1 - Workday HCM Main Book-1-81 PDF
1 - Workday HCM Main Book-1-81 PDF
© 2018 Workday, Inc. All rights reserved. Workday, the Workday logo, Workday Enterprise Business Services, Workday Human
Capital Management, Workday Financial Management, Workday Resource Management and Workday Revenue Management are
all trademarks of Workday, Inc. All other brand and product names are trademarks or registered trademarks of their respective
holders. Version 30 v2 (April 2018)
HCM Fundamentals for Workday 30
Workday Pro
This customer-focused accreditation program helps drive greater Workday
competency and self-sufficiency for your organization.
Adoption Kit
This collection of templates and resources accelerates student training and your
Workday rollout. It includes a combination of videos, job aids, and facilitation and
marketing materials. All content can be tailored to your needs, or used as-is.
Enablement Workshops
In-person training with hands-on configuration in your own sandbox tenant.
Learn Independent
This learning experience combines videos, interactive exercises, quizzes, and tests
into a comprehensive, online learning curriculum that students can complete at their
own pace. Students also experience hands-on activities in a Workday tenant.
Learn Virtual
Our virtual classroom offers the advantages of live instructors without the expense
and time associated with travel. Students connect to our training environment and
participate remotely, complete hands-on activities, and interact with instructors and
other students.
Learn On-Demand
As a supplement to instructor-led offerings, this training provides immediate access to
specific courses and includes short, topic-specific videos and job aids.
Learn In-Person
This instructor-led, in-classroom training prepares students to meet their job
requirements. It combines lectures, social learning, product demonstrations, and
hands-on activities.
https://community.workday.com/training/km
CONTENTS
HCM Fundamentals for Workday 30 ......................................................................................... 16
Overview .................................................................................................................................... 16
Overview .................................................................................................................................... 19
Objectives .................................................................................................................................. 19
Overview .................................................................................................................................... 43
Objectives .................................................................................................................................. 43
Reorganization .......................................................................................................................... 70
Overview .................................................................................................................................... 82
Objectives .................................................................................................................................. 82
Overview .................................................................................................................................... 91
Objectives .................................................................................................................................. 91
Differentiating Job Profiles, Job Families, and Job Family Groups .......................................... 96
Activity 4.3 – Set Hiring Restrictions on Job Management Organizations .......................... 107
Activity 5.2 – Create Compensation Grade and Assign to Job Profiles .............................. 132
Activity 5.3 – Create Compensation Plans and Compensation Package ........................... 140
Visualization............................................................................................................................. 247
Activity 10.4 – Move Workers and Inactivate a Supervisory Organization ......................... 308
Setup........................................................................................................................................ 370
Class Evaluation (Session Within a Curriculum): Available at the Start of the Last Day of
Class ........................................................................................................................................ 461
Class Evaluation (Within a Curriculum): Available After Class Ends and Roster Submitted . 462
This course includes the Workday Human Capital Management (HCM) Fundamentals that will
help you progress through your Workday HCM deployment. We will cover how to execute the
major HCM business processes, perform administrative activities, and set up core system
functionality. In addition, we will cover an overview of business process configuration,
configurable security, and Workday Report Writer.
This class is designed for members of the deployment team prior to the planning stage of
deployment. While customers who are in production will also find this class useful for new
workers, it is not designed to be an HCM transactional class. Recorded training modules and
HCM transactional virtual classes for in-production customers will meet that training need more
efficiently.
We will review basic navigation and core configuration of the Workday HCM system, as well as
introduce you to security and business process framework, and how to modify a business
process. We will hire employees to test configurations. Below is a list of the areas we will
address:
Workday allows you to manage, administer, and support your workforce. This includes tracking
employee, pre-hire, and contingent worker data. In this section, we will generate examples of
basic transactions and discuss the steps involved. These activities help you become more
familiar with the Workday system and the methods of navigation. We will perform the following
tasks:
Once your data is in the Workday system and your business processes are configured to meet
your business needs, it is time to start using the tools and resources available to you. Below is a
list of the areas we will include:
COURSE STRUCTURE
You will use this manual throughout the class. There are interactive elements in this class,
including:
Activities You will use your individual training tenant to perform activities in the
Workday system. These activities reinforce concepts discussed in the
videos, demos, and course manual.
Knowledge At the end of each chapter, you will answer questions to check your
Check knowledge of that chapter’s content.
Navigating through Workday is made simple through the use of powerful search capabilities and
multiple navigation tools. In this chapter, we will review these tools and discuss the multiple
methods you can use to find tasks, reports, and business objects. In many cases, there is more
than one way to perform an action on an object.
Additionally, we will learn about the core concepts of Workday HCM. This overview will provide
you with an understanding of what is needed to perform transactions in Workday.
Keep in mind that all tasks and reports are secured and require you to be in the appropriate
security group to access them. If you cannot see a task, report, or the data described in this
guide, it is because you do not have permission to view it. Security is configurable, so during
class we use configuration that is specific to this Workday training tenant.
OBJECTIVES
CORE CONCEPTS
Supervisory
Organizations
Business
Staffing Model
Processes
Compensation
Business Case: In this activity, you will demonstrate comprehension of HCM core concepts
by matching the terms below with the definitions listed in the first column.
BUSINESS OBJECTS
Workday uses a very powerful object-action model that drives navigation and reporting. The
power of objects is that when you see something in Workday, you can perform an action on it.
