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HCM Fundamentals for Workday 19
© 2013 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.
HCM19v 1
TABLE OF CONTENTS
HCM Fundamentals for Workday 19 ......................................................................................... 9
Section One: Your Workday ...........................................................................................................9
Section Two: Working in Workday............................................................................................... 10
Section Three: Workday Tools .................................................................................................... 10
Reorganization ............................................................................................................................ 34
Activity 2.1: Create a Supervisory Organization ...................................................................... 35
Managing Supervisory Organizations ............................................................................................ 39
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. Various recorded training modules and HCM transactional virtual
classes for in production customers will meet that training need more efficiently.
Navigation
Tenant Setup and Configuration
Organization Structures
Creating Supervisory Organization
Staffing Models
Compensation Components
Compensation Overview
Configuring Compensation
Security
Defining the Security Groups
Modifying Security
Hiring an Employee
Contingent Workers
Staffing Movement
Job Changes Such as Promotions and Transfers
Termination and Job Overlap
Self Service
Integration
Trending Reports
Custom Fields
Resources
Workday Community
Documentation Overview
Workday Mobile
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Basic Navigation
Landing Pages
Search
Slide-out Tabs
Hyperlinks
CORE CONCEPTS
Supervisory Organizations: The foundation of Workday HCM. This type of organization groups
workers into a management hierarchy.
Staffing Models: Defines how jobs and positions are created and filled in a supervisory
organization.
Job Profiles: Defines generic features and characteristics of a job and of a position that is built
off that profile.
Compensation: The umbrella term for compensation packages, grades, grade profiles and plans.
Security: A security group is a collection of users or a collection of objects that are related to
users. Allowing a security group access to a securable item in a security policy grants access to
the users associated with the security group.
Business Processes: A sequence of one or more tasks that accomplishes a desired business
objective.
BUSINESS OBJECTS
Workday uses a very powerful object-action model that drives navigation and reporting. 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’s reports and viewable pages actionable.
Workday stores data as business objects (e.g. organizations, workers, positions, etc.) which 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.
The Power of Objects: When you see something in Workday, you can perform an action on it.
In the diagram below, the “Worker” is the object and the attached bubbles are examples of related
objects or groupings of objects related to the primary object.
Management
Level
Job
Classification
Position
Security
Groups Worker Address
Benefits Compensation
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.
You can only rename the following terms in specific areas: Contingent worker, contingent worker's,
contingent worker(s), contingent workers, contingent workers', employee, employee's, employees,
employees', worker, worker's, worker(s), workers, workers'.
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 the following:
Navigation tools
The following chart describes elements of the Workday screenshot pictured on the previous page:
Elements Description
The All About Me page displays commonly used links to support employees or
All About Me
contingent workers. This page is displayed when they sign into Workday.
The My Team page is designed for managers to provide access to tasks they
My Team most commonly imitate on their workers. This will be the manger’s default
landing page when they sign into the system.
This landing page provides quick and easy access to existing tasks and reports
for technical administrators and implementers. All the tools you need to create
and manage custom reports, calculated fields and analytic indicators are
Workbench
available from one convenient location. The Workbench landing page also
helps to highlight new and existing functionality with which you may not be
familiar.
This is a menu button for easy access to the eight dashboards (Compensation
and Benefits, Financials, Talent Management, Workforce Planning, Labor Cost
Dashboards Analysis, Payroll, Projects, and Spend Management) we deliver. These
dashboards are targeted toward managers in your organization. These same
dashboards also are used with the Workday for iPad application.
Click on the Related Actions icon to display the actions you can perform on an
item. For example, in a report listing the workers in a particular organization,
Related Actions clicking the related actions icon by each name displays a menu of the tasks you
can perform on that worker (compensation change, job change, terminate,
etc.) as well as reports you may run on that worker’s information.
Elements Description
These are tabs that can be activated from the right side of the page giving you
access to information without interrupting in-process transactions.
Navigate: Contains the Menu, your Favorites and any Audits you have
access to based on your security groups. The menu provides links to
actions organized by categories such as Compensation, Benefits and
Organizations.
Inbox: Contains information about transactions that you request or
that requires you to take action. It has four tabs:
o My Tasks: Lists all of the tasks that you need to take action
on.
o My Requests: Lists all of the processes that you requested
even if you do not currently have a task to complete.
o Process Status: Lists all of the processes that you have been
Slide-Out Tabs involved in; processes you have initiated, processes you have
approved and processes you have completed any actions on.
o Notifications: Shows both system and custom notifications
sent to you.
W: Drive: The Workday drive is a virtual drive in which you can store
generated reports. This is not a mapped drive on your computer. If
you have access to the My Workday page you will have a W: Drive
slide out. Managers will find the same information through the Reports
worklet in the My Team landing page. When a new report is available
in your W:Drive, a notification will display both in your Workfeed and
under the notification icon next to your name. You can also tag reports
sent to your W: Drive to make them easier to locate.
Dashboard: The same worklets available to you on the My Workday
page will be available in the Dashboard tab. You may configure
different worklets on My Workday and your Dashboard.
Hyperlinks Each linked item takes you to a new page showing details about that item.
ACTIONABLE REPORTS
Workday uses a very powerful object-action model that drives Workday’s 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.
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, there will be an X next to the selected values so that they can be
removed. The field expands as you enter additional values and you can click the X to remove entries.
The prompt list will stay open until you close to allow you to choose as many values as necessary.
FAVORITES
As mentioned on pg. 16, your favorite items can be found on the Favorites tab of the Navigate slide-out
tab. 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 in
the system and also means that your prompt boxes will display a filter for easy access to your favorites.
Icon Description
Display the related actions menu for an object (available only if the user has
permission to perform additional actions on that object).
Use this icon to close a window, a prompt list or a related actions menu.
Used to narrow down data. Clicking this icon will create a row on your report where
you filter data to display from one or more columns.
Click to view this page as a PDF file. 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.
Talent Pool Tag: Click to put worker(s) into selected talent pool.
Change prompt values and rerun either a report or a task with new values. The
previous values selected from the prompts are displayed, providing you the
opportunity to change them as desired.
Appears on the right side of each column heading in reports. Displays a context
menu that enables you to Freeze or Unfreeze the selected column or to Sort the
report output by the results in the selected column.
This icon appears in the upper right hand side of worklets and acts as a menu option
for the worklet.
Icon Description
Required Field indicator: A field with an asterisk indicates that you must enter a
value for this field before saving or submitting the page.
View Details: Click to view more details about the data in a small pop-out window.
Delete Row: Click this icon to remove the current row from the grid.
Add Row: Click this icon to add a row to the current grid.
OK or Submit Buttons: When you click OK or Submit, the system accepts your
changes.
Open the associated instance, replacing the current view page (only available on
select view pages).
WORKFEED
The Workfeed is a modern activity stream that displays business process tasks, approvals, to dos and
notifications, divided across two tabs called Actions and Notifications. The Actions tab displays tasks,
approvals, and to dos, while the Notifications tab displays notifications regarding business processes and
rules-driven alerts such as birthdays and time off. Each tab displays 25 items at a time, however
navigation arrows allow you to easily move through your items when you have more than 5 action items
or notifications.
Each tab of the Workfeed displays filter options and item totals specific to the tab you’re viewing. Some
examples of filter options are:
Bulk Approvals
In Workfeed there is a multi-checkmark button at the top, right-hand side of Workfeed.
When you select this option, your Workfeed view is filtered automatically to show only approvals, and a
check box appears next to each. You can select the “Check All” option or you can select individual items
to approve in bulk.
CONFIGURATION OPTIONS
At the bottom of each landing page you will find a Configure this Page link. By clicking this link, you can
personalize your landing page. You can add or remove any recommended or optional worklets to or from
this page. You can also specify the order in which you would like these worklets to appear.
FIND WORKERS
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
dynamically 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 suit
your needs.
WORKBOX
Workday provides a Workbox slide-out tab along the right side of your Workday window. It is the only
slide-out tab visible to self-service users.
You place workers into the Workbox by tagging them individually with the Workbox tag. You can tag up
to 25 workers for inclusion in your Workbox. Note, however, that you can only tag individual workers for
inclusion in your Workbox one at a time. You cannot "mass tag" a group of workers from Find Workers
or from report results, for instance.
A check box appears next to each worker in the Workbox, enabling you to select up to five individuals for
comparison (the check box is selected automatically when workers are initially tagged for inclusion in the
Workbox). Click Compare to view a side-by-side comparison of key worker attributes from the Talent,
Compensation and general HCM areas.
URL
URL: https://XXXX-hostXX.workdayknowledge.com/gmsXX/login.flex
Your training system# (“X”s in the url above): __________________________
SIGN IN
ACTIVITY
1. Navigate to the following:
2. Perform the following tasks. You are provided with no navigation/steps in order to make the exercise
more challenging for you. Feel free to solicit help from other members of your team or the facilitator
as needed.
a. Remove worklets from the All About Me page that you do not think you will be using in your
initial deployment (perhaps Benefits).
b. Output a worklet to chart, output a worklet to excel (only possible if excel is loaded on your
computer).
c. Run the Address Change Report with no date criteria. Who had the most recent address change?
_______________________________________________________________________________
d. Find the supervisory organization that handles payroll. How many workers are in that
department?
_______________________________________________________________________________
FIND WORKER
1. In the search field enter Find Worker and select the report Find Workers.
2. On the left-hand side you will see the faceted search options. Use the faceted values on the left of
your screen to answer the following questions.
_______________________________________________________________________________
c. How many high potential workers within 41-50 years of age speak German?
_______________________________________________________________________________
EXTRA CREDIT
Add the workers in your results to your Workbox.
CHAPTER REVIEW
When you see an object in Workday you can click on it to get more information, or use the Related
Actions Menu to initiate an action.
o My Workday 2.0 which is available to anyone who has been assigned an organizational
role or an administrative role.
o Workbench which provides quick and easy access to existing tasks and reports for
technical administrators and implementers.
All four 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 can’t 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 Workfeed is where you find tasks that you’re responsible for completing. The Workfeed can
be configured to be available on the All About Me, My Team and/or My Workday 2.0 landing
pages
_________________________________________________________________________________
3. Search results are displayed under two tabs. What are they and what is the distinction between
them?
_________________________________________________________________________________
4. What is the name and location of the icon you should select when you want to act on or make
changes to an object?
_________________________________________________________________________________
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Supervisory Organizations
Setup of a Supervisory Organization Structure
Reorganizations
Managing a Supervisory Organization
Organization Hierarchies
Organizational Assignments
Organizational Reports
SUPERVISORY ORGANIZATIONS
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.
Business processes can be assigned to a supervisory organization. All approvals and checklists are
established for the supervisory organization hierarchy, with possible variations for particular organizations
within that hierarchy.
As the primary organizational structure, supervisory organizations will be the focus of this section. The
diagram* below illustrates the grouping of workers in supervisory organizations.
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.
VISIBILITY
An organization's visibility determines who can view the organization. Visibility options are:
Visibility Definition
LOCATION
In the Workday system, a location can be created either as a business site, a business asset or a 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.
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 location represents:
A work location that will include the physical address as well as additional details such as email
and phone number(s).
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.
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.
Administrators Only
Administrators Only – All Organizations
Organization Visibility*
Everyone
Members Only
*Required fields
ORGANIZATION ROLES
Organization roles drive security tasks, access to employees and involvement in business processes.
Organization roles reside in each type if organization (e.g. Supervisory, Location Hierarchy, etc.). 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 roles assignments and the
security groups to which are linked are critical for business process routing and notifications.
REORGANIZATION
When creating organizations such as supervisory organizations, companies, cost centers, and regions, a
reorganization event needs to be created. 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.
Matrix organization creation and changes do not require a reorganization event.
CREATE LOCATION
1. Enter Time Profiles into the search box
2. Select the Maintain Time Profiles task
4. Click OK
5. Click Close
6. Enter Location in the search box
County Berkshire
16. Click OK
17. Click Close on the confirmation page
7. Click OK
8. Enter the following information:
10. On the Assign Roles tab enter the following Organization Roles:
Manager
Absence Partner
HR Partner
HR Analyst
Recruiter
Benefits Partner
Security Partner
Compensation Partner
The 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.
13. Click on the Related Actions icon, and then click (another option: enter Org Chart into
the search box and enter WOK into prompt box.)
14. Click on the on the Learning and Development supervisory organization to view only Learning
and Development and its subordinates.
15. Click on the printer icon in the upper right hand corner of the screen to note your options for
exporting an org chart to a PDF document to allow for printing.
COMPANY
Companies are the primary organization type used by Workday Financials. A company in Workday
equates to a single tax ID within your enterprise. 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
your Workday deployment. 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.
COST CENTERS
Cost centers are used to account for related revenues and expenses.
MATRIX ORGANIZATION
Matrix Organizations allow you to create and manage dotted-line relationships between workers and
managers. You can now assign workers who are working in more than one group to a matrix
organization in addition to their supervisory organization. A matrix organization reflects the fact that a
worker has a 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
Matrix Assignments View all matrix assignments for workers based on selected organizations.
Tasks Description
Assign Matrix
Assign worker to a matrix organization. This is a business process.
Organization
Create Matrix
Create a new matrix organization.
Organization
Remove From Matrix Remove worker from matrix organization of which they are currently a
Organization member.
Remove Matrix Member Use to select a matrix organization and remove a 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 can't view workers' compensation information.
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 the types of organizations
provided:
Organizational
Hierarchical Use
Types
Cost Center Allows for multiple relationships of cost centers for reporting
Yes
Hierarchy purposes.
