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Workday WednesdayEpisode #21

30 August 2017

Please Mute Your Phone/Microphone and Close Your Video Window

Today’s Topics

•Welcome to Workday Wednesday: Jessie Craney

• System Status: Troy Bettinger

• Version 29 New Employee Profile: Troy Bettinger

• Report Rundown - CCD HR Promotions Report: Jeff Allen

•Workday Finance Update: Troy Bettinger

•Workday Recruiting Update: Jessie Craney

• Position Management - Review Position Restrictions: Jeff Allen

• CitySpirit Questions: Jessie Craney & Troy Bettinger

System StatusTroy Bettinger

19 Agency Analysts

Certified as of 8/18/17:AGN Name Assignment Level Pass Date

C&R Littlepage, Elizabeth C&R ED Voter Records Admin (Lisa Stubbs) 8/18/17

CAO Odom, Patricia CAO City Attorney's Office Agency (Kristin Bronson) 8/18/17

CAO Singleton, Snezhanna CAO City Attorney's Office Agency (Kristin Bronson) 7/21/17

CPD Rios, Stephanie CPD Community Planning & Development Agency (Brad Buchanan) 8/18/17

DEN Cook, Sherri A. DEN TEC Technologies (Robert Kastelitz) 7/21/17

DEN Kennedy, Karen DEN FIN BIZ Business Operations (Gregory Hegarty) 8/18/17

DEN Morozewych, Zoriana DEN AIM I&M Field Maint (Ronald Charles) 7/21/17

DEN Murray, Gina DEN OPS Airport Operations (Dave LaPorte) 8/18/17

DEN Salter, Denise DEN AIM I&M High Tech Maint Leaders (Patrick Kelly) 7/14/17

DHS Dorel, Agathe C. DHS CW Child Welfare Services (Mimi Scheuermann) 7/21/17

DoF Cordova, Crystal L. DoF DMV Denver Motor Vehicles (Linda Bishop (141910) 7/14/17

OED Callison, Barbara J. OED Office of Economic Development Agency (Amy Edinger) 7/14/17

PW Abeyta, MaryRose PW SWM Solid Waste Management (Lars Williams) 7/21/17

PW Maschka, Thomas C. PW ROWS Right of Way Services (Ted Christianson) 8/18/17

PW Nguyen, Tara L. PW WMD Wastewater Management (Reza Kazemian) 7/14/17

PW Pitts, Denise R. PW FMD Fleet Management (Todd Richardson) 7/14/17

PW Reichert, Kristina PW STM Street Maintenance (Kelly Duffy) 7/14/17

PW Roberts, Therese PW ROWS Right of Way Services (Ted Christianson) 8/18/17

TS Sanders, Marilyn TS Technology Services Agency (Scott Cardenas) 7/14/17

Becoming an Agency Analyst

•Next Training Class: Friday, 8 September 17, 8:30AM

• Send E-mail to Troy to Nominate New Candidates

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

System Updates in Sept 2017SUN MON TUES WED THUR FRI SAT

27LOCK

28FINANCE LIVE 6AM

29 30Workday

Wednesday

31 1 2 Weekly

Update

12 Mid-4AM

3 4LABOR

DAY

5Close

Payroll

6WW

Break

7 8 Agency

Analyst Cert

8:30AM

9 WD29

UPDATE

12 Mid-8AM

10 11 12 13Workday

Wednesday

14 15 16 Weekly

Update12 Mid-4AM

17 18ClosePayroll

19 20WW

Break

21 22 23 Weekly

Quarterly 12 Mid-4AM

24 25 26 27Workday

Wednesday

28 29 30 Weekly

Update12 Mid-4AM

https://community.workday.com/maintenance/all

Recent System Changes

New Since Last Time:

• Workday Finance!

