workday leave partner training - welcome to workday · · 2016-11-08workday leave partner...

Workday Leave Partner Training September 8, 2016

Billie Sue Wolfe, RN COHN-S/CM Sr. Consultant Total Rewards Benefits & Well-Being

Russell Geier PWC Experienced Associate

Tammie Hansen, RN COHN-S

Manager, Total Rewards Benefits & Well-Being

Reminder…

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• Please put your phone on mute

• Please do not put your phone on hold

For he shall be as a tree planted by the waters, and that spreadeth out her roots by the river, and shall not see when heat cometh, but her leaf shall be green; and shall not be careful in the year of drought, neither shall cease from yielding fruit.

Jeremiah 17:8

3 ©2016 Trinity Health - Livonia, Mich.

Reflection - Tammie Hansen

Agenda and Training Components:

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HR BPs

• Welcome • Reflection

• Purpose and Objectives • Foundation info • Absence Basics

• Security roles • “Leave Type” Codes •Business process maps • Navigation demo • Manager emails • Transition of existing leaves

• Reports • Q & A • Resources/Job aids available

Session 1: Purpose & Objectives

Objectives: Session 1 – At the end of this session, you will be able to: • Identify support materials in your toolkit

• Explain Workday foundational information (e.g., what is Workday, key decisions, business processes, etc.)

• Define what a security role is/is not

• Explain transition of existing leaves at Go-Live

• Perform simple navigation tasks in Workday

Purpose/Goal of this session:

• Prepare you to use Workday in the role of “Leave Partner”

Workday Foundation Information

©2016 Trinity Health - Livonia, Mich. 6

7 © 2015 Trinity Health - Livonia, MI

.

TODAY: Our State of HR/Payroll Technology

8 © 2015 Trinity Health - Livonia, MI

.

East

• SuccessFactors • In-House

• Position Manage • Manual

• PeopleSoft • SMS MedSeries • PCE • Lawson • ADP

• SMS • PeopleSoft • ADP • Lawson

Simplifying Work through NEW Technology

• Lawson • Sage • CPSI

Core HCM and Payroll

Benefits

• Lawson • Meditech • Sage HRMS • Manual

Talent Acquisition

• Position Manager • Kenexa • HireEase • HR Logix • Cyber Recruiter

Talent Management

• SuccessFactors • Performance Manager

Workday

• Core HCM • Payroll • Compensation • Benefits • Recruitment

o Applicant Tracking o Job Requisitions o Onboarding

• Talent Management o Performance Management o Succession Planning

• Absence Management • Reporting • Employee / Manager Self Service

Current Systems West

Time

Learning

• Kronos • API • ADP • Power Time

• HealthStream • HealthStream

• Gen 21 • Net Smart

• Sharepoint

• ePath

• Time Keeping / Scheduling (Kronos)

• Learning (HealthStream)

*Solutions yet to be finalized

Extended HR Systems (Outside of project scope) Retained Legacy Systems

• Kronos • API

• Time Trac

Workday …

©2014 Trinity Health - Livonia, MI 9

Trinity Health’s future

Human Resource/Payroll

system.

A major cornerstone for

our transformation to a

people-centered health

system

Will provide a single system for most HR processes including:

• Talent acquisition

• Talent management

• Compensation

• Administration

• Benefits

• Administration

• Core HR transactions

• Payroll

Workday – Key Facts

• First phase of 5-year Transforming Operations plan for HR

• Future enterprise-wide Human Resources and Payroll system

• Replaces all major HR and Payroll systems

• Cloud-based, simple to use, visually appealing application

• Will not replace our time and attendance systems (e.g., Kronos and API) or our learning management system HealthStream

• Directly supports our People-Centered 2020 strategy to deliver operational excellence, effectively steward our resources and engage our colleagues.

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We are Complex What We Learned About Ourselves - We are too complicated!