Regional
Yes Allows for multiple relationships of regions for reporting purposes.
Hierarchy
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:
5. Click OK
6. Enter the following information:
9. Click OK to save
10. Click Close to confirm
ORGANIZATION HIERARCHIES
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.
Services
Course
Training
Development
Organization hierarchies do not store positions, workers or transactions; only organizations of a relative
type. Therefore, cost center hierarchies store cost centers, company hierarchies store companies and
regional hierarchies store regions. Organizations group positions, workers and transactions. Positions
and workers are created within/hired into supervisory organizations and locations. They are then
assigned other organization types such as companies, cost centers, regions, matrix and any custom
organizations.
If this needs to be changed, you can use change 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.
5. Click OK to save
6. Click Close to confirm
ORGANIZATION REPORTS
We have many delivered organization reports available within Workday. Below is a list of just a few of
the reports:
Report Description
CHAPTER REVIEW
The main organization type within Workday is supervisory organization. This is a critical component to
the set up of HCM. Supervisory organizations are used to run business processes, collect data and
designate 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 allowing you to require approvals and the ability to cancel or rescind the process.
In addition, other organization types drive different behaviors in Workday. We provide different types of
organizations and even have the ability to create custom organizations to meet your unique business
needs. Some types of organizations can be combined in a hierarchy to represent roll up structures for
reporting and tracking. You can create an unlimited amount of organizations within Workday to reflect
your company’s requirements.
2. True or False: Workday gives you the ability to rescind a reorganization task such as Assign Superior.
__________________________________________________________________________________
3. 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
e. All of the above
4. How many organizations are allowed in Workday?
__________________________________________________________________________________
6. Where on the supervisory organization can you limit the (other) organizational assignments?
__________________________________________________________________________________
6. When assigning other organization types to a supervisory organization, what is allowed and what is
the default for each?
Position Management
Headcount Management
Job Management
OVERVIEW
After reviewing this chapter you should be familiar with the following:
STAFFING MODELS
A position consolidates key job information, such as job family, job profile, worker type and location, as
well as whether the worker is full-time or part-time. You may also define required qualifications,
experience and education level for positions.
The three types of staffing models are position management, headcount management and job
management. Each of these staffing models provides a different level of control over staffing and
supports different staffing goals.
POSITION MANAGEMENT
A single position is created to be filled.
To hire, promote, demote or transfer into a position, there must be an approved and available
position as of the worker’s start date.
Positions can be moved from one supervisory organization to another as part of a job change.
A position can be closed if it is no longer needed.
HEADCOUNT MANAGEMENT
A headcount group is created.
To hire, promote, demote or transfer a worker into a position, unfilled positions must exist in the
headcount group.
Position within the headcount is opened when a worker is transferred, demoted, promoted or
terminated.
JOB MANAGEMENT
Hiring restrictions are established at the organization level.
No quantity is defined for the number of jobs available for hire within an organization.
Position no longer exists after a worker is transferred, demoted, promoted or terminated unless
moved with the employee.
HIRING RESTRICTIONS
Restrictions for any staffing model may be established using the following:
One or more job families
Positions are always assigned to a specific supervisory organization regardless of whether they are
assigned to specific workers. Each supervisory organization will have a designated staffing model that:
Determines the process, approvals and restrictions for opening and closing positions.
You will find the selected staffing model information under Staffing on the navigation ribbon of the
supervisory organization.
The staffing model can be assigned while creating a supervisory organization or after it’s been created as
a separate task named Edit Staffing Model. Once a position or headcount group has been created or a
hire has been initiated, the Edit Staffing Model task is no longer available, as the staffing model of an
organization can no longer be changed. The navigation to find this task is as follows.
Click on the Related Action icon off of the organization and navigate to Organization > Edit Staffing
Model. Once assigned, the staffing model can be edited using the same navigation.
HEADCOUNT PLANNING
In thinking about staffing your organizations, you can use headcount planning and reporting functionality
as a building block for workforce planning. This will enable you to analyze headcount performance,
identify risks and opportunities, and take steps to optimize your workforce so that you can achieve your
business goals.
In Workday you can create headcount plans for any staffing model, using different statistic types,
dimensions, and time frames. You can optionally link headcount plans to Workday financial business
plans. After you load data into a headcount plan, you can use Workday's delivered reports to compare
actual headcount to plan, view headcount activity, and take steps to optimize your workforce.
Use the Create Headcount Plan Structure task to build the foundation of your headcount plan. You
can also optionally include headcount plan dimensions in your headcount plan structure and link the
structure to a Workday financial business plan to enable Workday Financial Management to retrieve
headcount plan numbers for reporting purposes. Establishing a link requires selecting company as a
dimension an existing fiscal schedule.
After defining a headcount plan structure, you can use the new Create Headcount Plan Template task to
specify the plan name, plan structure, plan year, top-level supervisory organization for the plan and the
number of additional organization hierarchy levels to include in the plan.
Finally, you can populate headcount plan data manually with the new Maintain Headcount Plan task or
load it with the Enterprise Interface Builder (EIB).
Maintain Headcount Plan is the main business process that manages headcount plan versions for
the top-level supervisory organization in the plan.
Edit Headcount Plan is a subprocess for the Maintain Headcount Plan business process that
manages headcount plan versions for supervisory organizations subordinate to the top-level
organization in the headcount plan.
These business processes don't have review, approve, or correct actions and aren't designed to support
the headcount planning process which you should complete externally before you populate headcount
plans.
5. Click OK to save
6. Click Close
CHAPTER REVIEW
In Workday, you assign staffing models to supervisory organizations to establish how jobs are defined
and filled. Workday supports three types of staffing models: job management, position management or
headcount management. Each of these staffing models provides a different level of control over staffing
and supports different staffing goals.
__________________________________________________________________________________
2. Which staffing model has the most control?
__________________________________________________________________________________
__________________________________________________________________________________
4. True or False: Staffing models can be modified at anytime following deployment.
__________________________________________________________________________________
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Job Profiles
Hiring Restrictions
JOB PROFILES
In Workday, positions, headcount groups and jobs use job profiles as their foundation. Job profiles
enable you to describe general characteristics of a position and identify special skills, training or other
qualifications. A job profile can be used to create multiple positions.
IT HelpDesk
Job Profile
Specialist
IT HelpDesk
Position 1
Specialist - 1
IT HelpDesk
Position 2
Specialist - 2
Of all the fields available in a job profile there are only two required fields: job profile name and job
code. All other fields track information that you, as a company, need to maintain for reporting purposes.
Values such as management level and job classification are defined by the customer and loaded into
Workday as part of deployment.
Certifications
Job Exempt
The use of job families and job family groups is optional, but they can help to organize and group your
job profiles and allow you to use these groupings as criteria in condition rules or compensation eligibility
rules.
Another use for a job family and job family group is as filters for locating a specific job profile in a prompt
list, as well as when writing reports related to your job profiles.
If using job families or job family groups in an eligibility rule when a new job profile is created, it is
important that it gets added to the appropriate job family. If job family is used as the criteria for a
compensation eligibility rule and that rule is associated with a compensation package, if a new job profile
is not added to the job family, no defaulting will occur when an employee is hired into the new job
profile.
The process of filling a position with either an employee or contingent worker will use whatever
information is provided in the unfilled position and the information in the Job Profile that defaults from
the position or entered at point of hire.
The fields that can be populated in the position (not including hiring restrictions) are as follows:
Fields Description
The date the position will be seen in the system and can be
Availability Date
worked on by recruiting.
Earliest Hire Date The position will not be available for hire prior to this date.
DEFAULT COMPENSATION
After a position has been created, you can set up default compensation. To find this task, use the related
action off the position, select Compensation and the Request Default Compensation Change task.
Alternatively, you could choose to include the Request Default Compensation step in the business process
of Create Position.
All compensation components can be used as a default regardless of eligibility. This includes the
compensation package, grade, grade profile, step, salary, unit salary, allowance, unit allowance, bonus,
merit, commission and stock.
HIRING RESTRICTIONS
Hiring restrictions are used to set controls on how a position, headcount group or job management
supervisory organization can be filled during hire. These hiring restrictions control who can fill an
opening, the location and other conditions of employment. For example, if you set a hiring restriction on
a position stating that location is San Francisco, then when you hire into that position the location of that
worker must be San Francisco. It cannot be changed at the time of hire. Whether the hiring restriction
controls a single position, a group of positions or the hiring into an entire supervisory organization
depends on the staffing model selected for the supervisory organization.
It is a mandatory step to establish hiring restrictions for all positions, headcount groups and supervisory
organizations that use the job management staffing model. If you choose not to identify a hiring
restriction, beyond availability date and earliest hire date, you must turn on the No Job Restrictions
check box.
All hiring restrictions are enforced during the hire and contract contingent worker events. The job profile
restriction is also enforced during job changes such as transfers; however the other restrictions are not
enforced during these events. No job restrictions are enforced during the edit position event.
Fields Description
Job Families group job profiles. Select a job family as a restriction so all
Job Family
job profiles in that family are available to select from when hiring.
Limits what job profiles you can select. If one value is selected it cannot
Job Profile
be changed when hiring.
Limits what location you can select. If one value is selected, no other
Location
location can be entered during hire.
Time Type Limits what time type you can select; either full or part time.
JOB REQUISTIONS
You may require a job requisition be created before a worker can move into an open position. If you
choose to enable the job requisitions functionality then you must:
Have an open job requisition when you plan on moving a worker into an unfilled or filled position
so that you can recruit or hire for the position.
Enter hiring requirements in the job requisition and they are all required.
Create Position
Edit Position
o This task should be used as an administrative task for out of order events only.
o For changes such as promotions, demotions, transfers, lateral moves or data changes,
you should use the Change Job business process (e.g. to change an employee’s location
or part time or full time status).
o If you use the Edit Position task, the system will let you change anything, regardless of
the original position restrictions.
o This task changes the employee data but not the position restrictions.
Or use Manage Organization Hiring Freeze to freeze an organization and all selected subordinates.
When you freeze a position or headcount group you are using the same business process, Freeze Position
or Headcount Group and can include approval steps. The ability to freeze an organization is done using
the Manage Organization Hiring Freeze task. This is not a business process and will most likely be done
by a user-based security group such as an HR administrator.
Unlike the process of closing a position, the concept behind a hiring freeze is that it’s a temporary freeze
which at some point could be reversed by simply turning off the check box.
The Switch Primary Job business process gives you the flexibility to change a worker's primary job due to
a job change, a new additional job, or the end of the current primary job.
You can access the Switch Primary Job task through search or by selecting Job Change > Switch Primary
Job as a related action on a worker. After you specify the job switch reason and effective date, Workday
displays the worker's primary job on that date and provides additional information. If the worker has
more than one additional job, you then specify which job to designate as the new primary job.
Your ability to change a worker's primary job designation depends on the following worker, job, and pay
group conditions:
Worker: The worker can't have another in-progress Switch Primary Job event, an in-progress
Termination event, or a completed Termination event that is effective after the switch date.
Job: The proposed primary job must be an active additional job as of the proposed switch date,
can't be an international assignment, and can't have an in-progress End Additional Job event or a
completed End Additional Job event that is effective after the proposed switch date.
Pay Group: Both jobs must either belong to Workday pay groups, belong to the same external
pay group, or have no pay group assigned. They can't belong to a mix of a Workday pay group
and an external pay group or belong to a first-generation Workday Payroll Interface pay group.
Neither job can have an in-progress Assign Pay Group event or a completed Assign Pay Group
event that is effective after the proposed switch date.
As a note, Workday also allows you to have a benefits primary job, which establishes an employee’s
eligibility for benefits. If no benefits primary job is identified, then the HR primary job is used.
2. Select the Related Actions icon off of the Wealth of Knowledge supervisory organization
3. Select the following action and task:
Staffing > Create Position
4. Enter the information required on the create position page using today’s date as the availability
date as well as the earliest hire date
2. Select the Related Actions icon off of the Learning and Development supervisory organization
London
New York
Location
Paris
San Francisco
6. There will be an Open task in Logan’s Workfeed to set up default compensation for the position.
Click Skip to skip this step.
7. Click OK
5. There will be an Open task in Logan’s Workfeed to set up default compensation for the position.
Click Skip to skip this step.
6. Click OK
9. Click Close
2. Select the Related Actions icon off of the Training supervisory organization
3. Select the following action and task:
Staffing > Create Headcount
4. Enter the information required on the create headcount page using today’s date for the availability
date as well as the earliest hire date.
Number of Positions 4
2. Select the Related Actions icon off of the Course Development supervisory organization
3. Select the following action and task:
Organization > Set Hiring Restrictions
4. Enter the following data using today’s date as the availability and earliest hire date:
2. Select the Related Actions icon off of the Wealth of Knowledge supervisory organization
3. Select the following action and task:
b. Security Partner
5. Click OK to save
6. Click Close
CHAPTER REVIEW
Job profiles allow you to define the attributes of a position such as job classification, exempt or
non-exempt status and management level.
Job families are used to organize and group job profiles and job family groups are used to
organize and group job families. All three of these components can be used as eligibility in a
compensation eligibility rule.
When creating an unfilled position or headcount group, the job posting title is used to
communicate the opening externally. The actual job title and business title default from the
name of the job profile.
Setting at least one hiring restriction or selecting no job restrictions is mandatory for all three
staffing models: position, headcount and job management.
The values associated with a job profile, such as job classifications, management level and job
level, are defined by you and loaded into Workday as part of deployment.
Use the Edit Position task as an administrative task for out of order events; use the Change Job
task for promotions, demotions and transfers and when a worker’s position data needs to be
changed such as a location or full time to part time status.