When you view a page in Workday, most of the items on the screen are links, and many of
those items have a Related Actions icon next to them. These features make Workday reports
and viewable pages actionable.
Workday stores data as business objects (e.g., organizations, workers, positions) that are
similar to database tables or worksheets in Excel. Just as a database table or worksheet has
columns and rows; a Workday business object has fields and instances. Workday automatically
links related business objects together. For example, a worker is associated with a position, the
position is associated with a job profile, and the job profile is associated with a management
level, job classification, exempt status, etc.
In the diagram below, the “Worker” is the object and the attached rectangles are examples of
related objects or groupings of objects related to the primary object.
BASIC NAVIGATION
Workday is designed to give you multiple ways of doing the same task. To navigate the system,
you need to be familiar with:
APPLICATION HEADER
The following chart describes elements of the Application Header and Workday Worker Profile
menu:
Elements Description
This icon on the upper-left corner takes you back to the Home landing
Home
page.
You can search for tasks, objects (such as workers, pre-hires and
organizations), and reports in the search bar. Predictive suggestions
return common matching results to which you have access based on your
security configuration.
Indicating a Category to the left of your search results page allows you to
target your search to an area of interest, thereby producing faster and
more accurate results. You can set a preferred search category in your
Preferences. That default category is used when you sign into Workday. If
you manually select a different category, it applies for that search and
returns to your default category for the remainder of your session.
Search
Search prefixes also allow you to narrow down your results to a specific
type of search result. When using a search prefix, Workday searches all
items of that type and returns all the results available to you. Examples of
common search prefixes include “org:” for organizations and “bp:” for
business processes. To find all search prefixes you have access to, type
“?” in your search box. You may also choose to use categories to further
refine your results when using a search prefix.
If enabled and configured, you can search on synonyms for Workday
terms that you want to find when searching, as well as hide certain results
that you do not want to see in search results.
Workday Icon Click on the Workday icon to return to your Home page.
Click on your name or picture to view your worker profile, access all
Worker
menus including your Inbox and notifications, manage your user
Profile
preferences, or sign out of your Workday session.
Clicking on the Worker Profile opens all sections available from the home
page. This includes Inbox, Notifications, Workbench, Favorites, W:Drive,
Documentation, Help and My Account.
Displays the Related Actions menu for an object (available only if the
user has permission to perform additional actions on that object).
This Actions button is displayed on the header of many pages in
Workday. Just like the Related Actions menu described above, this
button provides a menu for an object.
Used to narrow down data. Clicking this icon allows you to add a filter to
your data.
Click to view this page as a PDF file that you can print. This can be
restricted using the domain Export to PDF and Excel.
Click to view this page as an Excel file. This can be restricted using the
domain Export to PDF and Excel.
Used to indicate that the report can be viewed as a chart.
Click the Pool Tag icon to put worker(s) into a selected talent or
succession pool.
Returns to the previous page and allows rerunning either a report or a
task with new values.
An up or down arrow will appear in the column heading of a report if you
have clicked on it to change the sort direction.
Appears in the upper-right side of worklets and landing pages and acts
as a menu or settings option.
Opens the associated instance, replacing the current view page (only
available on select view pages).
The Alert is a warning message that alerts you about system limitations
based on configuration. You may continue your process or configuration
when an alert message displays.
The Error is a warning message that alerts you there is a critical error. An
error must be corrected to move forward in a process or to enable your
configuration.
Click the Delete Row icon to remove the current row from the grid.
Click the Add Row icon to add a row to the current grid.
When you click the OK button, the system accepts your changes.
The Submit button accepts your changes and moves you to the next
step in the business process.
The Done button closes a confirmation screen and returns user to the
page which the task or process was initiated from
The Cancel button disregards all changes.
The Save for Later button saves the item in your Inbox until action is
taken.
The More option gives you several additional choices depending on the
business process.
INBOX
The Inbox can be found on the Worker Profile Menu, and contains an Actions tab and an
Archive tab. The Actions tab is an activity stream that displays business process tasks,
approvals, and to dos which require an action. The Archive tab displays historical actions and
business processes within the last 30 days. You can also choose to add the Inbox as a worklet
on landing pages.
The Inbox displays filter options and sorting capabilities. You can choose to edit your own filters
using condition rules you configure. Under Archive, you can refresh or view more processes.
The standard filters for the Actions tab are:
Filter Description
All current business process tasks, approvals and to-dos awaiting your
All
attention.
Favorites Inbox items you starred as favorites.
Overdue Business process items past their due date.
Bulk Approvals
Under the Actions tab of your Inbox, there is a pull-down icon on the top right which gives you
the option to Bulk Approve items in your Inbox, refresh your Inbox, or begin delegations.
When you select this option, a Bulk Approve screen opens up with approval items from your
Inbox. You can choose the “Select All” checkbox, or you can select individual items to approve
in bulk.
NOTIFICATIONS
The Notifications section on the Worker Profile Menu displays notifications regarding business
processes and rule-driven alerts such as birthdays and time off. When working with
notifications, you can “Mark all as read” or refresh.
WORKLETS
Worklets are reports that can be displayed as tiles on a Workday landing page. They provide
users quick access to frequently referenced data and tasks common to a specific functional
area. Worklets can be identified as required or optional on landing pages based on the user’s
security group(s). Required worklets cannot be removed or rearranged from the page, while
optional worklets can be added or removed by the user.
