process

REIMAGINING OUR WORKDAY16Tie Back to Business Processes (ex. Comp Change)RolesMgt Partner

Cyndi MorrisFinance Partner

Cyndi MorrisHR Partner

Cyndi MorrisStepsRequest Compensation Change Business Process

REIMAGINING OUR WORKDAY17Tie Back to Business Processes (ex. Comp Change)RolesMgt Partner

Cyndi MorrisFinance Partner

Cyndi MorrisHR Partner

Cyndi MorrisHayley HarrisStepsRequest Compensation Change Business Process

REIMAGINING OUR WORKDAY18Definitions of Workday RolesMajor roles: Management Partner, HR Partner, Hire Initiator, Student Employment Roles

More limited roles: Compensation Finance Partner, Time-Away Partner, Academic Roles

Lookup Roles: HR and Finance Lookup

Functional Roles: Benefits Partner, Compensation Partner, Absence Partner

Security Roles: Security Partner, Org Owner

REIMAGINING OUR WORKDAYThe ORGANIZATION concept in Workday is different that what we traditionally think ofMore than just a department structure

Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensionsDifferent kinds of orgs can be definedAny position can be a member of any number of orgs challenge is to find the best choices AND keep it manageable

Today we are often limited on how and what we can see and do because of our department tree structure (2D view).

Workdays organization give us different perspectives. (upgrading to 3D view)?

19Role Assignments at Go-LivePhased Approach: Major roles assigned within HR until the system has stabilized, then unit-specific plans to distribute roles more broadly

Roles a manager might have: Employee (Default), Manager (Default), Compensation Finance Partner, Finance LookupNOTE: All employees and managers will have access to required data via their default roles, regardless of whether they are assigned another specific role.

Role-specific training will be provided starting in November

REIMAGINING OUR WORKDAYThe ORGANIZATION concept in Workday is different that what we traditionally think ofMore than just a department structure

Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensionsDifferent kinds of orgs can be definedAny position can be a member of any number of orgs challenge is to find the best choices AND keep it manageable

Today we are often limited on how and what we can see and do because of our department tree structure (2D view).

Workdays organization give us different perspectives. (upgrading to 3D view)?

20Finance Lookup RoleFinance Lookup role currently under development

We need your help!

Review proposed definition and provide your feedback

Once role is developed, assist in testing

REIMAGINING OUR WORKDAYThe ORGANIZATION concept in Workday is different that what we traditionally think ofMore than just a department structure

Offers a mechanism to group and track positions in many ways, to view the workforce from different dimensionsDifferent kinds of orgs can be definedAny position can be a member of any number of orgs challenge is to find the best choices AND keep it manageable

Today we are often limited on how and what we can see and do because of our department tree structure (2D view).

Workdays organization give us different perspectives. (upgrading to 3D view)?

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