If you're interested in using commitment accounting then you must use job requisitions and the
position management staffing model.
Use the Hiring Freeze task to temporarily freeze hiring for a position or headcount group, one or
more supervisory organizations or an entire supervisory organization hierarchy.
CHAPTER 5: COMPENSATION
Compensation in Workday tracks compensation at both the enterprise-wide and the individual worker
level. The compensation structure is comprised of grades and plans which are grouped together into a
package. Compensation grades provide guidance with reference pay ranges, compensation grade
profiles allow for localization and compensation plans provide various types of pay components.
By using compensation eligibility rules, these compensation components can default into an employee’s
compensation during a staffing event, such as hire or transfer. Rules can also be used to identify
populations eligible for a merit or bonus target that is different from the default target.
Compensation can be changed for an individual employee or as part of a mass event such as a merit or
bonus event. When a merit event is launched, for example, any employee with the merit plan in their
compensation will be included in the event. This could be a population as small as one, or for thousands
of employees. This data can either be entered directly into Workday by managers or compensation
professionals or it can be loaded.
Each employee will have multiple components included in determining their total compensation. In
Workday, you have the opportunity to define different sections of compensation and use those sections in
one or more templates that can be designed to calculate and report an employee’s total compensation,
based on your definition.
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Compensation Components
Compensation Rules
Compensation Reports
Compensation Packages
COMPENSATION COMPONENTS
If you are a compensation administrator, you create the Workday compensation structure for your
company. To establish eligibility for components of compensation or to automate the assignment of
these components to worker compensation, you create compensation eligibility rules indicating which
workers are eligible for which compensation components.
The compensation structure is comprised of grades and compensation plans which are grouped together
into a compensation package. Compensation grades provide guidance with reference pay ranges,
compensation grade profiles allow for localization and compensation plans provide various types of pay
components.
Define compensation elements to make the link between compensation and payroll earnings.
Define guidelines (grades, grade profiles and steps) associated with compensation elements.
Define compensation plans.
Add the plans and guidelines that you want to bundle together into compensation packages.
Create compensation eligibility rules to determine the groups of employees who are eligible for
the different compensation plans.
Assign those rules to compensation components (packages, grades, grade profiles and plans) to
control which employees are eligible for them.
After you have the compensation components in place, administrators, partners and managers can use
the plans and rules as a reference point to assign and update worker compensation (the employee's
components of pay).
Propose Compensation Change: as a sub-process you can select either the Propose
Compensation Change or Propose Base Pay Change initiation steps.
In addition to building a compensation change into a business process you can also initiate a change at
any time by using one of the following compensation tasks:
Manually from a Related Action off the employee’s name
Request Grade Change: only the compensation grade or grade profile can be changed.
Both the tasks listed above use the Request Compensation Change business process with a unique
initiation step that limits the changes that can be made and provides a user-friendly page.
Let’s look at an example of an employee’s compensation:
Available components in
the Executive Offered to Logan Comments
Compensation Package
COMPENSATION RULES
Compensation rules determine an employee’s eligibility for each compensation component during staffing
and compensation business processes. Eligibility is based on any combination of organization, job profile,
location, position or any other available class report field.
To control the compensation components for which employees are eligible, assign eligibility rules to the
compensation components either through the Assign Compensation Components to Rule task or directly
through each of the compensation component definitions.
To have compensation components populate by default for eligible employees during staffing transactions
(hire, job change), you must further assign the eligibility rule to a compensation package and associate
the default grade, grade profile, and one or more plans with that package. The rule for plans can be
different than the rule for the package they are in.
You can also use compensation eligibility rules to:
Assign compensation targets uniquely to different employee populations for bonus, merit and
stock plans, as well as grade profiles.
Roll out or remove compensation plans (allowance, bonus, commission, merit, stock and period
salary plans) for a target population.
If you are using compensation eligibility rules and defaulting compensation from
a position, the default compensation will override the eligibility rules.
Report Description
For any organization and its subordinates you can run this report
to view workers and all their compensation components, in
Compensation Spreadsheet addition to hire date, compa-ratio and quartile.
This report may be copied and modified to meet your
requirements.
4. Click OK to save
5. Navigate to the Create Compensation Eligibility Rule task
7. Click OK to save
8. Click Close
4. Click OK to continue
5. Change the Description to Location - UK
6. Add the Comparison Value of Reading - UK
7. Click OK to save
8. Click Close
COMPENSATION PACKAGE
A package is a grouping of compensation grades and compensation plans. The combination of including
compensation components in a package and using compensation eligibility rules enables the system to
default those components into an employee’s compensation during staffing activities.
Compensation
Package
Compensation
Compensation Grade
Eligibility Rule and
Compensation
Plans
For example, if an eligibility rule makes an employee eligible for two different bonus plans, and both
bonus plans are included in the compensation package for which they are eligible, then both bonus plans
will default into the employee’s compensation. If the two bonus plans are not included in the
compensation package, then neither will default into the employee’s compensation but will be selectable
when completing the Propose Compensation task.
COMPENSATION GRADES
The compensation grade provides pay ranges as references. Your grades can include a pay range
defined for each compensation basis. Within compensation grades are the options to create grade
profiles and compensation steps.
Grade profiles allow you to assign a worker to a different compensation range than the default. For
example, a unique compensation eligibility rule can default an employee into a grade profile based on
their position, location or other criteria. Steps are defined on compensation grades and grade profiles,
representing a single monetary amount within the grade or profile. A worker's compensation package
can contain both plans and a step.
The employee’s compensation components could include multiple currencies but when viewing total
compensation the total will be calculated using the compensation grade currency.
Field Description
Enter the currency and frequency that describe the range. This currency
will be used when entering salary or hourly rates, as well as when
Currency and Frequency
reporting on total compensation. All compensation components,
regardless of currency, will be converted to this currency and frequency.
Allows you to select which compensation plans are used to determine the
employee’s estimate earnings. Use the Create Compensation Basis
task to define additional compensation basis’.
On the compensation grade you can enter one or all of your
Compensation Basis compensation basis’ to create multiple pay range definitions. The range
you define should reflect the multiple components of pay that are
included in the compensation basis. The Total Base Pay and the
employee’s primary compensation basis will be displayed during business
processes such as Request Compensation Change and Change Job, and
provides analytics for making compensation change decisions.
COMPENSATION PLANS
Salary Plans and Hourly Plans
When setting up a salary plan there are only a few fields that need to be considered since the amount of
salary will be determined during the hire or compensation change, or through default compensation
associated with the position.
Field Description
Turn on this check box if you don't want this salary plan included as
Exclude from Merit
part of total base pay when you initiate the merit process.
Because information such as the currency and frequency is populated based on an employee’s
compensation grade, and not the salary plan, only one salary plan should be required in most system
configurations.
In comparison to the simple set up of a salary plan, when setting up an hourly plan you can enter the
compensation element as well as an amount, currency, frequency and specify if the amount is equivalent
to minimum wage.
If an amount is not entered on an hourly plan, an hourly amount will not default during hire and should
be entered for each employee when proposing compensation.
Allowance Plans
Payments included as part of an employee’s pay could include something as common as car or cell phone
allowances to vouchers for movie tickets. The allowance plan can be created to use one of the following:
Type Description
Enter a number of units, frequency, value per unit, and currency. Unit
Unit Based based allowances can be overridden at the employee level if the no
override check box is not turned on.
The reimbursable check box is used when an allowance is not being paid through payroll but through an
expense report. When the check box is turned on the compensation element field will not be required
when creating the allowance.
By creating it as an allowance you’re able to track the value of the allowance through compensation for
use in reports and in the total compensation statement.
Amount 40.00
Currency GBP
Frequency Monthly
10. In the Allowance Plan Profiles area click on the to add a row
Amount 55.00
Currency USD
6. Click OK to continue
Grade Name 01
Currency USD
Frequency Annual
8. In the Compensation Pay Range tab, click on Total Base Pay and enter the following information in
the pop-up box:
Minimum 15,000
9. Click Done
10. Select the Compensation Grade Profiles tab
11. Click on the blank row underneath Grade Profile Name and enter the following in the pop-up box:
Currency GBP
Frequency Annual
Minimum 12,000
Maximum 70,000
Compensation Grade 01
4. Click OK to save
5. Click Close
When calculating a percent award you can select one of the following
choices:
Select this check box to have the bonus process calculate and display
a bonus pool based on the plan’s target amount and not the
Use as Reference Only compensation matrix. The matrix becomes a reference tool for
managers when entering bonus or merit increases, but isn’t used to
calculate the pool.
Include Active Employees Turn on this check box to pull employees into the merit or bonus
Assigned Plan During process if they aren't currently participating, but participated during
Process Period the process period.
Include Active Employees Turn on this check box if you want to include employees who aren't
in Waiting Period eligible to participate due to a waiting period.
Bonus Plans
Bonus plan can be defined as either a flat amount or a percent. Workday allows you to customize targets
for each worker to which the plan is assigned. Bonus plans have a reference currency, so managers can
work in one currency even if bonuses are given in multiple currencies. In addition, bonus plans provide
the options of a bonus plan profile, the addition of performance factors and tranches.
Eligible Earnings Override: Define eligible earnings for your employees and use these earnings as
the basis for calculating their bonuses in percent-based bonus plans. If using eligible earnings,
populating this value for all employees assigned to the bonus plan is required. The Employees
without Eligible Earnings report should be run prior to initiating the bonus event.
Total Base Pay: The sum of all salary and allowance plans as defined as base pay in the worker’s
compensation grade or grade profile.
Compensation Basis: Uses the sum compensation of an employee’s plans that are enabled as the
basis to calculated target amounts for that employee. You select which compensation plans are
used to determine the compensation basis using the Create Compensation Basis task and name
the compensation basis whatever you want to name it. For example, you could calculate
compensation basis using all salary plans and merit plans or all salary and allowances.
Calculate Using Eligible Earnings: For customers who want to base bonuses on actual earnings
you can load a salary figure and have the system use that figure in the bonus calculation. Uses
an employee’s eligible earnings, which is determined by the customer, for a defined period of
time as the basis to calculated target amounts for that employee.
1. Use the Create Eligible Earnings Override Period task to define the time period (from and to date)
that the eligible earnings include.
2. Use the Create Eligible Earnings Override task to enter an earnings amount for each employee
participating in the bonus plan. This can be done either manually or through the EIB load process.
If the earnings period is quarterly, then you would load the employee’s earnings for that quarter.
This must be done prior to running the bonus process.
3. Run the Employees without Eligible Earnings Override report. You can identify employees
participating in the bonus plan who do not have an eligible earnings override for the specified period.
You can create eligible earnings for employees directly from this report.
4. When initiating a bonus process you’ll need to select the eligible earnings period for that bonus run.
Target
Currency Eligibility Rule
Amount
Tranches
Tranches are pre-defined portions or installment amounts that can be applied to the bonus. This allows
you to create a bonus plan or multiple bonus plans with a total bonus amount that will be paid by the end
of the year.
1 25%
2 25%
3 15%
4 35%
Total 100%
The bonus plan(s) can be included in a future payment plan. Use future payment plans to specify a
target amount that can be paid out to the employees over several bonus and one-time payments and
eventually run the final “true up” process at the end to calculate if there is an outstanding balance due to
the employee.
What bonuses and one-time payments should be included when calculating the overall future
payment target amount?
Only bonus and one-time payment plans can be included in the calculation; you can select from the
following options:
When using tranches you will run the Complete Future Payment True Up Bonus process as a last step
each year. The system will add together all bonuses and one-time payments the employee has received
that are included in the calculation, determine what amount guaranteed in the future payment plan
hasn’t been paid, and “true up” by paying that outstanding amount.
Compensation Scorecard
The compensation scorecard is another option available to help determine bonus pools and provides a list
of weighted criteria used to evaluate company performance. The results, or percentage of the goal
achieved for each criterion, can then be used to determine the available bonus pool.
Compensation Matrix
A compensation matrix can be used to reward your employees’ performance more accurately. Merit
plans can include options such as the use of a compensation matrix which allows you to tie an
employee’s overall performance for a selected type of performance review to their merit or bonus
increase. The compensation matrix provides the person responsible for entering the increases with
guidance based on the employee’s performance and their compensation grade quartile.
A compensation matrix can be used for the merit and bonus plans percent, amount and weighted. In
addition, you can create the matrix to include single or multiple targets, as well as choose to include
retention ratings or pay range quartiles.
Alternatively, turn on the Use as Reference Only check box to use the matrix as only a reference in the
merit process. If the matrix is used for reference only, Workday will calculate and display a merit pool
based on the plan target, not the compensation matrix. When a manager proposes bonuses, he or she
will see the recommendations provided by the compensation matrix, but the pool amount is calculated off
of the bonus plan target.
Compensation elements are the payment types that are included in compensation plans and
compensation element groups. Base pay, car allowance and commissions are all examples of
compensation elements.
Compensation element groups are used when an amount is a combination of elements. For example,
salary could be a combination of base pay and a housing allowance. Even though an element group is
usually more than two elements, it may contain only a single element.
New currencies can be easily added using the Maintain Currency Conversion Rates task.
Exchange rates are effective dated.
ADJUSTMENT PROCESSES
For each of the compensation plans there is a process you can run to adjust compensation plans that are
already assigned to employees.
This is a two step process which includes setting up and submitting the adjustment for a specific
compensation plan, and then launching the process. There are seven configurable business processes
that can include review and approval steps for the proposed adjustment.