Security determines which worklets are available. For example, the Personal Information
worklet is available to Employee-as-Self, in which every employee is a member, while the My
Team Management worklet is only available to managers.
PROMPTS
Workday utilizes prompts to help users navigate in search fields. Prompts display all content
available to that field, allowing you to navigate through levels to find information more easily. As
you navigate through prompts, the top of the pane displays which level you are currently in,
allowing you to return to a previous level. If the prompt only contains one folder or available
level to choose, it will default to open.
SINGLE-SELECT FIELDS
If a field displays a prompt list icon, you are required to use one of the prompt values. In single
select fields, only one value is allowed and the prompt list will disappear once a value is chosen.
MULTI-SELECT FIELDS
If a field permits more than one value, the prompt list will stay open to allow you to choose as
many values as necessary. The field expands as you enter additional values and you can click
the X to remove entries.
FAVORITES
Your favorite business objects, tasks, and reports are found on the Favorites link in the worker
profile menu. You have the ability to mark any item in Workday as a favorite by using the
Favorite > Add related action off an item in the system. This allows for easy access to those
items which you use most often and your prompt boxes will display a folder for easy access to
your favorites.
GUIDED TOURS
Guided Tours help users complete tasks by displaying customized instructional text for selected
fields as part of business processes. Unlike Step Help-Text which appears at the top of the
page, Guided Tours appear next to each respective field.
When Guided Tours are configured, a question mark icon displays on the task header to
indicate that help text is available for fields on the current screen. If the user would like to
expand and view the help text, they can click on the question mark in the upper-right corner of
the screen, and descriptions will display on each configured field to help the user complete the
information.
Use the Configure Guided Tours task to add tenanted titles and text that you want to appear on
specific fields within a selected business process. The Translate Guided Tours task will allow
you to manually translate the Guided Tour title and text into any of the language translations
that Workday supports.
To have more control over what users see in tasks, you can determine which users see certain
fields within business processes. Fields can be configured to be either hidden or required for all
users or for specified security groups.
Use the Configure Optional Fields task to specify a field based on business process or
functional area, as well as the criteria used to determine for whom the field is hidden or
required.
TENANT SETUP
A tenant is a unique instance of the Workday system with data separated in a database that is
securely segregated through password-controlled access. You can configure the tenant to meet
your unique business needs. Workday performs most of the tasks that support your tenancy
during your initial deployment; however, you may need to:
The basic tenant language for Workday is English, but there are a series of terminology and
translation configuration options available to you.
TRANSLATIONS
Workday can deliver Employee Self Service and Manager Self Service into over 20 languages.
These languages are primarily allocated based on the location the worker is hired into.
However, the individual user can change the language they view the system in (e.g., if they live
in a country with dual languages such as Belgium or Canada) by going to My Account settings
and selecting Change Preferences. A Preferred communication language can also be
designated for business communications.
The choice of languages can be restricted using Edit Tenant Setup – Global.
CUSTOM LABELS
If certain terms used by Workday do not match up with the language used in your enterprise,
you do have the ability to override some of these objects’ labels. The Maintain Custom Labels
task enables you to create, edit, and delete custom labels, which will override the original
Workday terms in certain tasks and reports. You can define override values for different
variations of the term when relevant, such as the singular, plural, and possessive forms of the
terms. We also provide a Preserve Case option that always displays the custom label in the
case you define.
SYNONYMS
Customers can create synonyms within the system. These are used as search criteria to find
information in the system. The advantage of this is that it allows customers to map their
terminology with Workday terminology. Then users can be accurately directed to information
within their tenant. These synonyms can be maintained in Edit Tenant Setup – Search.
ACTIONABLE REPORTS
Workday uses a very powerful object-action model that drives navigation and interactive reports.
When you view a page in Workday, most of the items on the screen are links and many of those
items have a Related Actions icon next to them. These features are what make our reports and
viewable pages actionable.
One example of an actionable report is the Find Workers report. You can use the Find Workers
page to filter search results by various criteria, such as location, job profile, and supervisory
organization. As you select a value for any filter category, or facet, the Find Workers page
immediately updates the resulting list of workers and facet value counts. The facet value counts
help you understand the worker population that satisfies the current filter criteria and guide your
exploration.
Workday displays search facets on the left side of the Find Workers page. Facets are non-
tenanted; they correspond to generic categories such as location. Each facet contains one or
more facet values. Facet values are tenanted; they correspond to specific values in your tenant.
For example, the facet Location would display facet values for your specific locations.
Each facet value is followed by a number indicating how many workers have that facet value.
For example, if you have a Chicago Sales Office location with eight workers, the location facet
would display a facet value of Chicago Sales Office (8).
By default, no facet values are selected. As you select facet values to narrow your search,
Workday dynamically updates the facet value count numbers for other facet values. For each
facet, Workday displays the facet values with the most workers. If there are more facet values
for that facet, click the More... link to display them. For facets with many possible facet values,
Workday provides a prompt to select an additional facet value.
To create a custom Find Workers report, copy the standard version, and then modify the report
to your needs.
In the Find Workers report, you have the ability to Compare Workers by selecting the box next
to their name in your results and selecting the Compare button. You can compare up to five
workers at a time.
