Workday Retreat

Workday Retreat

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Welcome

Thursday April 16th:

Human Capital Management

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Today

WebEx sessions

Submit questions via chat

Be sure and mute your audio

Crosswalk Handout

Banner/Workday Crosswalk on Website

Breaks and Lunch (Breaks mid morning and mid afternoon; Lunch: 12:00pm-12:30pm) approximate time

Hold questions until after each presentation

Silence phones,

Mute your audio on webex sessions

Bathrooms

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Presenters

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Dave Tomanio

Eodia Michel

Rochelle Prince

AVP Human Resources

Supervisor Processing and Records

Director Academic Budgets

Christine Smith

Manager Processing and Records

Michael Davis

Donna Newman

Sara DeMonte

Shari Wiley

Manager Class & Comp

Manager Employee Relations and Development

Supervisor Recruitment Services

Manager Student Employment

Marie Mascaro

Sr. Associate Director Human Resources

Welcome to Workday Video

Workday HCM

DAVE TOMANIO

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Agenda

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HCM Overview

Eodia Michel

Marie Mascaro

Rochelle Prince

Add additional job to AMP employee (teaching position OPS)

Michael Davis

Christine Smith

Michael Davis

Dave Tomanio

Employee Self Service

Standard Reporting

Set up period activity pay (Faculty)

Rochelle Prince

Create Position

Donna Newman

Terminate Employee (SP)

Start Performance Review for Employee (AMP)

Edit Job (OPS) Location

Agenda

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Sara DeMonte

Christine Smith

Shari Wiley

Sara DeMonte

Donna Newman

Donna Newman

Michael Davis

Michael Davis

Deb Brooks

Workday Access

Rehire Employee into AMP Position

Request Compensation Change (AMP)

Create Job Requisition (AMP)

Enrollment in Deferred Pay 9 Month (Faculty)

Request Compensation Change (OPS Student)

Promote Employee to Open Position

Enter Time (SP)

Request Time Off (AMP)

HCM Overview

Dave Tomanio

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Terminology

WD HCM: Workday Human Capital Management.

Supervisory Organization: This type of organization groups workers into a management hierarchy. A Supervisory Organization (SO) is established with anyone who has at least one direct report.

Business Process: A sequence of one or more steps that accomplishes a desired business objective.

This will replace Banner HR/Banner Payroll and Banner Timekeeping.

For example, in HR there are 13 supervisory organizations. The person at the top of that organization is in the SO of their supervisor. In my case I am in the SO for Financial Affairs.

Like hire employee, terminate employee, edit job location. This replaces all PAFs and EPAFs.

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Comparing Workday HCM to Banner

Workday

Cloud based (todays technology).

Nimble.

Workflow driven.

Two updates/releases per year (testing).

All customers on same version.

User friendly easy to learn.

Paperless.

Streamlines approval process.

Banner

Server based hosted at FAU (yesterdays technology).

HR processing is cumbersome.

Table driven.

Updates are sporadic.

Almost every customer on a different version

Very difficult to learn outside of OIT professionals.

Tons of paper.

Lengthens approval process due to reliance on paper forms.

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Terminology

Job Profiles: Defines generic features and characteristics of a job and of a position that is built into that profile.

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Terminology

Profile: Information on every employee that includes

Job

Compensation

Benefits

Contact information

etc

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Terminology

Cost Center: An organization used for financial reporting to track revenue and expenses.

Defining Security Roles: Granting authorizations to system users by associating security groups with business processes.

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and

answers

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Employee Self Service

Eodia Michel

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Contact Information Update

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Submit to HR

WAIT

WAIT

for Update to synchronize with MyFAU Self-Service and FAU Directory!

for HR to respond!

Fill out a personal data sheet and submit to HR or email update to hres

Contact Information UpdateNO MORE WAITING

Self-Service

As easy as

Other options to get to the point of updating your information in WorkDay.

Type into the search box

Change my contact information

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Login and view Profile

Select Contact & Edit to Update

Effective date: Use only todays date or future date

County: Spell it out

Click Submit!

and

answers

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Standard Reporting

Marie Mascaro

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Key TakeawaysStandard Reporting DemoAll Reports are extremely ACTIONABLE.