The following is a list of the compensation adjustment processes that can be initiated:
TOTAL COMPENSATION
There is one total compensation report, but there can be different templates to control what data
appears. A total compensation template includes a total compensation rule that identifies the workers
and the total compensation sections that will appear when running the total compensation report.
The total compensation section requires all plans that should be part of the total compensation
calculation to be entered. For example, if you create a section named “Allowances” you would enter all
allowance plans that will be part of the calculation. If new allowance plans are created, the allowance
section will need to be edited to include the new compensation plan.
The values for all components will be annualized and show the annual compensation amount that would
result from a year of compensation at the current rate. The workers compensation grade currency will be
used to normalize any compensation elements that are in other currencies.
This report is designed for individual employees to view and understand the value of their total
compensation package. In addition, there are other reports, such as the View Bonus and One-Time
Payment History report, which list all awarded bonuses, their effective date, amounts and currency.
Report Description
Total Compensation Template Identifies workers included in more than one total compensation
Audit template.
Questions:
Which components of compensation have been linked to the WOK – All eligibility rule?
______________________________________________________
Why is the United Kingdom grade profile not included here?
_______________________________________________________
_____________________________________________________________
The Roll Out Compensation Plans to Employees page includes information regarding the number of
employees impacted and their names, as well as a list of employees who have other compensation
processes in progress. Employees with in progress compensation processes will be excluded from
receiving the compensation plan.
COMPENSATION REPORTS
Workday delivers a number of compensation audit reports. The following is just a partial list; to view all
delivered reports use the Navigate slide out tab and select the compensation category. Reports are listed
on the left of the results.
Report Description
In Progress Compensation View all compensation events that are in progress, including which
Changes worker is responsible for the awaiting action.
CHAPTER REVIEW
A compensation structure includes compensation grades and plans which are grouped into
compensation packages.
Allowances can be percentage, amount or unit based and can be configured to allow override at
time of hire.
Compensation eligibility rules can control the compensation components for which employees are
eligible.
Compensation can be populated during staffing activities using defaults from position or through
eligibility rules.
Based on compensation eligibility rules, employees must be eligible for only one compensation
package and compensation grade or defaulting will not occur.
An employee's total compensation is viewed based on the currency on their compensation grade
profile.
__________________________________________________________________________________
3. What will happen if an employee is eligible for three allowance plans but the plans are not in the
compensation package for which they are eligible?
__________________________________________________________________________________
2. How many versions of the various plans do you need (salary, hourly, bonus and merit)?
3. What eligibility rules need to drive who gets what for compensation?
4. What grades and grade profiles are necessary? What allowances are necessary and will you allow
changes (no override?)
A Security group represents one or more workers with similar access and modification needs, such as HR
Partner. A security policy details the report fields, tasks and views that the group can access and/or
modify. A domain or a business process policy is a collection of securable items (domain) or a specific
business process. Business processes are separately secured from domains and sub-domains.
Security acts as a bridge between Workday-owned metadata and customer-owned tenanted data to
access to functionality. Security groups and security policies are in the customer/tenanted realm, with
little developer involvement. Domains reside in the metadata realm and are not configurable by
customers.
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Security Groups
Configurable Security
SECURITY GROUPS
o Manually
User-based
Job-based
Role-based (unconstrained)
Role-based (constrained)
Organization Membership
Location Membership
Level-based
Aggregation
Intersection
Assigned to a position
Workday defaults organization roles from the superior organization if not filled (if the roles are
configured to inherit).
Role-based security group (constrained): access to securable items through this type of role-
based group is limited to workers in those organizations.
Job Roles
Job roles are automatically assigned to a worker based on a specific job profile, management level or
organization role. Example job roles include Chief Financial Officer, Senior Vice President or Manager's
Manager. Job roles are used only to approve business process management tasks; they do not
determine task or report access and cannot initiate a business process. They are optional and customer-
defined.
CONFIGURABLE SECURITY
Workday application data is accessible only through group-based security that is enforced by the
Workday Object Management System (OMS). As such, no Workday user can view data that is not
granted with his or her security group.
Business Process: delivered by Workday; though you cannot create new business processes you
can configure them to meet your workflow requirements.
Business Process Policies: dictate which security groups can participate in the business process
and in what ways they can participate.
Each domain can be secured by one or more security groups. You can assign which security group(s)
should set up compensation or access a workers total compensation data, for example. This is
accomplished by editing the security policy for the domains.
View
Approve
Cancel
Rescind
Correct
Who can be added as an ad-hoc approver
Business process security policies contain such securable items as initiation steps, step actions and
actions on the process as a whole: view, approve, rescind, cancel and correct.
Entire functional areas can be enabled or disabled. For example, if benefits is not part of
Phase 1 of the deployment, the benefits functional area can be disabled. Edit the
functional area to find the check box.
You can turn off inheritance in any child security policy by editing it. After that, changes made in the
parent no longer have any effect in that child policy. Editing a child security policy does not affect
inheritance in any of the others. You can restore inheritance in a child policy by clicking the Use Parent
Permissions button.
A parent domain may or may not have any securable items of its own. The list of secured items in the
parent is a list of those in the children. No item appears in more than one child.
Whether a child security policy is currently inheriting permissions from its parent is shown in the Status
field, under the security policy title. If it is inheriting, the status says "Active – Inheriting parent
permissions."
Take a moment to explain in your own words what the above graphic is saying:
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
_____________________________________________________________________________________
Report Description
VIEW SECURITY
1. As Logan McNeil, verify you can view the emergency contact for Jared Ellis.
2. As Jack Taylor, verify that you cannot view the same emergency contact information.
1. Search for emergency contacts (click on business data tab to find it).
2. Click on the Related Actions icon off of Worker Data: Emergency Contacts
__________________________________________________________________________________
7. Add Manager to the security groups under Report/Task Permissions so that managers can only View
contact information. With this action you are enabling Managers to see their worker’s secured ID
information.
Any change to a security policy will not take effect until you
Activate Pending Security Policy Changes.
1. Verify that you can view your workers’ emergency contact information.
2. Click on the Related Actions icon off of bp: Hire for Global Modern Services
Business Process Policy > View
3. Look at the security groups that can review an employee hire (hint: this is under the category of Who
Can Do Action Steps in the Business Process).
__________________________________________________________________________________
5. Take note of the message you get and Activate this new pending security policy change just as you
did in the prior activity.
CHAPTER REVIEW
Security is separately maintained and configurable for business processes and for domains.
Reports/Views/Tasks are all securable items within domains and sub or child domains.
Entire functional areas can be disabled.
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__________________________________________________________________________________
__________________________________________________________________________________
2. A position is linked to a ______________, which is linked to a role-based security group.
4. True or False: You may configure the securable actions and securable reporting items in a domain
security policy.
__________________________________________________________________________________
5. Match the security terms with their definitions:
A. Security Groups ___ Groups of users who need to perform actions or access data
B. Business Process Policies ___ Defined tasks and reports which are functionally similar
C. Domain Security Policies ___ Dictate which security group can view/modify data w/in the
domains
D. Domains ___ Dictate which security groups can participate in the business
process
1. What security groups will be necessary to provide the appropriate access and what domains and
business processes will these security groups have access to?
You can define custom business processes for any supervisory organization. The business process logic
is inherited, so subordinate organizations automatically use a business process defined for a superior
organization, unless the subordinate organization has its own version of the process.
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Business processes are created using a combination of actions, approvals, approval chains, to dos, and/or
checklists. An action can be a single task or it can be a sub-process which is also a combination of
actions, to dos, and/or checklists. Within the process, conditions can be defined which will determine
whether a step will be initiated. Notifications can also be defined to notify a Workday user or email
address that a step has begun, been completed or that a particular review response was selected (e.g.
approved, denied, cancelled, etc.).
The difference between actions, approvals and to dos:
Action Definition
The related actions icon appears in the left column and contains the available actions
Step
for a specific step of the business process.
This determines the order of execution for the steps within a business process.
Workday uses letters to sequence steps as numbers are sorted alphabetically, not
numerically, so 10 sorts before 2. The initiation step is always step “a”.
Order
Subsequent steps will use the characters b through z. For example: if three steps are
d, they run parallel and all must be completed to kick off the next step. You can also
skip letters. For example: a, b, c, d, f is okay, even though e is missing. In addition,
if you add an item with two letters, such as ca, it runs after step c and before step d.
A condition is part of a business process step and consists of one or more rules. A
If condition rule is considered an “if” statement. If the condition is not satisfied the step
will not occur.
Type This is where you identify the type of step. For example: an action, service or to do.
This is where you indicate the specifics based on the type of step. For example, if the
Specify step type is an action, you will be required to specify the type of action (either a
review or a sub-process).
An optional step does not have to be completed. The notification message contains a
Optional link that the recipient can click to skip the step. The next step does not begin until the
recipient either chooses to skip it or completes it.
Specify one or more security groups responsible for this step. The available security
groups are limited to those allowed by the security policy. If the step is an action step
Group that runs another business process, the available security group is controlled by the
security policy for that business process. This step appears in everyone’s Workfeed
automatically and is removed when someone completes the step.
If the all column is not checked, as soon as one person in the role approves the
request, the notification disappears from everyone else's Workfeed and the business
All
process continues. Checking this column requires all persons in the security group to
approve the request.
Run As
Used to identify the user for a batch or integration step type.
User
This is the elapsed time from when the process is initiated until the process should be
completed. Due dates have no meaning unless you run a task alert or business
Due Date
process report that can indicate which business processes steps or entire processes are
past due or approaching their due date.
Action Definition
Due Date is
Due date is based on effective date refers to the effective date that the initiator
Based On
specifies when starting an instance of the business process. If effective date is not
Effective
used, the due date references the date the business process is initiated.
Date
Routing restrictions enable you to configure individual workflow steps so that selected
individuals are excluded from the workflow routing based on your selections. Alternate
Routing
routings enable you to identify alternate security groups for routing the transaction or
Restrictions
to identify alternate security groups for those users specifically excluded from the
transaction.
When a completion step finishes, the business process is listed as complete, even if
there are more steps in the process. For example, a person can be listed as “hired,”
even if the steps for the employee to enter personal information and a W-4 form are
Complete not yet done. Completion makes the data for this business process available to other
systems like payroll or general ledger. Make sure all approval steps and review action
steps come before the completion step. If there is no completion step, the business
process is considered complete when the last step finishes.
Step Definition
Initiation The initiation step is always the first step in a business process.
An action or event that occurs within Workday. For example: an action step sub-
Action
process of Propose Compensation within the Hire business process.
An approval step gives the designated approver the opportunity to approve, deny
Approval
or send back the entire business process.
An approval chain also approves the entire business process. An approval chain is
a sequence of approvals that starts with an individual and then goes to that
Approval
person’s manager and on up the management chain until it gets to the top or until
Chain
some exit condition is met. Use the group column to set the role-based security
group that starts the chain.
You can specify that a batch process be run as a business process step. When
Batch/Job creating or editing a business process, simply add a step for the batch process (set
the step type to batch and specify the batch process to use).
Step Definition
A consolidated approval enables you to combine multiple approvals for the same
person into a single approval task notification. When the approvers link to the
approval page, they see simplified information for each step, but with a link to
Consolidated more information if they need more detail. As with a single approval, if the
Approval approver denies the approval the entire business process is denied and terminated.
You can include more than one Consolidated Approval step in a business process to
eliminate numerous individual approvals.
Consolidated This step type combines the properties of a consolidated approval step and an
Approval approval chain step; it must also be configured from the view mode after you have
Chain added it to a business process definition.
A service step kicks off a separate processing thread (e.g.: creation of a Workday
Service
user account).
This step type enables you to use a business process to distribute documents to
workers. To make a document available to a Workday business process, you must
Review
first add the document to Workday using the Create Document task. This task
Documents
allows you to upload a document directly as an attachment or provide a direct link
to a document on an external system.
A to do is an activity that the responsible person must do, such as a new hire filling
in and submitting a W-4 form. You can embed a Workday task in a to do item.
To Do Anyone who then receives the to do as part of a business process will see a button
(in Workfeed) or a link (in email) that takes them directly to the task where they
can take action immediately on the to do item.
This sample of the Business Process Configurations Options report shows some of the available actions in
the Hire business process, options for saving those actions, sub-processes that can be initiated,
prerequisite actions that occur before the actions (such as requiring Change Organization Assignments
before Assign Pay Group), restrictions (note that you cannot have a Change Benefits for Life Event sub-
process prior to the completion step), etc.
Staffing
Compensation
Benefit Events
8. Click Submit
9. Click Close
QUESTIONS
1. Look at the Roles for Wealth of Knowledge; what do you notice?
__________________________________________________________________________________
2. Why did you inherit certain roles?
__________________________________________________________________________________
3. Click on
QUESTIONS
1. In which step is this process considered completed?
__________________________________________________________________________________
2. Are there any condition rules in this Business Process?
__________________________________________________________________________________
COMPLETION STEP
There can be multiple steps within a business process and one of the steps may be identified as
completing the process. Following the completion step there can be tasks or to do steps that need to be
done, but these steps will not impact the successful completion of the process. For example, the Hire
process may be completed once the compensation is proposed even though a Workday account needs to
be created or a laptop ordered. The completion step being met in a Hire business process means that
there will be a worker record in addition to the applicant record and the worker will display as a direct
report for the manager.
To designate a completion step use the related actions icon off of the step and select:
Business Process > Set as Completion
If all potential assignees that might get this step are skipped as a result of the restrictions, the step is
marked as "not required". To prevent this from happening, choose a setting in the alternate routing
section.