• Icon Simplification for Workday Financials

• Updated Reports:• CCD HR

Updated Last Time:

• Location Table Updated with Hierarchy

• Work E-mail Addresses are Public

• Agency Analyst CAN Attach Documents

• Agency Approver Notified on Move Worker

Work In Progress:

• Individual Worker Location Updates

• Change Control Backlog

• Preparing for Workday 29• Only one mandatory update for

HCM – Worker Profile

• Additional Reports

• HR Dashboards and Scorecards

• Workday Recruiting

Known Issues 8/30/17 p1

• Progressive Class Reallocations End High

• Workaround: Check level when vacant, downgrade if needed

• 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


•Working Out of Class is 8% not 8¢

• Issue: Staff viewing the Working Out of Class Variable Comp screen mistake the rate change for a cash change.


• 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.

•Must Take Action to Return Worker from Leave

• Fix: HR Analyst must initiate a Return from Leave Action to bring the worker back. Date is only for record-keeping.

• Pre-hire Info Loaded in Kronos Before Hire

• Workaround: Technical fix under consideration. Please remind manager that the appearance of a new employee in Kronos does NOT mean they can start.

A Look at Workday 29Troy Bettinger

Preview: Workday 29

•Next version of Workday will launch the weekend of 9/8-9/9/2017

• Standard Upgrade.

•No Avoiding It.

WD 29 New Features Distribution

0 10 20 30 40 50 60 70

Finance

Payroll

Recruiting

HCM

Common

Must Install Total Changes

Our One Feature:New Worker Profile

Den

ver OH

R

Preview: New Worker Profile

New Worker Profile: Summary


New Worker Profile: Overview | Job Details


New Worker Profile: Overview | Organizations


New Worker Profile: Compensation

Report Rundown

Jeff Allen

CCD HR Promotions Report

Name: CCD HR Promotions Report

Summary: Returns a list of all employees

promoted both into and out of a Supervisory Org

Required Parameters: Supervisory Org and Date Range

CCD HR Promotions Report

• Agency

• Inbound Supervisory Org

• Employee ID

• Position

• Worker Type

• Worker Sub-Type

• Last Name, First Name, Middle Name

• Date Initiated

• Date and Time Completed

• Status

• Effective Date

• Event

• Event Reason

• Job Code

• Job Profile

• Management Level

• Compensation Grade

• Total Base Pay

• Pay Frequency

• Work Email

Outputs

How to Run the Promotions Report

1. In the search bar, type CCD HR Promo and select the report

2. Enter the required report parameters (Supervisory Org and date range) Note: This report automatically includes subordinate orgs and the date range defaults to the previous month.

3. Click OK at the bottom

CCD HR Promotions ReportNote: Agency is the agency to which the person is going. The Org selected in the required parameters the agency in which the person was working.

Agency Supervisory Org - InboundEmployee

IDPosition

Worker Type

Worker Sub-Type

Last Name

FirstName

Middle Name

Date Initiated

Date and Time Completed

Status

DPR Parks and Recreation Agency

DPR PARKS Southwest Team 5 (Steve Jones)

2xxxxx 5xxxx CJ2083 Utility Worker

Employee Oncall Gxxxxx Michael H 6/2/2017 6/5/2017 9:53 Successfully Completed

PW Public Works Agency

PW STM Customer Service & Infrastructure (Kristina Bobina)

1xxxxx 5xxxx CJ2041 Senior Utility Worker

Employee Unlimited Mxxxxx Vincent 5/24/2017 5/26/2017 14:09 Successfully Completed


DPR PARKS Northwest 5 (Raymond Burr)


Employee Oncall Sxxxxx Jessica 6/6/2017 6/14/2017 9:21 Successfully Completed


DPR PARKS Citywide Team 2 (Nicholas Alexandria)


Employee Oncall Ixxxxx Michael Ben 6/13/2017 6/14/2017 6:10 Successfully Completed


DPR PARKS Northeast Team 3 (Jose Cuervo)


Employee Unlimited Lxxxxx Edward Daniel 6/8/2017 6/9/2017 8:50 Successfully Completed