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On any report you can export to Excel

or View as a Printable PDF file.

If your report has numeric values, you can chart

Any blue field will have a set of Related Actions,

or you can click on it to Drill Down.

On any column, you can Sort or Filter.

and

answers

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Set Up Period Activity Pay (Faculty) & Add Additional Job to AMP Employee (Teaching Position OPS)

Rochelle Prince

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Period Activity Pay

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Allows for payments to be made within an academic period

Will be able to be tracked by type of activity, task, date, unit rate or academic period

Reporting available with drill down capability

Can be used for:

Overloads

Summer Teaching Assignments

Summer Research Assignments

eLearning Faculty Payments

Lifelong Learning Faculty Payments

Adjunct pay

Additional Job

Allows for adjunct faculty assignment for AMP or SP employees

Enables allocation of costs for secondary cost centers outside of primary unit

Incorporates the Period Activity Pay process

and

answers

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Create Position (AMP)

Michael Davis

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Create Position (AMP)

NEW POSITION

LESS EMAILS

MORE VISIBILITY

Manager

Initiates Create Position BP

HR/Comp Partner

Validates and makes adjustments

Comp Central

Approves New Position or Sends Back for Changes

and

answers

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Terminate Employee (SP)

Christine Smith

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Termination Process Now Cumbersome.

Cut hours

Deferred pay out

Unencumbered funds

Remove Banner access

C

O

M

P

L

E

T

E

NOA

UP TO 2 MONTH WAITING PERIOD TO END ASSIGNMENT

SIGNATURE ROUTE

ACCOUNTS RECEIVABLE

P

A

P

E

R

P

A

P

E

R

Waiting

Retiree forms

Paper

paper

F

O

L

L

O

W

UP

The current termination process is riddled with paper approvals, and inefficiencies which oftentimes can result in a 4 month process from start to finish.

The inefficiencies leads to encumbrance issues since HR is unable to fully terminate the employee if clearance hasnt been completed.

The process involves constant follow ups between HR and the department in order to ascertain the status of the termination process.

HR is the only area that can initiate and complete this process.

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Stop pay

Remove security access

Complete PAF

Resignation letter

encumbrance

Final pay

Awaiting payout

Annual leave pay out

Sick leave payout

Clearance form

Termination Process in the future Seamless

The termination process in Workday will be a much smoother process NO PAPER!!!!!!!

The HR Partner and Manager will initiate this process

The Clearance Form will flow simultaneously to each responsible party

At any given time, the initiator will be able to check the system to see how much or how little is left in the process

Routing process will be seamless since the Employee Relations area will not be reviewing all separations; instead, they will only review Involuntary events

Manual signatures will make way for electronic signatures same goes for approvals

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Termination is generated by HR Partner or Manager

Reviewed by Employee Relations Partner if termination is involuntary

Exit interview is kicked off and sent electronically.

Fewer Steps

Clearance form currently in use will be replaced by To Dos

These are fired out to respective departments starting at the 5th step.

and

answers

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Start Performance Review for Employee (AMP)

Donna Newman

Major changes in Performance Appraisals

Sharon Berger A

The first part the Performance Appraisal process is for the employee to self-evaluate based on the 6 job competencies and how they perceived their performance over the past 12 months. The self-evaluation is the employee's opportunity to reflect on the things they did well, and the things they maybe didn't do so well, but learned from the past year. Employees should remind their manager of their accomplishments, challenges, and areas of development

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All AMP and SP Annual Appraisals will be completed 1x per year in August

Appraisals will be filled out electronically; all approvals routed via workflow

Employees will have the opportunity to self evaluate based on each job competency category

Eliminates paper!