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Examples of our Complexity & Variation • 33,000 Job Codes (to approximately 20,000)

• 7 Payroll Systems (integrated with 22 Timekeeping Systems)

• 200+ Integrations

• Pay Practices *

• Time off programs and rules *

• Benefit plan elements * (complexity based on rate structures and eligibility rules)

• 130 (to approximately 107) Federal Employer Tax IDs (FEINs)

• Payroll cycles (every variation – weekly, bi-weekly, monthly)

*= Transforming Operations Recommendation/Dependencies

Absence/Leave Basics


In Workday Absence is split (i.e., time off and leave of absence).

• Time Off is a transactional event such as PTO and sick

• Leave of absence is a more durational event where the employee will be absent from work for an extended period of time or approved for duration/frequency of an intermittent time away


What is “Absence” in Workday?


Leave submitted manually in WD ABS Management

Non-Kronos ABS Management to Workday

Standard

leave codes

and hours

entered

Leave Event created

Leave codes create Time Off events to decrement entitlements

ALL Time Keeping Systems

Reporting for FMLA type, length, and duration

Automated balance tracking on a rolling 12 month period

What is the importance of using Workday Leave Type Codes?

Which Leave Type Codes (Disability, FMLA, etc.) must be entered into Kronos?

Do non-pay codes like FMLA need to be entered in Kronos?

• Timekeeping codes will match the Workday Leave Type Codes that have been tested

• Timekeeping codes will pass from Kronos to Workday to decrement the buckets (FMLA, etc.)

• The PTO codes are already going to the Time Off section of Workday. The new codes take care of the "counting" for FMLA and all of our other data needs.

Why do we need to enter non-FMLA leave codes (Elective Leaves, Workers Comp Leaves) into Kronos, when there is no bucket to decrement in Workday?

• We enter FMLA leaves in Kronos and the FMLA entitlement balance is decremented.

• We enter non-FMLA leaves in Kronos to better understand:

o absence types, durations and patterns throughout the ministry

o each ministry’s staffing needs to enable supporting the needs of our colleagues and the patients they serve

How will short term disability be paid via Kronos and/or Workday?

• STD will be paid via pay codes

Are Leave Administrators going to become Kronos Timekeepers?

• Martha Murphy is identifying Time Off Partners. Once they are identified, we will need to identify roles and responsibilities for the Leave partners and the Time off partners.


“Leave Type Codes”

WorkDay Leave Types Description/Usage

STD/LTD LV LTD Unpaid Cnt LTD- on continuous leave

LV LTD Unpaid Partial Colleague is receiving LTD (or has returned to work after leave of 6 months or greater) and is working reduced hours or off hours/days due to condition - intermittent or continuous

LV Salary Cnt Elim

First continuous 7 calendar days off for a leave of absence for self-care - use for colleagues in management plan

LV Salary Cnt STD

After first continuous 7 calendar days off for a leave of absence for self-care. At most ministries, results in colleague initiating STD claim with STD vendor, medical case management, and advise to pay from STD vendor - use for colleagues in management plan

LVSTD Elim Period

Used for STD elimination period (example 7,14 days). At most ministries, results in colleague initiating STD claim with STD vendor, medical case management, and advise to pay from STD vendor. Non-paid code. Use PTO if available - use for colleagues in non-management plan.

LV STD 50 Pct STD - 50%


LV STD 66.67 Pct STD - 66 2/3%



LV STD Unapproved Colleague remains on leave (i.e.-FMLA approved leave) but STD is denied or discontinued by STD vendor- intermittent or continuous

Elective LV ELE Administrative Colleague placed on paid administrative leave per Human Resources (i.e - investigational leave or related to fitness for duty concerns) - continuous

LV ELE Educational Educational leave - continuous

LV ELE Non FMLA Family Cnt Leave for non- FMLA qualifying family member (i.e.-sister, brother, grandparent), if ineliligible for FMLA for qualifying family member, or FMLA has been exhausted - continuous

LV ELE Non FMLA Self Cnt Leave for self that is not FMLA or if FMLA has been exhausted-continuous (or intermittent may be approved if related to an ADAAA qualifying condition)

LV ELE Personal Elective leave that is approved for personal reasons that are not applicable for other elective leave types. (i.e.- house fire, natural disaster, life stress, divorce, etc.) - continuous