CONSOLIDATED APPROVAL
In addition to the approval and approval chain step types, Workday provides a consolidated approval step
type. This step type concatenates data from previous individual steps in a business process and then
presents that data in a dynamically-generated custom approval page. The user can then approve or
deny several previous steps as a single action. In addition, you can configure the consolidated approval
step to display data in the custom approval page from only selected previous steps, to display custom
field labels and to display custom instruction text.
A consolidated approval may be placed at any point in the business process except the initiation step.
However, a consolidated approval may only display previous steps, not subsequent steps. For example,
you have a business process with steps a, b, c, d, e and f. If step d is a consolidated approval step, you
can configure it to display any combination of a, b, and c. Since e and f come after the consolidated
approval step, they cannot be included in the consolidated approval.
When you include the content of a step in a consolidated approval, all data in the step are included. You
cannot choose to include some fields but not others. However, some steps (mostly in the Hire processes)
display only some fields by default and provide an expander that displays the rest of the fields. This
display filtering is preconfigured by Workday; you cannot add or remove these expanders from any step
displayed in a consolidated approval page.
AD HOC APPROVAL
You have the ability to add additional approvers to an event while the business process is in progress, or
“in flight”, using the new add approvers button on the business process toolbar, Workfeed and Inbox.
For example, if you are a manager who is approving a new position as part of the Create Position
business process, but would like the general manager to also approve the creation of this position, you
can add the general manager as an additional approver.
In addition to approving a business process, added approvers can also send back, deny, delegate and
reassign a business process. However, an additional approver can be added only one time per approval
step, so an additional approver cannot then add more additional approvers to the business process.
To add approvers, you must belong to a security group with permission to the new ad hoc approve action
on the business process security policy.
This will show whether the condition was met, as well as a full execution flow so that you can see what
about the business process subject did and did not meet the condition rule.
When including sub-processes within your main business process, the system will complete the steps in
the sub-process before moving to the next step in the main business process. Within a business process
there may be sub-processes such as Propose Compensation or Assign Pay Group. These types of sub-
processes can be included when they are needed to support your business requirements. Workday
delivers the allowed sub-process for each business process. For example, the following sub-processes
are available within the Hire business process:
There are two sources to find the allowed sub-processes for each business process. They are:
From the business process, click on the allowed actions by role tab.
Optional Steps
Optional steps can be added to a business process and allow the task to be skipped. Workday lists the
step task in the user's Workfeed and displays a “Skip” button. If the user assigned to the role skips the
step task, the business process then proceeds to the subsequent step.
4. Use the related action off the definition itself and select the following action and task:
5. Click OK
6. Remove the Onboarding step – d (hint: it is the last step d)
Order ba
Type Action
Group HR Partner
Order bb
Type Action
11. Click OK
3. Click OK
4. Click Close
5. Use the Related Actions icon off of the bb step and navigate to:
Business Process> Maintain Step Conditions
6. Click OK
7. Add the newly created step condition called ‘Proposed Management Level’ to the Entry
Conditions tab.
8. Click OK
Now this approval step will only be required of the CFO if the proposed management level is Vice
President and above.
1. Check the box to exclude the initiator. This will ensure that if an HR Partner initiates the hire then
they will not have to redo their work by completing this step.
CREATE NOTIFICATION
Since a manager can initiate a hire but does not approve it, they will not necessarily know when the hire
has been completed. We will add a notification to the manager that will let them know when the hire is
complete.
1. From the Related Actions icon off of the Business Process itself (top of the page) navigate to:
4. In the Message Content area insert a row under the Subject section and choose the External
Field radio button and select the Full Legal Name field.
5. Under the Body section insert a row and choose the Text radio button and then type the following
text: Your direct report now has their IDs in the system.
6. Click OK
7. Click Close
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__________________________________________________________________________________
__________________________________________________________________________________
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3. Click OK
Order c
Type Service
Order d
Type Action
Specify Onboarding
6. Click OK
7. Click Close
Order ca
Type To Do
Group HR Partner
6. Click OK
7. Click Close
QUESTIONS
1. Who is getting the To Do of Create Exit Interview? Is this whom you would have complete this to do
in your organization?
__________________________________________________________________________________
Remember that security is configurable so you may add security groups to the business process security
policies if, for example, you wish to send a conditional approval to the Executive Vice President (a custom
job based security group that is not delivered with the delivered factory defaults) to approve.
Using the following template please configure a rough draft of what your Hire process looks like now:
1. Who can initiate the Hire? (e.g. What security groups – Managers, Recruiters, etc.)
__________________________________________________________________________________
2. What is the first step after initiation of the Hire? (e.g. compensation)
__________________________________________________________________________________
__________________________________________________________________________________
4. Is there any notification associated with this step?
__________________________________________________________________________________
5. Does this step always occur or are there conditions that must be met for this step to occur?
__________________________________________________________________________________
6. Is there instructional help you’d like the initiator of this process to receive?
__________________________________________________________________________________
7. If so, what is it?
__________________________________________________________________________________
8. If the same person initiated this Hire as is being presented with this first task, should this task be
skipped?
__________________________________________________________________________________
__________________________________________________________________________________
Continue this business process, making note of any conditional steps, routing restrictions, notifications,
etc. that may be a part of the business process.
Please conduct this activity on a whiteboard or flip board. Work as a group by company. You will have
15 minutes to create as detailed a Hire business process as you can think of for your own organization.
Keep in mind that in your deployment you will be working with delivered default/standard business
processes in your business process scope and design phase, which have already been optimized for your
use. Feel free to look at delivered business processes in the GMS tenant for ideas as you go through this
activity.
CHAPTER REVIEW
Business processes link actions, to dos, checklists, approvals, approval chains, notifications,
services, batch processes and reports together in order to perform a specific business process.
Business process steps occur in alphabetical order with the initiation step of “a” launching the
process. A completion step indicates when the process is complete and can occur before all the
steps are completed.
Business process due dates work with alerts and/or business process transaction reports so you
can alert workers to overdue business processes for which they are responsible.
Step conditions can be used for business intelligence within a business process, allowing steps to
occur or not occur based on whether the associated condition is true.
Specialized business process steps can be used to create mass or consolidated approvals in order
to make business processes more efficient.
a. _______________________________________________________________________________
b. _______________________________________________________________________________
c. _______________________________________________________________________________
d. _______________________________________________________________________________
e. _______________________________________________________________________________
2. True or False: A business process may have steps that need to be completed after the “completion
step”.
__________________________________________________________________________________
3. True or False: Business Process steps are sent to particular workers in order to complete them.
__________________________________________________________________________________
4. What task can be selected to configure notifications that will inform workers or their managers about
pending, due or overdue business process tasks?
__________________________________________________________________________________
2. What steps are needed for each process and who is assigned to these steps?
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Process Overview
Create an Applicant
Hire Process
Termination
Event Management
Correct Hire
Change and the Supervisory Organization
PROCESS OVERVIEW
Below is a very basic applicant tracking process we will look at to get started. Your applicant tracking
and hire process is likely much more complex. The diagram is to illustrate what we will be doing in the
system.
The Workday system gives users multiple ways to initiate the same task or view the same information.
For example, there are several ways to create an applicant as well as hire an employee. The different
options allow users to find a preferred method to accomplish a task.
Create Applicant
Name
Enter an Applicant
Source of applicant
Contact information
Search bar
Create Applicant Menu in the Navigate sliding tab
Hiring Worklet on the My Team page
CREATE AN APPLICANT
To begin the hire process, we will first enter information for a new applicant. You can enter contact
information such as name, address, phone and email address plus sourcing information for applicants.
Once they are identified as a candidate for a position you can track them through the evaluation process.
What you need to know when entering an applicant:
An applicant must have at least one piece of contact information: a phone number, email address
or a street address.
An applicant pool can be created for an organization, location, job family or job profile.
Applicant status applies to a position, not the applicant.
Interviewers must be assigned in order to be able to enter interview results.
MANAGING APPLICANTS
In locations around the world there are different requirements regarding data privacy and how to
appropriately handle applicant information. In many instances, companies cannot retain applicant data
after a certain amount of time and need to remove that data from company records.
To allow for this requirement, Workday has created a deletion process. Use the Mark Applicants for
Deletion task to identify specific applicants or applicants by location, applicant pools, position considered
for and interview status and then run the Delete Applicant process.
Workday's integration with TalentLink helps you manage the entire recruitment process, from requisition
to hire. Open positions are sent to TalentLink to automatically create requisitions, recruit and select
candidates in TalentLink and then send applicant data back to Workday to create a worker profile and
launch the Hire business process.
The following diagram illustrates the recruitment workflow and integration points between Workday and
TalentLink:
Workday is the system of record for all position data, including changes to position restrictions and
status. Separate integration systems manage the flow of data from Workday to TalentLink and from
TalentLink back to Workday, based on the field mappings between systems. Both the outbound and
inbound integration systems are delivered and hosted by Workday.
After you approve applicants for hire in TalentLink, launch integrations to upload applicant data and hire
employees in Workday.
Specifies hire details such as start date, employee type and location
Launches from Workday based on a scheduled process
Workday creates a basic applicant profile from the TalentLink requisition and then imports enriched
applicant data, such as qualifications, job history and base compensation. Workday launches the Hire
business process for the applicant based on the organization to which the position belongs. The position
is no longer available for hire in Workday and the position status changes to “filled” after the hire process
completes. From this point forward, Workday is the system of record for employee information.
HIRE PROCESS
Hiring an employee includes recording information about the worker, assigning the worker to a position
or job and defining terms of employment such as location, hours or compensation. When hiring, you can
use an existing applicant or add a new applicant. Either way you have an opportunity to record applicant
source information.
Information required to complete an employee hire includes:
Components which can be used when creating a compensation package for an employee:
The screen shot below is a simple hire business process; the HR data is entered during the initiation step
and then a manager enters the compensation data.
In contrast, a hire business process can include many steps such as approvals, reviews, entering
additional data, to do/reminders and conditional rules. The idea is to include all activities and involve all
the right people to complete the process and it can be configured to be as simple or complex as you need
it to be.
ONBOARDING
The Onboarding business process enables you to engage new workers into your organization, coordinate
their onboarding activities and improve the productivity of your staff. This is available as a sub-process
for the Hire and Contract Contingent Worker business processes. You can include the following actions in
the Onboarding process:
Review Documents
A tasks step combines multiple actions into a single step. You can add a tasks step to include the
Change Legal Name, Change Preferred Name and Change Contact Information business
processes.
A review documents step distributes one or more documents and tracks acknowledgements or
electronic signatures. You can use a review documents step to deliver your employee handbook,
dress code, security policy or other new hire documents as part of the Onboarding process. You
may also include all documents in a single step or separate your documents into multiple steps
for better status tracking. You can also configure a review documents step to enable workers to
upload documents (such as completed tax forms) as part of the step and you can specify
whether the upload is required or optional.
WORKER DOCUMENTATION
When initiating a hire, as well as other business processes, you can insert worker documentation that is
pertinent to the hire process such as I-9 verification, a resume, employment application or offer letter.
Documents can be reviewed and managed later using the Maintain Worker Document File task.
HIRE EMPLOYEE
1. Navigate to Wealth of Knowledge supervisory organization
2. Select Roles on the navigation ribbon and verify Logan McNeil is filling the organization roles
3. Select Staffing on the navigation ribbon and locate the open position of Chief Training Officer
4. Use the Related Actions icon off of the position
5. Select the following action and task:
Hire > Hire Employee
6. Search for Barry Sikes
7. Complete the hire processing using today’s date as the hire date and the New York location
8. Enter any additional required or missing information (leave the defaults)
9. Click Submit to save
10. SKIP the Change Background Check Status task in your Inbox
2. Look at the Compensation Section. Did the compensation components (grade, salary plan and
allowance plan) default?
3. In the compensation section find the Proposed column for the salary plans
4. Click on the icon next to the WOK Salary Plan. This will open an assignment details section
6. Click
7. Click Submit to save
ID CHANGE
1. Navigate to Inbox Open – ID Change task
Identification # 999-99-9999
8. Click Close
6. Click OK
7. Click Close
8. Navigate to Roles on Wealth of Knowledge and confirm that Barry Sikes fills some of the
organization roles
9. Use the Related Actions icon off of the LearnDev organization to assign the role of Manager
4. Click OK to save
5. Click Close
6. Sign out
Sign in as Barry Sikes (bsikes) and enter answers for the password reset questions
Direct Reports
Open Positions
Organizations I Manage
4. Option: Reorder worklets using the up and down arrows, or leave them in current order
5. Click OK
6. Click Close
HIRE EMPLOYEE
1. Use the Related Actions icon off of the Training Director Position (which is in LearnDev) to hire
the employee.
3. Complete the hire process using today’s date as the hire date
6. Click Submit
3. Click on the icon next to the WOK Salary Plan. This will open an assignment details section
5. Click
6. Click Submit to save
7. Click Close and Sign Out
ID CHANGE
Identification # 999-99-9998
3. Click OK
4. Click Close
4. Click the green + sign to assign the role of Manager to Alejandro Rojas
5. Click OK
6. Click Close
HEADCOUNT MANAGEMENT
Because all of the positions in a headcount group share the same set of hiring restrictions, headcount
management is particularly useful for organizations that hire large numbers of workers into the same or
similar jobs with the same or similar requirements and restrictions. For example, an IT organization may
have a constant need for ten network engineers with the same skills to perform similar work.
Headcount management is also appropriate for organizations that prefer to define broad categories of
jobs rather than creating narrowly defined requirements for each position. For example, a food service
establishment might create two headcount groups: one for front-line staff like table service staff, who
work directly with customers and another for kitchen workers involved in food preparation.