DASHBOARDS
Dashboards are worklets that can be included on your Home landing page. Workday provides
pre-configured dashboards for distinct functional areas. In addition to using the pre-configured
Workday-delivered dashboards, you also can create an unlimited number of custom
dashboards. Each custom dashboard can display a set of custom reports that have been
enabled as worklets. Workday allows you to have unlimited amount of types under Dashboard,
but still six worklets per type. The Maintain Dashboards task will give you the ability to set up
which dashboards you want to allow users to set up.
Business Case: You are a new Workday user. Sign on to your system and follow the
instructions below to get a feel for searching and navigating in Workday.
URL:
Your assigned training tenant # (replace “X”s in the url above):
2. Enter Termination in the Search box and click the magnifying glass or press your
Enter key. How many search results do you receive?
3. Using a search prefix, type bp: termination and click the magnifying glass.
4. Enter Benefit Events Status Report in the Search box and view the predictive search
results. Then enter ben even stat in the Search box and note your results. Notice that
searching on partial and abbreviated words will still return the result you seek.
5. Enter betty liu in the Search box and press your Enter key. View all of your search
results using the current default category All of Workday.
6. Change the Category on the left side of your search results to People.
1. Remove worklets from the Home page that you do not think you will use in your initial
deployment (perhaps Benefits Dashboard).
2. Click the Add Row icon at the top of the table to add a new row.
4. Click OK.
5. Run the Address Change Report with no date criteria. Who had the most recent
address change?
Hint: Use the Sorting feature in the Address Change Report rather than scrolling
down the list.
6. Find the supervisory organization that handles Payroll. How many workers are in the
Payroll department?
7. Navigate to worker Deborah Simpson. Viewing her Worker Profile, answer the
following questions:
CHAPTER REVIEW
This chapter provided a brief introduction to the core concepts of HCM, which are Supervisory
Organizations, Staffing Models, Job Profiles, Compensation, Security, and Business Processes.
These six core concepts are essential for Workday HCM transactions. In following chapters, we
will cover each core concept in more detail.
When you see an object in Workday you can click on it to get more information or use the
Related Actions icon to open the menu and initiate an action.
Landing pages are a collection of worklets that allow users to access information, tasks, and
reports.
• The Home landing page is a consolidated view of information and tasks for both self-
service and manager self-service.
• The Workbench landing page provides quick and easy access to existing tasks and
reports for technical administrators and implementers.
All landing pages are configurable. Worklets can be added and removed at any time.
Worklets can be configured to be required or optional for specific security groups. Required
worklets will be pre-loaded when a worker first signs into Workday and cannot be removed.
Optional worklets will be pre-loaded when a worker first signs into Workday and can be
removed by the user at any time.
Most reports and Workday pages can be exported to either a PDF or Excel file.
Search can be used to find information in the Workday system because most data is indexed
and searchable.
The Inbox is where you find tasks that you are responsible for completing. The Inbox is found by
clicking on the Worker Profile on the top right of your screen, and will open to a fullscreen view,
which includes current action items and archive processes. The Inbox worklet can also be
configured on landing pages.
1. What is the name of the icon that allows you to view information or perform tasks on
a landing page?
2. True or False: Search allows you to use partial searches, abbreviations and
misspelled words.
3. What is the name and location of the icon you should select when you want to act on
or make changes to an object?
4. True or False: Security and Business Processes are considered cross applications
and impact all Workday solutions.
1. Which worklets are required for your enterprise? Which worklets are optional?
4. What types of Dashboards will you set up and allow workers to choose from? Who
should see them?
An organization is used to group resources, workers, and costs to support a particular business
function. Workday supports several organization types, but the primary organizational structure
for HCM is the supervisory organization. Workers are grouped and tracked within supervisory
organizations, and other organizational structures can be put into the system to represent
alternate organization views.
In this chapter, we will begin by focusing on the supervisory organization, the foundation of
Workday HCM, and then look at other common organization types that can be created and
maintained. These include some more commonly used organization types such as Company,
Cost Center, and Region.
In addition, organization hierarchies will be defined and the purpose of these hierarchies
explored. Once your organizations and organization hierarchies are created, these structures
may change over time. The reorganization tasks covered in this chapter will allow you to
restructure as your business changes.
OBJECTIVES
Supervisory organizations are the foundation to HCM; they group workers into a management
hierarchy. A supervisory organization can be a business unit, department, group, or project.
Jobs, positions, and compensation structures are associated with supervisory organizations and
workers are hired into jobs or positions associated with a supervisory organization.
As the primary organizational structure, supervisory organizations are the focus of this section.
The following diagram is an example of the grouping of workers in supervisory organizations.
There are four key characteristics unique to a supervisory organization that are covered in this
course:
AVAILABLE FIELDS
Information Why It Is Important
Superior and Subordinate Determine the organization hierarchy.
Organizations
Primarily used to control when the organization
Availability Date* starts to appear in prompts and is fully viewable
using the View Supervisory Organization task.
Organization Name Name of the supervisory organization.
Optional field that can be used as an additional
Organization Code
identification field.
Tenanted data. Can create hierarchies and is
Organization Subtype*
reportable.
• Role Assignees
• Role Assignees and Members
Organization Visibility* • Role Assignees of Current and
Superiors
• Everyone
Allows you to identify a URL associated with the
External URL
supervisory organization.