LV ELE Provisional Collegue has been released to work but position is no longer available and/or if colleague has been released to return to work but needs to complete required Health Stream classes, renew CPR, or update certifications, etc.-continuous

LV ELE Public Service Unpaid/voluntary work in order to benefit a community (i.e.- mission or relief efforts) - continuous

LV ELE Unapproved Request for leave is not approved but colleague does not report to work.- continuous

FMLA LV FMLA Ch Baby Bonding Cnt Care of newborn per FMLA guidelines - continuous

LV FMLA Ch Placement Cnt

Care of needs for placement of child related to adoption or foster care per FMLA guidelines - continuous

LV FMLA Family Child Cnt Care of child (includes adult child as per FMLA guidelines) - continuous

LV FMLA Family Loco Prnt Cnt

Care of adult who acted in place of a parent during childhood by providing day-to-day care or financial support-continuous

LV FMLA Family Parent Cnt Care of parent - continuous

LV FMLA Family Spouse Cnt Care of spouse - continuous

LV FMLA Self Cnt Care of self. Including maternity disability leave - continuous

LV FMLA Mil SrvcMem Care Cnt Care of a qualifying servicemember or veteran - continuous

LV FMLA Mil Exigency CNT Qualifying exigency related to a qualifying family member during covered active duty - continuous

LV FMLA Ch Placement Int

Care of needs for placement of child related to adoption or foster care per FMLA guidelines - intermittent

LV FMLA Family Child Int Care of child (includes adult child as per FMLA guidelines)- intermittent

LV FMLA Family Loco Prnt Int

Care of person who acted in place of a parent during childhood by providing day-to-day care and/or financial support - intermittent

LV FMLA Family Parent Int Care of parent - intermittent

LV FMLA Family Spouse Int Care of spouse - intermittent

LV FMLA Self Int Care of self (including maternity/prenatal needs) - intermittent

LV FMLA Mil SrvcMem Care Int

Care of a servicemember or qualifying veteran (Up to 26 weeks rolling forward from first day of leave) - intermittent

LV FMLA Unapproved

FMLA Leave is applied for but colleague is not eligible for FMLA or FMLA is denied - intermittent or continuous

LV FMLA Mil Exigency Int

Qualifying exigency related to a qualifying family member during covered active duty - intermittent

Military Service LV Mil Duty Active Short or long term active duty - continuous

LV Mil Duty Reserve Short term reserve training/duty - continuous

LV Mil Duty Unapproved Leave applied for but delayed/denied but colleague does not report to work

State or Municipality LV ST CA CFRA SrvcMem Care CRFA Military Care of Servicemember

LV ST CA CFRA Exigency Up to 10 days during military spouse's leave

LV ST CA CFRA CRFA Non Military

LV ST CA PFL CA Paid Family Leave

LV ST CA PDL CA Pregnancy

LV ST CA SDI CA State Disability leave

LV ST IA Mat Iowa Pregnancy Disability Leave

LV ST NJ FLI Employees of all private and governmental employers subject to the New Jersey Unemployment Compensation Law are covered

LV ST NJ STD New Jersey Short Term Disability leaves

LV ST NY STD New York Disability leaves

LV ST OR FLA Oregon Family Leave Act

LV ST Unapproved Leave applied for but delayed/denied but colleague is off work - intermittent or continuous

Workers Compensation

LV WC Cnt Worker's compensation continuous leave

LV WC Int

Worker's compensation leave and working reduced hours or days due to condition - intermittent

LV WC Unapproved

Worker's compensation is delayed/denied but employee is off work - intermittent or continuous

Return to Work Program

RTW Prog Home Dept RTW participating in temporary transitional/light duty in department in which employment resides (Hours worked)

RTW Prog Non Home Dept RTW participating in temporary transitional/light duty in department other than that in which employment resides (Hours worked)

Other LV Other Use this code ONLY if the appropriate leave type is not included on the list of leave types (i.e- state leaves, municipality leaves, etc.) Note applicable leave type in comments section. Notify Tammie Hansen at email: [email protected] to request additional leave type to be added to future environments of WorkDay.


LEAVE TYPE CODES (Attachment)

• How will STD hours be brought into Workday?