Before you can hire into a supervisory organization with the staffing model of headcount management
you need to do the following:
JOB MANAGEMENT
With job management, you staff organizations by defining one set of hiring restrictions for the entire
organization. You can restrict hiring to particular job families, job profiles, worker types or locations and
specify whether workers must be full or part-time.
Because the same set of hiring restrictions apply to all of the jobs in a job management organization, and
because there can be only one set of restrictions per organization, this staffing model is particularly
useful for organizations that prefer to define broad job requirements.
For example, the manager of a growing team of software application specialists in a startup company
needs the flexibility to hire workers with a wide range of skills, backgrounds, qualifications and work
preferences and doesn't want to restrict his ability to fill jobs as the right people become available. He
meets with his manager to outline his requirements and receives a verbal agreement to hire 9 additional
headcount, to be allocated as he sees fit.
Before you can hire into a supervisory organization with the staffing model of Job Management you need
to do the following:
1. Set Hiring Restrictions
3. Use the Related Actions icon off of the unfilled Instructors headcount group to hire the employee
4. Select the following action and task:
Hire > Hire Employee
5. Use applicant, Keith Leonard
6. Click OK
7. Complete the hire process using today’s date as the hire date and the San Francisco Location
3. Click on the icon next to the WOK Salary Plan. This will open an assignment details section
4. Enter the amount of $42,000
5. Click
6. Click Submit to save
QUESTIONS
1. What steps are awaiting action in this business process?
__________________________________________________________________________________
Sign in as Alejandro Rojas (arojas) and enter answers for the password reset questions
4. Click OK
5. Complete the hire process using today’s date as the hire date and Reading-UK location
6. Enter any additional required or missing information (leave the defaults)
7. Click Submit
3. Click on the icon next to the WOK Salary Plan. This will open an assignment details section.
5. Click
6. Click Submit to save
REVIEW HIRE
1. Click the Review Employee Hire task
Identification # AB 12 34 56 A
4. Click Approve
5. Click on the Open - Maintain Employee Contracts
6. Populate all required fields, including the Status of Open
8. Click Close
9. Skip the Assign Pay group task in your Workfeed
4. Click OK
Rate and frequency of payment information can be stored as a reference only. Payment for a contractor
is not sent to payroll through the payroll interface.
The Workers by Employee/Contingent Worker Type report allows you to view one or more of the
contingent worker types, one or more of the employee types or any combination of these populations.
This is a delivered report that includes fields such as location, primary home address and primary work
address.
CONVERT TO EMPLOYEE
The Convert to Employee task uses the Hire Employee business process; it just uses a different step to
initiate the process.
In order to use this feature, the position the contingent worker will fill needs to be created and available
on the hire date, just like any other hire. If the worker is being hired in to a headcount group, then there
must be an available headcount within the group.
INITIATE CONTRACT
1. Navigate to Training Department supervisory organization (TRN)
2. Click on Staffing on the navigation ribbon
3. Find the Related Actions icon off of the Instructor headcount group
5. Click OK
Type Home
8. Click OK
Location Dallas
Currency USD
Frequency Hourly
1. Select the Review task for the Contingent Worker Contract step
2. Review the information
3. Click Approve
4. Refresh your Workfeed
5. Open the ID Change task in Workfeed
6. Enter comments about why you will not be entering IDs because of Contingent Workers
7. Click Approve
8. Click Close
Job Details
Location Reading- UK
7. Click Submit
1. Click on the Open task for the Hire Compensation step in your Workfeed.
2. In the Compensation section find the Proposed column for the Salary Plans
3. Click on the icon next to the WOK Salary Plan. This will open an assignment details section.
4. Enter the amount of 52,000
5. Click
6. Click Submit to save
STAFFING MOVEMENT
The Change Job process supports promotions, demotions, transfers, lateral moves as well as changes to
position data and location. This process was designed to make staffing movements simple and intuitive.
Based on your business process there can be other steps such as reviewing, editing and approving the
staffing movement.
The Change Job process asks questions that will guide managers through job change details in a familiar
language thus increasing their success rate as well as reducing the need for HR support.
After submitting the Start page, you will have the option of using the guided editor, which takes you
through each section of the job change one at a time so that you can see all relevant fields and complete
them in smaller chunks.
All of the sections listed in the above screenshot (Date through Compensation) are controlled by domain
security so that you can tailor the process for different roles in your organization.
*You cannot reorder or remove sections on the business process template.
Coordinate your business process and domain security policies to ensure that security groups who can
access business process actions also can access the data.
CONSOLIDATED TEMPLATE
You can optionally consolidate the change job process with the change organization assignments and
propose compensation change sub-processes within the guided editor to streamline workflow from
initiation to approval. The consolidated processes start at the same time, so that managers can complete
all changes on one page and administrators can review and approve the process details together.
Change Job must be first in the process order on the consolidated template, followed by one or both sub-
processes. If you have compensation eligibility rules based on organizations, the required process order
is Change Job, Change Organization Assignments and then Propose Compensation Change.
If you limit the fields that a manager may enter on the Change Job consolidated page, then you must
include a Review Change Job step in your business process so that an administrator can complete fields
that managers cannot access.
If you set up a consolidated template, you must include the Change Organization Assignments and
Propose Compensation Change sub-processes as action steps in the Change Job business process
definition. It is at these steps in the workflow that the system process the data.
JOB CHANGES
Transfer: If a reason with a change job type of transfer is selected then the manager or
organization is required to change.
MICRO-TASKS
The business process policy for Change Job has options to allow security groups to initiate smaller micro-
tasks. These smaller tasks provide a simplified page with only the fields needed and are also accessed
through the Change Job menu.
Change Location: this initiating action will only show the necessary fields for changing a location
Change Contractor Details: this initiating action will only show the necessary fields for changing
a contingent worker contract
Request Transfer: Managers need to be able to “pull” an employee into their organization and
this initiating action will be allowed when the security group initiating the action does not have
direct access to the worker (if they have direct access they should be using the Change Job
business process).
You can move all eligible teams or leave all teams behind, but you cannot move some teams and not
others.
After you complete the Change Job process, Workday initiates a separate Assign Superior sub-process for
each eligible team with its own workflow and approvals. You can cancel, rescind or correct the individual
Assign Superior sub-processes as needed.
STAFFING REPORTS
We have many delivered staffing reports available within Workday. Below is a list a few of the reports:
Report Description
View the workers who have total FTE percent greater than the value
specified in the report filter. The report includes columns for worker type,
FTE Audit Report
scheduled weekly hours and time type among others and this report can
be copy and modified.
1. Everyone sign in as the first person you are playing in this activity.
JOB CHANGE
1. Navigate to your My Team page
2. Click on the Related Actions icon next to Kelly Brown’s name
5. Change the manager to Barry Sikes and change the Org to Learning and Development
6. Click Start
7. The guided editor for the job change appears. Note the date that has defaulted in, but do not
change it (we will discuss this)
8. To advance through the guided editor, you would use the arrow on the right hand side of the editor.
However, since you will not to change any further information about Kelly Brown, you can click on
the Summary page at the end of the guided editor. This will take you directly to a page which
summarizes all the information input regarding the staffing movement.
9. Click Submit
3. In the proposed column for Job Details enter the new position for Kelly Brown which will be
Curriculum Developer
4. Click Done and click out of the Position field to allow the entire page to update according to the new
Position information you have included
5. Scroll down to enter compensation information
6. In the Compensation section find the Proposed column for the Salary Plans
7. Click on the icon next to the WOK Salary Plan. This will open an assignment details section
8. Enter the amount of $62,000
9. Click
10. Click Approve
REVIEW TRANSFER
1. Look for a task in your Workfeed
2. Open the Review Transfer task
3. Click Approve
QUESTIONS
1. What is the overall status of the process? Are there any other steps that need to be completed?
__________________________________________________________________________________
2. What date defaulted in for this job change and why?
__________________________________________________________________________________
3. What is Kelly Brown’s position and supervisory organization today and what will it be as of the next
pay period?
__________________________________________________________________________________
4. Why did the Review Compensation step go to Barry Sikes?
__________________________________________________________________________________
5. Other than Approve or Deny what could you do when you received a Review task?
__________________________________________________________________________________
JOB CHANGE
1. Search for Alejandro Rojas and click on his worker record
2. Click on the Related Actions icon next to Alejandro’s name
5. Change the manager to Logan McNeil and change the Org to Wealth of Knowledge
6. Click Start
7. On the Date page of the guided editor, answer the following question:
9. Click on the Summary page within the guided editor to review the information you have input
10. Click Submit and Close
TERMINATION
Termination ends the active working relationship between the enterprise and the employee and can be
initiated by using the related actions icon off of the employee’s name.
Some things to remember about terminations:
Termination is complete in the system at midnight on the day after the termination.
You can indicate if the employee is not eligible for rehire.
You have the ability to deny access to the Workday system for a worker. That activity is
separate from the Termination event.
You have the option to configure the step to terminate the user account using the termination date or the
last date worked as well as the time of termination.
CORRECT TERMINATION
The Termination business process can be corrected if information that was entered needs to be changed.
This avoids the need to rescind a termination and then reenter all the information a second time.
Examples of data that can be corrected include the ability to change termination dates and reopen a
position that was closed as part of the termination event.
INITIATE TERMINATION
1. On the My Team landing page, click on the My Team worklet
2. Find the Related Actions icon off of employee Brady McCormick
Job Change > Terminate Employee
3. Enter the following information:
REVIEW TERMINATE
1. Click on Review Terminate task
TO DO TASK
1. Click on the Exit Interview: Terminate Brady McCormick To Do in your Workfeed (you will have
to first refresh your Workfeed to see this)
6. Click OK to save
7. Click Close
QUESTIONS
1. What step is awaiting action?
__________________________________________________________________________________
JOB OVERLAP
If you would like to train a replacement for a worker who will soon be leaving their position, or backfill a
position while a worker takes a leave of absence, it is possible to overlap workers in the same position.
To take advantage of job overlap functionality, this must first be enabled in your tenant under the Edit
Tenant Setup-HCM task. Once this is enabled, you will have the ability to hire, contract, add job, change
job or start international assignment for a worker into an already-filled position as long as:
the principal worker (the original job holder) has a future-dated staffing event, or a current or
future-dated leave of absence that leaves the position vacant
you are not closing the position as part of the future-dated staffing event
you are not moving the position to a different organization using the change job business process
When dealing with overlap workers in workday, the following terminology applies:
Enabling job overlap in your tenant will allow you to select whether this position available for overlap in
the change job, end additional job, end contingent worker contract, end international assignment, and
termination business processes.
You can fill overlap positions by selecting the Filled Positions Available for Overlap folder from the
position prompt.
SECURITY IMPLICATTIONS
Overlap workers take over all security roles associated with the position restrictions (including the
manager role) during their tenure in an overlap position. They can delegate access to principal workers
through business process delegation, but otherwise the role assignments aren't shared.
ORGANIZATION ASSIGNMENTS
With job overlap, Workday doesn't synchronize organization assignments across positions and position
restrictions as it does with non-overlap positions. Organization changes only apply to the position or
position restriction you take action on. You need to update the other position or the position restrictions
separately. This behavior applies to both individual and mass organization changes.
REPORTING IMPLICATIONS
In Workday 19, the following reports count only 1 position when an overlap exists between 2 workers:
FTE report
Headcount Report
3. Click Submit
4. Open the Exit Interview to do
7. Click Submit
2. Find the related action icon off of Ashley Bingham’s applicant record
Hire > Hire Employee
3. Enter Wealth of Knowledge as the Supervisory Organization
4. Click OK
5. Enter tomorrow’s date as the hire date
6. Using the Filled Positions Available for Overlap folder, select Chief Training Officer as the position
7. Enter a Time Type of your choosing
8. Enter a Location of New York
9. Click Submit
12. Click on the icon next to the WOK Salary Plan. This will open an assignment details section
14. Click
ID CHANGE
3. Click on the Open button for the ID Change: Ashley Bingham task
4. Click on within the National IDs field
5. Enter the following information in the corresponding field:
Identification # 999-99-9997
8. Click OK to save
9. Click Close
10. Pull up WOK in the search
EVENT MANAGEMENT
As events such as hire, transfer and termination occur you may need to make changes, corrections or
remove the event entirely. Workday gives you multiple ways to manage events that are either in
progress or successfully completed.
FINDING AN EVENT
In order to make changes to an event, such as rescinding the event or correcting a hire, first you need to
locate the event. The ability to view an event is dependent on your organization and administrative
roles. For example, a manager can view the hire event of an employee in an organization they manage.
If an employee transfers out of a manager’s organization, any future events will not be visible.
There are two ways to find an event:
Search
When you use the Reassign Task option, you are really requesting a reassignment.
Your request will be routed for approval to the security groups listed in the business
process security policy for that business process. The Business Process Administrator
will also have the ability to approve the reassignment. If the Business Process
Administrator requests reassignment, the request will be automatically completed (e.g.
it will not route for approval).
This task is found using the Related Actions icon off the task in your Workfeed.
Tasks that have been assigned to someone’s Workfeed will remain there until they are completed,
reassigned or delegated.
Another option is for the Business Process Administrator to reassign tasks from one person to another.
Use Reassign Task to select a worker and review the tasks assigned to them. Optional filters can be
added such as a specific business process or a start or end date.
Click OK to run the report and see a list of current Workfeed tasks for the worker. Enter to whom the
task should be reassigned and a reason for the reassignment. The task will then be permanently
removed from one Workfeed and moved to the other.
Request Delegation Change allows you to request that either all or some business process tasks that are
assigned to you be delegated to someone else for a designated period of time. The request could also be
open ended. As requesting a delegation change is a business process, you may configure it to require
approvals.