All appraisals will be stored electronically

and

answers

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Edit Job (OPS) Location

Michael Davis

Key TakeawaysEdit Job (OPS) - Location

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Job Management

Quick Turnaround

Greater Accountability

Seamless Approvals

and

answers

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Create Job Requisition (AMP)

SARA DEMONTE

Job Requisition

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Streamlines the Posting Process: only two approvals

Create position in advance and post when youre ready

Eliminates electronic approvals in People Admin

and

answers

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Enrollment in Deferred Pay 9 Month (FACULTY)

Christine Smith

Deferred Pay Enrollment Process DP-6 (Deferred Pay in 6 easy steps)

EMPLOYEE DECIDES TO HAVE SALARY DISBURSED OVER A 12MONTH PERIOD

EMPLOYEE INFORMS DEPARTMENT (HR PARTNER) VIA EMAIL

HR PARTNER ENROLLS EMPLOYEE VIA WORKDAY EVENT

HR PARTNER SUBMITS ENROLLMENT PROCESS

HR CENTRAL PARTNER APPROVES PROCESS

PROCESS COMPLETED!!!!!

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1

2

3

4

5

6

Approve

DONE

Submit

Enroll

Inform

Decide

and

answers

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Request Compensation Change (OPS student)

Shari Wiley

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Better than Banner/EPAF

Targeted Info

Faster

No Wait Time

No Risk of Delay in Pay

Happier Employees!

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Key Takeaways

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HR Partner and Manager can Initiate

No Rate Guidelines (except minimum wage)

2 Approvals (if initiated by the HR Partner)

Manager

Financial Aid Partner (for FWS students)

Changes are Immediate

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and

answers

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Promote Employee to Open Position (from one supervisory org to another supervisory org)

Sara DeMonte

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Promote Employee to New Position

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Simplifies

Process

HR moves employee to new department in system

Eliminates electronic approvals in People Admin

Saves Time

No more PAFs!!!

No tracking down lost paperwork

Smart TAG autofills all financial information

No time spent researching employees current assignment

No more delays in processing of new assignments

and

answers

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Enter time SP Employee & Request time off (AMP)

Donna Newman

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Major changes in Timekeeping

Kathleen Dubois SP Time Entry

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SP will be entering time electronically. No more paper timesheets!

All leave requests and approvals will be done electronically.

Timekeepers will still have responsibility for overall process

Ability to delegate approvals if a supervisor is unavailable!

OPS hourly will check in /check out via computer or workstation

and

answers

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Request compensation change (AMP) & Rehire employee into AMP position

Michael Davis

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Key TakeawaysRequest compensation change (AMP)

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No Signatures

Less Guesswork

Faster Corrections

No Paper PAFS!

Key TakeawaysRehire Employee

DIMINISHED Ping-Pong EFFECT

LESS AMBIGUITY

EASIER TRANSITION

Workday Access

DEB bROOKS

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Whats the Difference??

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Banner

Workday

All user based access

Multiple Security Officers

No effective dates

Clearance cumbersome

Introduction of role based access

One Team managing access for both Finance and HCM

One request process rarely needed!

Clearance is simple

Multiple access requests required for each module

Roles

Employee as Self

All employees have this role.

Allows access to self service functionality

Financial Roles

Cost Center Manager Approval Role that is at the Cost Center level.

Cost Center Accountant Initiator role for financial functions.

HCM Roles

HR Partner Initiator/approver role for functions related to employee assignments

Compensation Partner Initiator/approver role for functions related to positions/pay

Timekeeper Role designated to manage the timekeeper function at department level

P0, P1, P2Pwhat???

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Workday Tenants

AMU

Starting point

- Basic

- No FAU data

P0 P2

The Building Starts.

- FAU data is loaded and checked with each tenant

-Business Process Workflows are built

-Testing begins

P3

GOLD

This is it!

The Gold Tenant will be the one we go live with!

Fine Tuning

- Business Process workflows finalized

- Testing and Training in full swing

- Parallel Testing begins.

- Access set up and fine tuned

How do I get access???

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P3 Tenant will be available for employees around the first week of May

Information will be on the Workday website

Single Sign on!

and

answers

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Next Steps

Get the Word Out

Training

www.fau.edu/workday

General: Workday 101

Targeted: Coming in May

Go Live July 1

Break

Be back in 15

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Lunch

Be back in 30

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