Required data when creating a supervisory
organization; inherited from the superior
Primary Location*
supervisory organization if not entered. Used for
security routing and reporting purposes.
Each of the staffing models provides a different
Staffing Model (Tab)** level of control over staffing and supports
different staffing goals.
* Required fields
** Subordinate organizations will inherit information from the superior supervisory organization.
SUBTYPES
The supervisory organization can have organization subtypes, like division and/or department.
You define each organization subtype (managed with the Maintain Organization Subtypes task)
for your specific needs. All organization subtypes are tenanted data.
If your business needs to, you can also set up and enforce the hierarchy of your organization
subtypes. For example, you might have three organization subtypes of department, division,
and team. In your organization, departments are always superior to divisions, which are always
superior to teams. Therefore, you could create and enforce this structure, ensuring that no one
in your organization creates a team that is superior to a department. To configure a subtype
hierarchy, use the related action off the organization (e.g., any supervisory) and navigate to the
action of Hierarchy Structure, and the Create task. Once created, you can use the related action
off the organization to view and correct any exceptions before using the Enforce task to not
allow future exceptions.
You also have the option to allow levels to be skipped whereby an organization can report to
any superior organization subtype, not just the organization subtype indicated as immediately
superior. If the option to skip levels is not checked, then once the hierarchy structure is
enforced, the superior's level must be the level immediately above the subordinate's level.
VISIBILITY
An organization's visibility determines who can view the organization. Visibility options are:
Visibility Definition
Anyone can see this organization. Most supervisory organizations are
Everyone
set up this way.
Role Assignees Only members of the organization and workers assigned to a role to
and Members support it can view the organization.
Only a worker assigned to a role on the organization can view the
Role Assignees
organization (whether assigned directly, defaulted or inherited).
Role Assignees of Only workers assigned to a role in the organization or a superior
Current and organization can view the organization. Workers who can view the
Superiors organization can also view all subordinate organizations.
ASSIGNABLE ROLES
Assignable roles manage security tasks, access to employees, and involvement in business
processes. Assignable roles are in each type of organization (e.g., Supervisory, Location
Hierarchy). Roles are used in business processes to assign tasks; they can either be inherited
from a superior organization, specifically assigned to an organization, or roles can be defaulted.
These role assignments and the security groups to which they are linked are critical for business
process routing and notifications.
Depending on your security access, roles can be assigned on an organization using the related
action Roles > Assign Roles, or directly from a worker using the appropriate Assign Roles task
in the worker’s related action Security Profile menu.
ROLE INHERITANCE
In Supervisory Organizations, roles are assigned to a position (if you are using the Position
Management staffing model) or a job (if you are using the Job Management staffing model). The
worker who fills that position or job accepts the role and their name is displayed in the Assigned
To field. If a position is unfilled, the Assigned To field will display the position title, indicating that
the position is unfilled. A role can be assigned to any level in a supervisory organization
hierarchy; however, if the role is not assigned directly, it is inherited from the superior.
In the following example, the HR Partner Role for Global Modern Services is assigned to a
position, Senior HR Representative, which Susan Jones fills. All subordinates of Global Modern
Services will inherit Susan Jones as their HR Partner, unless the role is directly assigned
differently to their organization, as is shown in the Human Resources supervisory organization.
The Staff HR Representative position, which is Mark Davis’ role, is assigned the HR Partner role
for Human Resources. All subordinates of Human Resources inherit Mark Davis as their HR
Partner.
If a position assigned to a role becomes unfilled, then that role will inherit the role assignment
from its superior. Using the example from the diagram above, if Mark Davis were to vacate the
Staff HR Representative position, then Human Resources will inherit the HR Partner role
assignment of its superior, Executive Management, which would be Susan Jones. When the
Staff HR Position is filled, the worker filling that position automatically assumes the HR Partner
role.
In job management, the job that is assigned to a role is always filled by a worker. If the worker is
terminated, the job becomes inactive and no longer displays as assigned to any roles. The role
will inherit from its superior, until the role is reassigned to another worker.
MULTIPLE MANAGERS
You can assign multiple managers to a supervisory organization, which is a common
requirement in some industries where shift workers report to multiple managers. When an
organization has multiple managers:
Touchpoint: Assignable roles are used for security and business process routing
and approvals. The same role may have access to multiple functional areas across
HCM and Financial. For this reason, it is important to have all teams review how
roles are used across the application.
Managing changes to the supervisory organization is part of life. Workday easily facilitates any
structural changes you may require.
Below is a screen shot displaying the reorganization options for existing supervisory
organizations.
Recall that within the subordinate organizations you create, the organization subtypes that are
allowed depend on whether or not you have an enforced hierarchy structure.
These reorganizational activities utilize the business process framework, which means you can
route the organizational changes to relevant parties for approval before they take effect. You
may also rescind or cancel a reorganizational activity, if needed. These topics will be covered in
more detail in later chapters within this guide.
Business Case: You are leading the team to set up a supervisory organization structure for
Wealth of Knowledge, a training organization within GMS that will be headquartered in San
Francisco, with an additional location in New York.
In this activity, you will create the supervisory organization of Wealth of Knowledge (WOK).
WOK will be a part of the Human Resources organization, and its primary location will be in
San Francisco. You will assign Logan McNeil as the Manager of the Wealth of Knowledge
supervisory organization.