DPR PARKS Northwest 3 (Seamus Flanigan)


Employee Oncall Mxxxxx Anthony 6/16/2017 6/22/2017 11:48 Successfully Completed


DPR PARKS Southwest Team 3 (Jill O’Gill)


Employee Oncall Sxxxxx Kevin Adam 6/26/2017 6/28/2017 6:33 Successfully Completed


DPR PARKS Northwest 5 (Raymond Burr)


Employee Oncall Lxxxxx Luke Michael 6/28/2017 6/28/2017 11:25 Successfully Completed


PW T&M Signs & Pavement 1 (Kurt Manners)


Employee Oncall Mxxxxx Dennis 6/22/2017 6/23/2017 8:48 Successfully Completed


DPR PARKS Southwest Team 4 (Michael Angelo)


Employee Oncall Pxxxxx Rasha 6/28/2017 6/29/2017 14:25 Successfully Completed


PW STM Pothole Patching (Tom Collins)


Employee Unlimited Kxxxxx Jarred Dominic 6/22/2017 6/26/2017 8:36 Successfully Completed


DPR PARKS Southwest Team 5 (Steve Jones)


Employee Oncall Sxxxxx Noah J 7/13/2017 7/17/2017 7:35 Successfully Completed


DPR PARKS Southwest (Jack Coffman)

1xxxxx 5xxxx CJ1982 Operations Supervisor

Employee Unlimited Gxxxxx Evan C 7/19/2017 7/20/2017 11:54 Successfully Completed


DPR PARKS Amenities (Jill Hill) 1xxxxx 5xxxx CJ1982 Operations Supervisor

Employee Unlimited Hxxxxx Kelsey R 7/11/2017 7/13/2017 7:55 Successfully Completed


DPR PARKS Northwest 4 (Richard Petty)

1xxxxx 5xxxx CJ1983 Park Horticulturist

Employee Unlimited Sxxxxx Johannes C 7/24/2017 7/25/2017 14:22 Successfully Completed


DPR PARKS Southwest Team 4 (Evan N Broadway)


Employee Oncall Txxxxx Joseph Christopher 7/27/2017 7/27/2017 14:36 Successfully Completed


PW WMD WQE Construction 3 (Michael Tyson)

1xxxxx 5xxxx CJ2041 Senior Utility Worke

Employee Unlimited Lxxxxx Santos David 7/25/2017 7/26/2017 14:18 Successfully Completed

Inbound

AgencyInbound

Supervisory

Organization

Inbound

Position

Welcome to Workday FinancialsTroy Bettinger

Workday Finance Is Live!

• Finance Go Live at 6:00AM Monday 8/28/17 SUCCESSFUL!

•New Modules:• Accounting• Accounts Payable• Accounts Receivable (DEN)• Assets• Budget• Grants Management• Projects• Purchasing

Workday Finance Is Live!

•New Security Roles

• Changes to Existing Roles• BMO Analyst now also

assigned to Cost Centers

• Keep an eye on your security and let us know if something doesn’t look right.

Financials Worklet Simplification

Worklet Simplification Result

Emp

loyee

Man

agerFin

ance

Audience Questions

• Use the WebEx Chat Feature

Q: Can we remove the “Purchases" worklet via the

gear in the upper right corner?

A: [Troy Bettinger] We don’t have the ability to

remove the required worklets. You can ADD

worklets with the gear in the upper right corner,

including adding back the Inbox worklet.