• Examples:

• 10 days of 60% STD benefit

• 10 days of Salary Continuation

• 5 days of 70% STD benefit


How do “Leave Type Codes” Impact Current Process?

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

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Security Roles:

• Determine what a person can see and do in Workday regarding the business processes

• Think of them as Hats you wear

Security Roles are NOT:

• Job titles or job definitions

Security Role Comparison

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Trinity Health Job Type Workday Transactional Security Role

(roles define what a person can see and do in Workday; colleagues may have multiple roles)

HR Business Partner / Consultant HR Partner

Associate Resource Center / RHM Operations

HR Partner

HR Representative

HR Shared Services Representative

Centers of Expertise Leave Partner

Benefit Partner

Compensation Partner

Retiree Partner

Time Off Partner

Manager Manager, Support Manager

Colleague Employee As Self

HRIS Administrator roles

Payroll Payroll Partner

Payroll Partner Lite

Direct Access Users (Employee Self Service)

No Approval Needed (by HR/HR Reps/Service Center/Management)

• Address Change – unless a geographical change which results in a health plan change

• Beneficiary designation

• Personal data change

• Personal Contact Information (address/phone/personal email)

• Work contact information (phone, address, email)

Approval Needed (HR/HR Reps/Service Center/Management/Centers of Expertise – Leave Partners )

• Personal Data (Gender, DOB, marital status, place of birth, race/ethnicity, citizenship)

• Photo

• Edit government ID

• Edit passport/visas

• Edit licenses/certifications

• Edit other ID

• Enter Leave (Leave Partner)

• Return from Leave (Leave Partner)


Key Decisions Related to:

- Business Processes

- Security Roles

- Organizational Types & Descriptions


A Business Process Defines WHO, WHAT and WHEN

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• Correct Time Off

• Request Leave of Absence

• Request Return from Leave of Absence


Workday Absence Business Processes

Examples of Business Processes 1. Add Additional Job

2. Change Benefits

3. Change Benefits Life Event

4. Change Job

5. Close Position

6. Contact Change

7. Contract Non-Employee (Contingent Worker)

8. Convert to Employee

9. Create Position

10. Edit Government IDs

11. Edit Licenses

12. Edit Position

13. Edit Position Restriction

14. End Additional Job

15. End Non-Employee Contract (Contingent Worker)

16. Freeze Position

17. Hire

18. Legal Name Change

19. Maintain Collective Agreements

20. Organization Assignment

21. Personal Information Change

22. Preferred Name Change

23. Proposed Compensation Change

24. Request Compensation Change

25. Request Leave of Absence

26. Request One Time Payment

27. Request Return from Leave of Absence

28. Service Date Change

29. Switch Primary Job

30. Title Change

31. Termination


Workday Demo Logging Into Workday

Basic Navigation

Worklets


Adding Worklets To Your Home Page


Click on the ‘Wheel’

Click on the plus (+) sign to add a new

worklet(s)

Adding Worklets To Your Home Page


Search or enter the Worklet name. Click

on the plus (+) sign to add additional

Worklets

Leave Partners entering leave information directly into Workday


Transition of Existing Leaves to Workday

• EIBs are used to load data into Workday

• An EIB is a very basic integration that can be used to load data into Workday using a template

• It is quicker and easier to load a large amount of data into Workday using an EIB versus manual entry

• You must have the correct security roles assigned to be able to create and launch an EIB in Workday


Enterprise Integration Brokers (EIBs)

• New EIB templates can be exported from Workday

• EIB templates are created in .xml and need to remain in xml. Changing the format or adding or removing columns can corrupt the template

• Once a new EIB template is generated, you will be able to use it to load new, similar data

• You must use the correct EIB template to load your data type. For example:

• Time-Off or Leave must be loaded using an Absence EIB

• Earnings must be loaded using a Payroll EIB


EIBs: Exporting and Generating

• Determining eligibility

• Discussion service date fields

• FMLA hours – utilized/remaining, rolling in and out

• *Request leave

• *Return from leave

• Extend leave

• Deny leave

• *Corrections to a leave

• Key Service Date Field Definitions

*Leave Partner Business Process


Demo

Key Service Date Fields

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Date Description

Hire Date or Contract Start Date Automatically populated from the most recent Hire or Contract Contingent Worker

business process.