C. Review the Members tab. Who are the members of this supervisory
organization?
D. Select the Details tab. What is the primary location of Human Resources?
E. Select the Roles tab. How many Assignable Roles support Human
Resources?
1. On the top of the page, click Actions next to Human Resources to view the Related
Actions menu.
4. Click OK.
Tip: We are not entering a Primary Location for Wealth of Knowledge because it will
inherit the primary location of its superior, Human Resources. If we wanted to
override the primary location, we could do so.
6. Click Submit.
7. Click Done.
8. You should be back on the Human Resources supervisory organization page. View
the Subordinate organizations, including the supervisory organization you just
created. Click the Wealth of Knowledge link.
B. Click on the Roles tab. Why are these roles assigned to this organization?
1. Click the Related Actions for Wealth of Knowledge, and select Roles > Assign
Roles.
4. In the Assigned To field, search for Logan McNeil and select her position, Vice
President, Human Resource.
5. Do not put anything in Single Assignment – this is for organizations that want to
select a single assignment manager for reporting purposes and in integrations where
only one name should be used. Click OK.
6. Click Done.
1. Select the Related Actions for Wealth of Knowledge and click the Org Chart button.
2. Review the org chart of Human Resources and its subordinate organizations,
including Wealth of Knowledge.
Business Case: To continue building the Wealth of Knowledge structure, you will create two
subordinate supervisory organizations, Course Development and Training.
7. In the header section of Wealth of Knowledge, notice that the Course Development
Department is now a Subordinate to Wealth of Knowledge.
8. Click on the Course Development Department link and view the Roles tab to see
the assignable roles that inherited from Wealth of Knowledge, including the Manager.
1. Click on the Wealth of Knowledge link on the top of the page to navigate back to
the Superior Organization.
4. Navigate to Wealth of Knowledge’s org chart to view the new Wealth of Knowledge
hierarchy:
An organization is used to group resources, workers, and costs to support a particular business
function. Organizations can be included in a hierarchy to represent a structure, such as a
reporting hierarchy used to view reporting relationships. New organizations can be added and
existing organizations can be split or inactivated.
You can create unlimited numbers of each type of organization and then use them for different
types of reporting.
ORGANIZATION TYPES
Workday defines and delivers the most common types of organizations. Within each type, you
can define organizations to reflect your company’s requirements. You can create unlimited
numbers of each type of organization and then use them for different types of reporting. Some
types of organizations can be combined in a hierarchy to represent a structure. The following
table lists some of the types of organizations provided:
Organizational Use
Types
HR
A functional organization that has an assigned manager(s) and support
roles. When placing a worker in a supervisory organization you are
Supervisory
assigning one or more managers to the worker and including them into
a management hierarchy.
Matrix Establish an indirect manager relationship.
An organization used to hold retirees; tracks and provides access for
Retiree
retiree administrators and partners.
Costing
Company An organization that represents a legal entity. (Based on configuration)
An organization used for financial reporting, such as a financial
Cost Center
department, to track revenue and expenses.
Customer-specific regions reflect the area of responsibility for a worker
Region
instead of work location.
Location Group workers by their physical location.
Organizational Use
Types
Pay
Pay Group Group workers with similar payroll processing parameters.
Academic
Academic Unit Allows for multiple relationships of academic units for reporting
Hierarchy purposes.
Custom
Union, Configurable Organizations that allow you to group workers into logical
Growth/Share, etc. constructs that are not defined by Workday-provided organizations.
MATRIX ORGANIZATION
Matrix organizations allow you to create and manage dotted-line relationships between workers
and managers. You can assign workers who are working in more than one group to a matrix
organization in addition to their supervisory organization. A matrix organization reflects a
worker’s dotted-line relationship to one or more managers. For example, a marketing worker
and an engineer, reporting to the Marketing manager and Development manager, respectively,
can be assigned to a group that reports to a product manager.
Reports Description
View all matrix assignments for workers based on
Matrix Assignments
selected organizations.
View the details of a matrix organization including
Matrix Organization
visibility, members and supporting assignable roles.
Tasks Description
Use to add members to an existing matrix
Assign Matrix Member organization by worker name or position as of an
effective date.
Assign worker to a matrix organization. This is a
business process that can be added as a
Assign Matrix Organization
subprocess in business processes such as Hire
Employee and Job Change.
Create Matrix Organization Create a new matrix organization.
Remove a worker from matrix organization of
Remove From Matrix Organization
which they are currently a member.
Use to select a matrix organization and remove a
Remove Matrix Member
member.
Matrix managers can be involved in approvals of HCM business processes, such as job
changes, merit increases, and performance reviews, for the workers in their matrix
organizations. Business process definitions must be configured to include matrix managers in
order for them to participate. This input supplements and informs the staffing decisions made by
the worker's primary supervisory manager. You can configure the role so that the manager can
or cannot view workers' compensation information.
COMPANY
Companies are the primary organization type used by Workday Financial Management. A
company in Workday equates to a single tax ID within your enterprise, based on your
configuration. Most of the delivered financial reports are run in the context of a company, such
as balance sheets and income statements.
Applicable to the businesses located within United States, an Employer Identification Number or
EIN (also known as Federal Employer Identification Number or FEIN) is the corporate
equivalent of a Social Security Number, although it is issued to anyone, including individuals,
who have to pay withholding taxes on employees.