Workday makes it easy for you to manage and perform delegated tasks with a Delegation Dashboard that
enables you to perform tasks on behalf of other users.
If you are an active delegate you will see the Switch Account icon next to your user name. Clicking this
icon will show you a list of users you can act for, both to initiate business processes and to perform
Workfeed tasks.
Once you Switch Account and select a user you want to act on behalf of you are brought to a Delegation
landing page. This landing page will only display the items delegated to you as well as any Delegated
Actions you can initiate on behalf of this user. On the Worklets tab in the tenant setup, you can
configure this landing page to use Inbox or Workfeed.
The Delegated tasks will still appear in your personal Workfeed or Inbox. If you want to perform the
action from here, simply click the Switch Account button next to the task.
Delegation of one worker’s tasks to another person can be done by anyone in the Workday system. This
is a great reason to include a review or approval step in the Request Delegation Change business
process. In addition, within Configurable Security you have the option to specify which business process
can be and which cannot be delegated.
Retain Access to Delegated Tasks: tasks will still show up in your Workfeed and be removed as
they are completed
Select which business processes you would like to delegate
The Tenant Setup: BP and Notifications page allows you to determine to whom you can delegate a task,
as well as if an end date is required for all delegations.
In addition to a worker being able to delegate her tasks to another worker, a business process
administrator can also delegate one or more business processes on someone else’s behalf. Use the
Manage Delegation Settings task to change existing or set up new delegations. A few examples of when
you might use this could be when managing an unexpected employee absence or a known delegation
requirement for management or the executive level of your organization.
Another option is to set up a delegation rule to be used by the Business Process Administrator when
creating a delegation for another worker. This allows you to create a delegation rule and then build it
into the delegation request. When the condition is met, the delegation will occur.
When viewing the details of a business process, if a step in that process has been delegated, it will be
clearly indicated.
MY DELEGATIONS
1. Navigate to your Inbox slide out tab
2. Click on My Delegations
3. Click Manage Delegations
6. Under Do Inbox Tasks on My Behalf, select the radio button For Business Processes and select Close
Position
7. Click Submit
APPROVAL OF DELEGATION
1. Review the delegation for Logan McNeil task in Workfeed
2. Click Approve
DELEGATION
QUESTIONS
1. Are there any tasks that have been delegated to Alejandro?
__________________________________________________________________________________
2. Can he initiate anything on behalf of Logan McNeil? If so, why?
__________________________________________________________________________________
3. Where in the system do you determine what can and cannot be delegated?
_________________________________________________________________________________
You can configure your business processes to automatically send notifications to specific roles when the
business process is cancelled or rescinded.
There are two primary differences between rescind and cancel:
Rescind
o Use when process is in a status of Successfully Complete.
Cancel
o Use when process is in a status of In Progress.
o Can be done by security groups with appropriate permission as well as the worker who
initiated the business process.
As delivered, this administrative process can be run by workers with the Business Process Administrator
user-based security group.
A common use for this process would be to pull back a compensation event such as merit or bonus after
launching, but it could be used for any business process. If you realize that a business process is not
configured correctly you may wish to pull it back in order to change the configuration. If you mass
cancel you will have to reenter the events manually.
If canceling or rescinding a business process affects more than a certain number of business process
events which you can specify, Workday asks you to confirm before canceling or rescinding the business
process. The default value of the threshold is 25 events.
A correction can be done while the business process is still “In Progress” or after it’s
“Successfully Completed.”
Workday offers the ability to correct over 80 business processes including those related to staffing,
compensation, contact and personal information, talent management and financials.
There is some configuration that needs to be done to take advantage of these actions. This requires
adding the appropriate security groups to the Correct action for each of these business processes.
Once you’ve identified the security group(s) who should have the ability to correct a business process,
edit the business process security policy by adding the security group(s) to the Correct action.
Remember that any change to a security policy will require that you run the Activate Pending Security
Policy Changes task.
To correct a business process related to a worker, find the event either through search or use the Related
Action off the worker’s name and navigate to Worker History and the View report.
HIRE EMPLOYEE
1. Navigate to the Course Development supervisory organization
2. Use the Related Actions icon off of Course Development
5. Click OK
6. Enter the following hire information:
PROPOSE COMPENSATION
1. Click on the task for the Remuneration step presented to you after the hire process
2. In the Compensation section find the Proposed column for the salary plans
3. Click on the icon next to the WOK Salary Plan. This will open an assignment details section
4. Enter the amount of $55,000
5. Click
6. Click Submit to save
7. SKIP the Change Background Check Status task
You can ignore any additional tasks in Logan’s Workfeed for this exercise.
CORRECT HIRE
1. Navigate to the Hire: Jose Flores event (hint: worker history)
2. Use the Related Actions icon off of the event name
3. Select the following action and task:
Business Process > Correct
4. Complete hire date change:
Comment box Enter a comment saying what the past date was
5. Click Submit
6. View the confirmation page and note the corrected status on the Process History tab
7. Click Close
EFFECTIVE DATING
Many Workday business objects allow you to specify an effective (or "as of") date when you create or
edit them. This allows you to define changes as taking effect on a date/time other than when the data
entry actually takes place. This is useful when you need to hire a worker retroactively to the first day of
this week or to request a compensation change on the first day of next year. You are never prompted
for an entry date when editing, but an entry date is always stored in the system. These two types of
dates used in combination allow for various types of reporting.
You can correct most staffing events out of order as long as the change does not affect a worker's
organization or position. Some of the processes that allow out of order corrections are listed below:
When you make a correction, Workday displays a supporting information section that lists later staffing
events, moves and reorganizations in a worker's history. Review this information to determine the
impact of your correction so that you can fix the later events, if necessary.
If you correct the date of a staffing event, the new effective date cannot be earlier than the previous
event or later than the next event in a worker's history. You must keep all staffing events, moves and
reorganizations in the same order.
The supporting information section includes Workday system generated events. These events reflect
changes that occurred when Workday converted and defaulted data during previous updates. You can
drill into the event details and rescind these events, if necessary.
If you correct a completed event, Workday does not validate your changes against the hiring restrictions
for the worker's job or position.
Workday does not apply corrections to later events for you. Anyone who has security
permission to correct a staffing event can make an out of order correction. Workday
strongly recommends that you restrict corrections to administrators.
2. Move Workers
a. The Move Workers reorganization task allows you to move workers out of a supervisory
organization and indicate which supervisory organization you would like them to be members of.
This follows the business process framework, so you can set approvals as needed.
b. When Headcount Management is enabled, you must move the entire group, not individual
employees.
MOVE WORKERS
1. Enter LearnDev into the search box
2. Click on the hyperlink for Learning and Development
3. Click on the Related Actions icon off of Learning and Development
6. Click OK
7. In the Worker field, select Curriculum Developer
8. In the Organization field, select Wealth of Knowledge
9. Click OK
INACTIVATE ORGANIZATION
1. Enter LearnDev into the search box
8. Click Close
CHAPTER REVIEW
Hiring an employee includes recording information about the worker, assigning the worker to a
position or job and defining terms of employment such as location, hours and compensation.
Temporary workers are referred to as contractors or contingent workers in Workday. The [C]
notation is displayed next to the contractor’s name.
The termination date reflects the employee’s last day of work. The employee is active in the
system until midnight on the day after the termination date
As events such as hire, transfer and termination occur you may need to make changes, correct or
remove the event entirely. Workday gives you multiple ways to manage events that are either in
progress or successfully completed.
You may correct events out of order; however Workday does not correct subsequent events
automatically. You must use the supporting information displayed to you when correcting the
process to manually adjust later processes, if necessary.
To find events regarding a worker, use the Worker History report from the related actions menu
of the desired worker.
__________________________________________________________________________________
3. How can you distinguish between an employee and a contingent worker with Workday?
__________________________________________________________________________________
4. True/False: You can rescind an event such as Hire when it is “In Progress”.
__________________________________________________________________________________
5. If you enter the termination date of 06/30/2011:
2. Who can start the Hire, Change Job, and Terminate business processes?
3. What are your change job reasons and what Workday reason do they map to?
4. Who will be responsible for reassigning tasks?
5. Will you need to use delegation? What is the business process through which a delegation gets
approved
6. Who can cancel, rescind, and correct business processes?
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Workday Accounts
WORKDAY ACCOUNTS
Your membership into a security group, or groups, will control how much personal information you will be
able to see and if there will be any actions you can perform. The personal information you can access
will be very different when you are looking at your own data compared to at a fellow worker’s data, if you
are the manager or if you are the HR Partner.
In order to access the Workday system you need to set up a Workday Account for each employee after
hire. This creates a user identification and password.
This can be done manually using the Related Actions icon off of the employee. Navigate to:
Security Profile > Create Workday Account
Use the Maintain User Name Rules task to specify how user names are formatted. You can specify the
elements from which to construct the user name.
Many organizations will not use Workday account creation for security but will use an active directory
approach, single sign on or delegated authentication. This will remove the need for creating a Workday
account step as part of the hire process.
The employee’s view of their own data is usually the most complete view. With the exception of certain
combinations of security groups such as Logan McNeil enjoys, there is rarely a view of an employee as
complete as the employee or worker’s own view of his or her personal data.
Benefits, Pay History and Personal Data are available for the employee to view while the manager has no
ability to see this information for their direct reports. In the factory defaults for security policies, a
manager cannot view an employee’s birth date or social security number for instance. A manager also
cannot view an employee’s emergency contact information.
An employee’s view of another employee’s data is very minimal. By default, an employee can only view
other employees’ basic data such as their job, the management chain and the organizations such as
department, cost center, etc that the employee is a part of.
PROFESSIONAL PROFILE
Workday delivers a professional profile that provides a user-friendly way to track key talent information
about yourself and others. Professional profiles also display existing education, external job history,
project and feedback information from Workday’s Talent Management functionality.
You can configure the professional profile using the Configure Profile and Configure Profile Group tasks.
We recommend you add the professional profile as the first item in overview or job profile group so that
it displays first when viewing a worker’s profile, as shown above.
Your configuration and the permissions of the person viewing the worker profile determine what Workday
displays. For example, if Anytime Feedback is enabled, a worker can see feedback about themselves
while a coworker can give feedback.
Workers can add, edit and remove their own experience, skills and education directly on their
professional profile or use the Import From LinkedIn feature (if enabled) task to import it. Any existing
education, external job history (or experience), initiative projects, internal project experience and anytime
feedback entries appear on the professional profile; edits and additions appear in all pre-existing talent
tasks and reports.
Depending on your configuration, professional profiles can include the following components:
Experience: Workers can add experience directly on the profile or import experience from
LinkedIn, in addition to the external job history pulled in from Workday Talent Management.
Education: Workers can add education directly on the profile or import education from LinkedIn,
in addition to the education pulled in from Workday Talent Management.
Skills: Workers can add skills directly on the profile or import skills from LinkedIn. If you have
view permissions on the Worker Data: Skills security domain, the Find Workers by Skills faceted
search report automatically launches when you select a skill on a professional profile. Skills on
the professional profile are different from those added in Workday Talent Management.
Projects: Workers can add internal projects directly on the profile, in addition to those pulled in
from Workday Financial Management.
Things in Common: Workers can see the schools, companies and skills they have in common
with colleagues when they view someone else's professional profile.
Feedback: Workers can see feedback about themselves, while colleagues can view or give
feedback depending on security configuration.
It is easy to build your professional profile with the Import from LinkedIn option. This option enables you
to securely access your LinkedIn profile and select skills, education and work experience to copy to your
professional profile in Workday.
During the import process, Workday eliminates duplicate entries by matching existing entries with new
entries from LinkedIn; you select which entries are ultimately entered into your professional profile and
can add or update data that is missing or not mapped. Changes are not synchronized between Workday
and LinkedIn, but you can rerun the LinkedIn import any time to bring additional data into your
professional profile.
Direct deposit can be used with or without Workday Payroll, but along with the basic setup you will need
to set up integration with the financial institutions.
MY TEAM
A manager has easy access to data and tasks related to their responsibilities through the My Team
landing page. Based on your business policies and procedures you may involve managers at different
levels; they may initiate a business process such as job change, approve it or simply get a notification
that it has been completed.
The My Team landing page is designed for managers. This page appears in the wheel format for quick
access to tasks and to view information on their direct reports.
WORKLET ICONS
Each of the following icons provides access to a Worklet with actions and views related to a functional
area. Some of the more prominent icons are:
My Team: This icon provides immediate access to your direct reports. You can click an
employee’s name to view their employment information and select hyperlinks to manager tasks
and views.
Workfeed: Access your Workfeed for tasks and notifications. You may also use the Workfeed to
review your requests such as time off and expenses and to view the status of those requests.
You may delegate tasks delivered to your Workfeed from this menu.
Process Status: The process status icon provides a snapshot of each of the business process
events that you have participated in as either a manager or as an employee.
Worklets can be added or removed as allowed by your organization. There may be required worklets and
some of the worklets shown may not be available to you, depending on the functionality enabled in your
Workday implementation.
Required worklets and default worklets are set up in the Tenant Setup page on the Worklet Landing
Pages tab.
PERSONAL NOTES
To help you keep track of important conversational details, Workday enables you (all employees) to take
personal notes about workers in the full browser application as well as the iPad app.
When viewing the worker you can click on the overview profile and then on Personal Notes in the
navigation ribbon where you can add, view, edit and delete personal notes that are visible only to you.