Workday RecruiterJessie Craney

Workday Recruiter

• Project kicked off on 8/17/2017

Project Team:

• Project Sponsors: Karen Niparko, Chris Longshore, Cindy Bishop, Earl Peterson

• HRIS Resources

• SCI Consultant

• Project Managers: OHR & TS

• Subject Matter Experts (SMEs):• Talent Acquisition: Recruiting, Assessment, Onboarding• Civil Service• Safety• Library

Workday Recruiter Objectives

• Streamlining the entire Recruit, Offer, Hire and Onboarding process (single system of record from application to retire/resignation)

• Recruiting process optimization: Increasing efficiencies for city-wide hiring managers, interview team members, support staff, budget management office, human resources and candidates

• Improving candidate experience – ability to stay in touch, provide real-time status, ability to pipeline candidates for future opportunities

• Improving the hiring team experience – ability to know the status of recruitments all along the way

• Creating Single Source of Truth to maintain consistency in data and preventing inconsistent, duplicate information

• Providing analytics anytime to measure effectiveness and areas for improvement

Workday Recruiter

Project Phases:

Plan > Architect > Configure > Test > Deploy > Support

Currently in the Plan/Architect Phase

OHR Talent Acquisition Design Session

•Wednesday, 8/16 & Thursday, 8/17

Civil Service Design Session

• Tuesday, 8/22 & Wednesday, 8/23

Combined Design Review

•Wednesday, 9/6 & Thursday, 9/7

Audience Questions

• Use the WebEx Chat Feature

Q: Will the manual hire business process change?

A: [Jessie Craney]: With the change to Workday

Recruiter, most hires will be in the system.

While we will always have a need for manual

hires (for elected officials and appointees, for

example), we expect fewer manual hires

because all candidates will be in the same

system. This is an example of the power of

having one complete system.

Position Restrictions ReviewJeff Allen

Our Position Restrictions

• Job Profile – formerly known as Job Classification

• Location

• Time Type – Full Time or Part Time

•Worker Type – Employee or Contingent Worker

•Worker Sub-Type – Unlimited, Limited, On Call, etc.

Who Should Verify Position Restrictions

•Recruiters:Upon notification of a job requisition being completed

•TA Operations Team:Before hiring a new hire into Workday

•HR Business Partners:To confirm filled or vacant position information

How to Verify Position Restrictions

1. Search for a person

2. Find the person’s position


3. Click the “related actions” button to the right of the position.

4. Select “Position” then “View Position Restrictions”.


5. Select “Hiring Restrictions”.

6. Verify Job Profile, Location, Time Type, Worker Type, and Worker Sub-Type are all correct.

Not a Position Restriction

Job Posting Title is NOT

a Position Restriction!

Job Posting Title on Org Chart

Org Chart displaysthe job posting title

Questions from CitySpiritJessie Craney & Troy Bettinger

CitySpirit Central 8/9

• Q: How do I get more training in how to navigate the system as an employee?

• A: See CityU first, then talk to your HR Business Partner about scheduling hands-on training.

• Q: What’s up with Direct Deposit and the Expense Payment Option?

• A: Direct Deposit as set up during Onboarding can be for both Expense Reimbursements & Paycheck

• Q: I’m a manager, and I’m struggling through Goals. How do I get help?

• A: Connect with your HR Business Partner who can get you set up with Learning and Development.

CitySpirit DEN 8/23

•Q: Why/how are managers getting wrong employee addresses on discipline letters?

• A: Managers do not have access to employee home addresses in Workday. HR Analysts do have access to employee home addresses. HR Business Partners should review and doublecheck the employee address listed on a discipline letter before sending it.

•Q: Why did Workday remove the Sick and Vacation Balance lines from my pay stubs?

• A: The Sick and Vacation Balance lines were removed from pay stubs when Denver launched Kronos in 2008. They haven’t been on a stub for over 9 years.

Next Workday Wednesday

Wednesday,

13 September 2017@ Noon

Episode #21 Credits: Thanks to the following

staff for helping craft Workday Wednesday:

Jessie CraneyJeff Allen

Karuna DhingraCJ “Where’s Chris?” Longshore

Troy BettingerSpecial Thanks to:

All 19 Agency AnalystsMarla Trevor

Denver’s Workday Ambassador Network

Karen NiparkoTyson Wade

Martens Balmer