You can specify a base currency for each company, which enables you to use multiple
currencies across Workday. Even though different companies may use a different currency, a
base currency can be defined so that all currencies are converted to the base for accounting
purposes.
Company organizations are set up when you want to record business transactions, produce
financial statements, or create other statutory reports.
COST CENTERS
Cost centers are organizations that are used to record financial transactions, including revenues
and expenses. Employees and contingent workers can be assigned to a cost center during a
staffing transaction. HCM may use cost centers for workforce or headcount planning as well as
tracking HCM transactions with financial impacts, such as hiring and terminations.
Touchpoint: HCM may be assigned with assigning workers to cost centers and
company organizations. The HCM deployment team should consult with the
Financial organization to define these organizations correctly.
LOCATION
In the Workday system, a location can be created as a business site, business asset, campus,
instructional, inventory, or work space. The business site location is used to account for the
physical location of workers and provides a page to enter time profile, time zone, and locale
information. This is the type of location that would be associated with a supervisory organization,
while a business asset location is linked to finance.
Reminder: A minimum of one location must be entered into the system prior to
creating a supervisory organization because Primary Location is a required field
when creating a supervisory organization.
• A work location that will include the physical address as well as additional details such
as email and phone number(s).
• Postal Code Validations can be set up using Maintain Localization Settings > Contact
Information. You can validate or require codes, and be country specific.
• Time Profile defines the standard number of hours worked in that location each week.
Usually this is 40 hours (8 hours per day), but in locations such as Paris the work week
might be defined as 35 hours. The Time Profile is created prior to creating the Location.
• Locale controls the format for dates, times, and currency. If you specify a locale for a
location, users belonging to that site inherit that locale.
Note: If locale is not set at the location level, users inherit the locale set in the
tenant. Users can override any inherited locale by changing it in their preferences.
Touchpoint: If you are using Workday Recruiting, be aware that locations may be
visible to all candidates, both internal and external. Consider devising a naming
convention that is meaningful and easily understood.
CUSTOM ORGANIZATION
Organizations enable you to group together resources, workers, costs, and other organizations
for business process routing, security, analytical, and reporting purposes. Generally,
organizations have members and roles that support a specific business function. Workday
delivers a number of different organization types for different functional purposes that are
independent from one another. For example, your supervisory organization organizes the
reporting structure, and this may be completely different from your costing structure for which
cost centers and regions are used. We recommend that you use delivered Workday
organization types when possible, but if you need organization types that Workday does not
deliver, you can also create your own Custom Organization types.
Use the Maintain Organization Types task to define custom organization types. You can
configure a custom organization to be a worktag in financial transactions, and assign a worker
to the custom organization in organization assignment so that the custom organization defaults
as a worktag into transactions that involve the worker. Custom organizations cannot be
subordinates of roll up Workday-provided organization types.
5. Assign Members
MEMBERSHIP
Workers can reside in a number of organization types. They must be hired into a Supervisory
Organization, but can also be part of a Company, Cost Center, Region, and Custom
organizations. Oliver Reynolds is a member of all of the following organizations:
Business Case: The Wealth of Knowledge supervisory organization, as well as the workers
hired into it, will be associated with several other organization types including a Company
and a Cost Center. You will explore those organizations so you are familiar with them.
2. Search for org: global modern USA, and navigate to the Global Modern Services,
Inc. (USA) company.
C. Click on the Roles tab. What types of Assignable Roles are assigned to a
Company organization?
D. Click on the Details tab. Which cost center hierarchy is this cost center
included in?
Business Case: As GMS increases their global customers, you would like to create a
training center in the UK. You will create a new location in Reading where you will hire
Wealth of Knowledge workers in future activities.
5. Click OK.
4. Click Done.
Organization hierarchies are used for reporting to reflect different organizational roll ups. You
can change how you roll up organizations at any point and can have multiple views (hierarchies)
of your data, as long as the lowest level assignments are correct. Hierarchical organization
types support inheritance of organizational roles down the hierarchy.
LOCATION HIERARCHIES
Location hierarchies allow you to define locations within a multilevel structure. Location
hierarchies are most often built to represent geographical areas. For example, a location
hierarchy of Northern Europe can be created, and could include locations such as London,
Stockholm, and Dublin. The Northern Europe location hierarchy could be included in a location
hierarchy of Europe.
Roles can be assigned at the location hierarchy level, but not to locations directly. The roles of
HR Partner (by location) and Compensation Partner (by location) allow you to assign these
types of support roles by geographical location, rather than supervisory organization.
Location Europe
Hierarchy
REORGANIZATION
When creating organizations such as supervisory organizations, companies, cost centers, and
regions, a reorganization event needs to be created. A reorganization event enables you to
group reorganization occurrences into an event that can be tracked in the Workday system. You
can apply a common effective date to the reorganization activities and view and manage those
activities in delivered reports and queries.
The reorganization event might include one change to the organization structure or it can group
multiple reorganization activities for one or more organizations and track these activities in the
reorganizations report.
Business Case: To keep our locations organized and to report on them in various hierarchy
groupings, Logan will add our new location of Reading to the existing location hierarchy of
EU – United Kingdom.
2. Navigate to the EU – United Kingdom location hierarchy. Notice that this is included
in a larger, EU – Northern Europe superior location hierarchy.