Original Hire Date Automatically populated from the earliest Hire Date. Enables you to track when a

worker was first employed by the organization. Used for COBRA eligibility, Form I-9,

and the Length of Service in Months from Original Hire Date report field.

Continuous Service Date Automatically populated from the most recent Hire Date. Enables you to give credit

for past employment. Used in benefit elections, compensation period basis behavior,

and length of service calculations.

Length of Service Automatically calculated from the Continuous Service Date to the current date or

termination date.Use the Service Length Type field in the Edit Tenant Setup - HCM

task to specify the display format.

Date Entered Workforce Supports statutory leave entitlements. Use the Edit Tenant Setup - Global task to

track for workers in specific countries.

Days Unemployed Used only for China. Impacts statutory leave eligibility.

Months Continuous Prior Employment Used only for China. Impacts statutory leave eligibility.

Benefits Service Date Enables you to track length of service for benefit programs. Example: Workers become

eligible for insurance after a 3-month probation period. Available for use in user-

defined calculations and eligibility rules.

Company Service Date Enables you to track an additional service date, such as date of acquisition. Available

for use in user-defined calculations and eligibility rules.

Time Off Service Date Enables you to track time off eligibility based on a different service date. Example:

Standard time off is 3 weeks per year, but some workers negotiate 4 weeks. Available

for use in user-defined calculations and eligibility rules.

Retirement Eligibility Date Enables you to track eligibility for retirement, such as when it is based on length of

service or age .Available for use in user-defined calculations and eligibility rules.

Expected Retirement Date Enables you to report on retirement for workers who announce their retirement date

in advance. Available for use in user-defined calculations and eligibility rules.

Seniority Date Automatically populated from the earliest Hire Date. Enables you to track seniority

based on a date other than Hire Date or Company Service Date. Used in the Length

of Service in Months from Seniority Date report field. Available for use in user-defined

calculations and eligibility rules.

Severance Date Enables you to track how long a worker receives severance pay. Also used in

compensation period basis behavior .Available for use in user-defined calculations and

eligibility rules.

Vesting Date Enables you to track when a worker is fully vested, when this differs from standard

vesting rules.

Workday Reporting Susan Anderson

HRIS Team Lead, Workday

Trinity Health Reporting Strategy


• Centralized reporting and governance model to avoid

performance impacts in the tenant • Roles that have access to run reports will be able to run

both delivered and custom reports • Custom reports will become part of a ‘Reports Library’

and will continue to grow

Accessing Workday Reports


Additional worklets/reports libraries to be added soon:

Benefits

Payroll

RHM specific custom worklet

Regulatory/Compliance

Audit

Executive dashboard

Search here

Access reports via a

custom worklet

Accessing Workday Reports


Standard (Delivered) Reports:

• Standard (delivered) reports are accessible by either searching for them or running two reports called ‘Workday Standard Reports I Can Run’ and ‘Workday Standard Xpresso Reports’

• Delivered reports come in two types: Report Writer or Xpresso

• Users can run any delivered report they have access to

• Users can NOT directly edit a delivered report

• Authorized users can COPY a delivered report if the type = Report Writer

Custom Reports:

• Users can run any custom report they have access to

• Custom reports are designed and built using the report writer tool

• They can be created new or as a copy of another standard or custom report

• Only authorized users can create custom reports

Key Messages:

• Leave Partner role is specific to business process related to leaves only

• Job Aids for unusual circumstances

• Reports can be obtained from WD (widgets- Espresso and Standard)

Follow Up:

• Any demos you would like to have repeated

• Any Job Aids that would be helpful

• Any other areas of review or discussion


Review and Requests

• Workday Foundation Information

• Business Process Maps

• Security Role Definitions and Comparisons

• Job Aids

• Request a Leave

• Return from Leave

• View Leave Results

• EIBs

• “Leave Types” definitions


Resources (Attachments)

workday leave partner training - welcome to workday · · 2016-11-08workday leave partner...

Documents