3. On the Members tab, which locations are already included in this hierarchy?
4. From the EU – United Kingdom’s Related Actions, select Reorganization > Assign
Locations to include existing locations in your hierarchy.
5. Click on the Reorganization field prompt, and then select the Create
Reorganization task.
10. Click OK, and note that the Reading location is now a part of the EU – United
Kingdom location hierarchy.
1. Click on the Roles tab. Who is the current Compensation Partner (by Location)?
2. Logan would like to make Yolanda Torres the Compensation Partner for the United
Kingdom. From EU – United Kingdom’s Related Actions, select Roles > Assign
Roles.
3. Select Lucy’s Related Actions, and hover over Compensation. Notice that you can
Add Stock Grant for this employee.
5. Select Jeff’s Related Actions. Notice that Yolanda cannot add a stock grant for Jeff,
because he is not in the EU – United Kingdom location hierarchy.
Note: You will learn more about role-based security in a future chapter.
Supervisory organizations have an Organization Assignments tab. Use this to identify other
organization types you can assign as defaults during staffing changes. This allows employees
who are hired or moved into a supervisory organization to automatically become members of
other types of organizations such as companies and cost centers.
These default organization assignments can be set up for each supervisory organization or for
an individual position and the assignments can be edited for individual employees. These
assignments are inherited by the supervisory organization's subordinates unless overridden.
There is an Allowed Organizations field in which you can enter one or more organizations. This
controls which organizations will be available in the prompt list when assigning organizations to
a position or an employee. The Default Organizations field is the organization that the position
or employee is automatically associated with when moved into the supervisory organization. If
the default organization values need to be adjusted during a staffing event, select from the
prompt list any allowed organization.
If this needs to be changed, you can use the organization assignments for individual employees
or use the Change Organization Assignments task to change the organization assignments for
one or more workers in a supervisory organization.
When using the Change Organization Assignments task, the organization prompt list displays
allowed values on the location hierarchy (or hierarchies) intersected with allowed values on the
supervisory organization. If you do not specify values on the Organization Assignments tab, all
values are assignable for that organization type.
Business Case: You would like to ensure that workers hired in the Wealth of Knowledge
hierarchy become members of other organizations as well, including a Company, Cost
Center, and Region. To help ensure this, Logan McNeil will set up default and allowed
organization assignments for Wealth of Knowledge and its subordinate supervisory
organizations.
Important: After entering an allowed cost center hierarchy (HR Services), the only
values available in the default Cost Center prompt are those within the defined
hierarchy.
5. Click OK to save.
3. Using the prompts, replace the bolded Organization Assignment in the Default
Organizations column, leaving the values in the Allowed Organization column as is.
Important: The only values available in the default Region prompt are those you
assigned in the Allowed column.
4. Click OK.
1. Navigate to the Course Development department, and use the steps above to
configure the following organization assignments:
QUESTIONS:
1. Why were there existing organization assignments when you opened Wealth of
Knowledge?
2. If the Allowed column has the HR Services Cost Center Hierarchy, what are the
alternative Cost Center organizations that can be selected if the default of 41600 HR
Services is not the correct value?
ORGANIZATION REPORTS
We have many delivered organization reports available within Workday. Below is a list of just a
few of the reports:
Report Description
View a directory listing of workers for one or more supervisory
Directory by and/or matrix organizations. Details include worker, supervisory
Organization organization, phone number, email, title, and location. Enables
you to audit workers for organizations.
View an organization spreadsheet of the selected hierarchy and
Organization Hierarchy subordinates. Accesses the organization as its primary object.
The organization object returns one row per organization.
View an organization chart of the selected organization to see
the relationship between this organization and subordinate
Org Chart
organizations. You can expand organizations to see a workers'
reporting structure.
View the organizations you belong to with assignable roles,
location, organization type, organization subtype, and
Organizations I Belong assignable roles you fulfill. Enables you to check your
To organization memberships and if you have security access, you
may use the Related Actions menu for these organizations and
roles.
View the organizations you manage with organization roles,
Organizations I location, organization type and subtype, and organization roles
Support or Manage you fulfill. Enables you to access Related Actions for these
organizations and roles.
Similar to the Org Chart, this report allows you to view and
navigate through the hierarchy structures without displaying
Navigate Hierarchy
workers. This improves performance results when you want to
view only the hierarchy structure.
CHAPTER REVIEW
The main organization type within Workday is supervisory organization. This is a critical
component to the setup of HCM. Supervisory organizations are used to run business processes,
collect data, and assign workers to their management and support teams.
You must have a reorganization event when creating an organization. Reorganization activities
such as inactivating, dividing, creating a superior or subordinate, and move workers utilize the
business process framework and allow you to require approvals and cancel or rescind the
process, when necessary.
In addition, other organization types drive different behaviors in Workday. Workday provides
different types of organizations and you can create custom organizations to meet your unique
business needs. Some types of organizations can be combined in a hierarchy to represent
structures for reporting and tracking. You can create an unlimited amount of organizations within
Workday to reflect your company’s requirements.
2. Which of the following are changes that can be made to supervisory organizations?
A. Create Subordinate
B. Dividing Organization
C. Assign Superior
D. Inactivate Organization
4. True or False: If a worker changes positions, any roles assigned to them will follow
them to the new position.
4. What are the standard weekly working hours (time profiles) for each of your
locations?