This feature is secured by the Worker Data: Personal Notes security domain. Workday recommends
adding permissions for the Contingent Worker as Self and Employee as Self security groups. To take
advantage of this feature you must also configure the worker profile to enable the personal notes tab.
1. Sign in as Keith Leonard and complete your Onboarding tasks (Hint: Getting Started can take you
there).
2. Sign in as Jared Ellis and see what is going on this month at GMS. Then request two days off,
beginning exactly one month from today. Use whichever time off bucket has enough hours.
Complete all necessary approvals.
3. Sign in as Kelly Brown and change your home address. Note that this is a business process which
has been configured to have approvals.
4. Sign in as Jack Taylor and add/change your Federal withholding to Married but withhold at the higher
single rate and nine allowances effective one week from today.
5. As Jack Taylor configure your My Team landing page so that you have a Time Off worklet. Then
view the Time Off and Leave Calendar to see who on your team is out next month.
6. Stay signed in as Jack Taylor and answer the below questions about the My Team page:
a. Which icon opens the Worklet that gives a manager easy access to tasks like Create Position,
Hire and Create Applicant?
_______________________________________________________________________________
b. What are three actions you can take from the My Team Worklet?
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
CHAPTER REVIEW
Worker self service can be activated by you based on your business practices and what
product(s) you are implementing in your first phase.
Worker self service may require additional approvals or reviews if the task is associated with a
business process.
Training, job aids and manager and employee self service kits may be part of the answer when
deploying self service.
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
__________________________________________________________________________________
2. If a worker cannot add a new direct deposit, what might one of the reasons be?
__________________________________________________________________________________
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Cloud Connect
CUSTOM INTEGRATIONS
Custom integrations are built, hosted and can be optionally maintained by Workday through extended
service plans. Unlike packaged integrations from the Workday Cloud Connect, however, they do require
redeployment for each new customer. These integrations tend to be more complex and may require
periodic maintenance.
1. Set up the Hire EIB upload using the Create EIB task
2. Generate the Hire spreadsheet template
3. Prepare the Hire spreadsheet
CREATE EIB
EIBs are defined using an intuitive Wizard-style interface in the application:
EIBs support a number of security features, including PGP encryption and digital signatures. You can
also customize the inbound templates to reflect just the data that you want to load. You can track the
progress, status and results of EIBs in your process monitor. You can configure notifications on success
or failure.
EIB is deliberately simple. If your integration scenario involves multiple inputs, multiple outputs, complex
logic, multiple destinations, sophisticated error handling, looping, branching or other programming
features, then you should consider using Workday Studio.
Understanding of the hire process and the required fields (both required by Workday and required by
your organization) is important in order to properly fill out the spreadsheet for loading.
How automated do you want the business process to be? Your answer to this question will determine
how the high volume event will be configured.
Import data into Workday using EIB and specify automatic processing to
Full Automation complete the business process without requiring approvals and bypassing to
do tasks and notifications.
If you want business process participants to manually complete all review and
approval steps, as well as to do tasks and notifications, you can specify
Manual Processing manual processing for the entire business process and either import all of your
data into Workday using the EIB upload process or provide partial data in the
spreadsheet and enter the rest manually.
You can specify different levels of automation for the main business process
and each supported sub-process.
To require manual review and approval for some processes but not others,
Partial Automation select a mix of automatic and manual processing options. For example, in the
Hire process you might want to automate the Assign Organizations sub-
process while using approval workflow for the Propose Compensation sub-
process.
LAUNCH/SCHEDULE INTEGRATION
1. Search for Launch/Schedule Integration in the search window
2. Find the High Volume Hire event
3. Schedule the event to run NOW
4. Under the (Attachment) Hire Employee Template row of the Integration Service Component
(Parameters) use the prompt box to select the Create step
5. Browse for the EIB spreadsheet on your desktop named ‘Hire Employee Workday Template’
6. Upload it
7. Ignore all other fields and run to upload the data-refresh till completed
8. Are there any errors? If so read the error report, if not, continue
9. Return to Logan’s My Workday page and notice the two new tasks in the Workfeed as a result of the
mass hire of the two workers
CHAPTER REVIEW
There are five subcategories of integrations in the Workday Integration Network.
Most common use integrations can be built using Workday Report Writer paired with RaaS or the
EIB.
The Workday Studio is available to customers for designing and creating more complex
integrations.
__________________________________________________________________________________
2. What is the main difference between packaged integrations and tailored integrations?
__________________________________________________________________________________
3. Give one example of an integration to Workday HCM and an integration from Workday HCM:
__________________________________________________________________________________
4. Why might you use the Integration Studio rather than the EIB to create a complex integration?
__________________________________________________________________________________
OVERVIEW
After reviewing this chapter, you should be familiar with the following:
Creating a Report Writer report
REPORT WRITER
Workday's custom reporting tool helps you to create reports that you can run directly from your home
page or from your favorite’s page. As with all Workday actionable reports, you can drill down on items to
obtain additional information and use related tasks to perform authorized actions on items within that
report. You can download the information generated to an Excel spreadsheet or to a PDF document.
Workday Report Writer can be used to create integrations or produce output for use in other applications
such as a csv or a flat file. Workday Report Writer can be used to create Worklets which can be
populated on your various landing pages to provide dynamically updated data available to upon sign on.
CREATING REPORTS
What you need to know about creating custom reports:
You can share custom reports with other users who have access to the data source designated in
the report definition.
Search: If the string “custom report” is entered into the search box, all of the tasks associated
with the report writer will be returned. Any other instance of the “custom report” string will also
be returned. The tasks associated with the report writer are: Copy Custom Report, Copy
Standard Report to Custom Report, Create Custom Report, Delete Custom Report, Edit Custom
Report, Run Custom Report and finally Transfer Ownership of Custom Report. Once you have
created a report you can find it by inputting a portion of the report name into the search box.
Navigate Tab: The menu area within the navigate tab has a Report Writer option. Once the
Report Writer is selected, the tasks associated with the Report Writer are presented.
Related Action Icon: It is important to remember that a report is an object. Once you find your
report it will be presented with a related action icon. The related action icon can then be used to
initiate the Report Writer tasks.
REPORT TYPES
There are two general types of reports within Workday—standard reports and custom reports.
Standard Report
o Standard reports are reports that come delivered with Workday. They are developed by
Workday and are delivered to all Workday customers. Depending on the reporting
requirements, standard reports may be defined using the Workday Report Writer or in
XpressO (Workday's internal development tool). Standard reports that were designed
using the Report Writer can be copied to create a custom report and then modified
according to your requirements.
Custom Report
o Custom reports are designed and built by customers using the Workday Report Writer
tool. They can be created new or as a copy of another standard or custom report.
o Every custom report has a report owner, which is the user who originally created or
copied the report. This user is the only person who can make changes to the report
definition or share the report with other users. Only the report owner and the Setup
Administrator are allowed to transfer the ownership of a report from one user to another.
The most common reason to transfer ownership is when the owner of a report leaves the
company.
Simple Report: Simple reports cannot be shared with other users. When you create a simple
report you will not have access to advanced filtering. Once a simple report is created it can be
converted to an advanced report.
Advanced Report: Advanced reports can be shared with all authorized roles, certain authorized
roles or certain authorized users. They can be used as Worklets as well as enabled to be a web
service so that they can be accessed by other systems or third party applications. Advanced
reports have expanded filtering capabilities.
Matrix Report: Summarizes numeric data by one or two fields that contain repeating values and
displays them in a matrix that can be rendered as a drillable table or chart. In addition to
allowing you to define the fields that comprise the detail drill down, matrix reports also provide
for filtering, run time prompts, Worklets and report sharing.
Search Report: A search report displays search results based on values selected for facet filters
on the report.
nBox Report: An nBox report counts data and displays the results in a two-dimensional matrix.
Transposed Report: A transposed report interchanges the rows and corresponding columns on
the report.
SHARING REPORTS
Even if the report is shared, this does not mean all users in Workday can run or even see the report. A
user must have at least one of the security groups associated with the data source that was used to
create the report. If you do not have any of those associated security groups then you will not be able to
see or access the report that someone else has written and subsequently shared.
Assuming that you do have one of the security groups associated with the data source, then you will see
the report name listed in the Custom Reports column of the Navigate > Favorites slide out. You can also
search for that report name in the search box and it will appear in the search results. Clicking on the
report name will cause it to run while clicking on it in the Business Data tab will take you to the report
definition.
3. Order Columns
4. Sort Output
5. Define Filter Criteria
DATA SOURCES
The first and most important step in developing a custom report is choosing a data source. Each custom
report can have one data source. Each data source has a primary object as well as many secondary
objects that have a one-to-one (1:1) or a one-to-many (1:M) relationship to the primary object. The
result is that when you report against a particular data source the output will yield one instance (row) for
every instance of the primary object.
Example: The All Active Employees data source will yield one instance of data for every
employee that is active. That is, unless another filter is built into the report definition.
Data sources are defined and delivered by Workday. A data source has a primary business object.
Workday delivers different data sources for the key primary business objects. The same primary
business object may be represented by more than one data source depending on filtering and security
groups required. Each data source associated with a primary business object has its own security.
The default prompt shows you the available data sources “By Category,” in which they are listed by
functional grouping. Another helpful prompt is "By Primary Business Object," which groups the data
sources by the types of objects they return.
A data source can be designed to return all instances of the primary business object (e.g. All Workers) or
it can have built-in filtering logic defined by Workday. If it has built-in filtering, the filter comparison
value(s) can either be built into the data source (e.g. All Active Employees) or designed so the user is
prompted for the comparison value when running the report (e.g. Employees by Organization, which
always prompts the user for an organization).
The access defined for a data source controls whether a user can create or run a custom report based on
that data source. Different data sources for a single primary business object may be delivered by
Workday to allow reporting on different sets of instances, based on the security access of the user. Only
data sources that are authorized for security groups to which you are assigned are displayed in the
prompt list.
If you need more information on a data source, you can click the related actions icon next to the data
source name in the Data Source report or just click the data source name to see its View Data Source
report. You can see a description of the data source, the name of the primary business object, the
prompts built into the data source, the security groups that can access the data source, the fields in the
primary business object and corresponding security groups that can access them.
Example: The Worker business object may be associated with several data sources, which filter
the workers. The My Direct Reports data source is one of these. If you use the Workers for an
Organization and Subordinate Organization data source, the report requires you to specify the
organization when you run it. The data source filters the instances of worker while the business
object supplies fields such as name, address, ID and many more.
Notice the relationships of objects to objects with the 1:1 and 1:M indicators above. The example shows
the All Active Employees data source which will return the Employee business object but only where the
filter conditions are met.
Like a database table, each data source has many class report fields. Each class report field (CRF) is
accompanied by a field type icon. Their icons and definitions are as follows:
Icon Definition
Primary Object: This icon represents the primary object from the report data source. If this
field is placed onto the report the output will be represented as a hyperlink and be
accompanied with a related action icon. The object’s instance id will be passed through to
the XML output once the report is published as a web service. This is also referred to as a
self-referencing object.
1:M Object: Adding a CRF with this icon will produce output that could potentially contain a
list of values. It is also called a multi-instance or multi-value field. This type of output will
be hyperlinked and usually include an accompanying related action icon (unless security
offsets). The object’s instance id will be passed through to the XML output once the report
is published as a web service.
1:1 Object: Adding a CRF with this icon will produce output represented as a hyperlink and
usually include an accompanying related action icon (unless security offsets). The object’s
instance id will be passed through to the XML output once the report is published as a web
service.
REPORT SECURITY
Workday secures every report and every data source as a securable item in a security policy. In addition,
some fields within a data source may be secured separately. For example, a report that uses the All
Active and Terminated Workers data source might include the employee name field and the beneficiaries
field. Whoever can access the data source can access the employee name, but the beneficiaries field is
restricted to its own set of security groups. Those who can see the report cannot see the beneficiaries
unless they are also in a security group that is authorized to do so. Another example is managers who
can see their staff's names, but not their national ids.
Furthermore, there can be data sources or fields that are secured by role-based security groups, meaning
that viewers can see only the instances that pertain to their organization. For example, managers in
separate organizations might each see an employee report of the same name that uses the same data
source and fields, but they see instances of only employees in their respective organizations.
This security also works for reports that are shared. Sharing a report does not override report security,
so you can share a report only with those who are authorized to see it. You can share a report with
someone who can see the report but not necessarily all the same fields you can see.
Additionally, when you create a report, you can select only the fields to which you have access.
The Data Sources report shows which security groups have access to each data source. You can click a
data source to see the report fields associated with it and which security groups have access to each.
From the related actions icon off of a data source, access Security and then View Security to view the
domain security policy in which the functional area that the data source is part of is secured. The
information is also available from the preview, as shown above, and from the Data Sources report itself.
5. Run the report by using the Related Actions icon off of the report and selecting Standard Report
and then Run
6. Use the date prompts of 1/1/2005 to present date and view the output
7. Does the output contain all the fields you were asked for?
8. What fields are missing?
__________________________________________________________________________________
9. From the Related Actions icon off of the Address Change Report choose Standard Report and then
Copy
10. Change the name of the newly copied report to Payroll Address Change
11. Click OK
12. Use a report tag of Payroll
16. View the output of the report; is this what you were asked to deliver? Refer to the business case
above.
__________________________________________________________________________________
The first choice in the menu is: Create Custom Report from Here. This option can be used to create a
custom report writer report using this object (worker in this case) as the basis for available data sources
that contain this object. The display, when selecting Create Custom Report from Here is not particularly
user friendly and this is not the recommended way to create a report writer report. In particular, if the
object in question has a multitude of related objects, such as our example of the worker object.
This option is helpful, however, for assisting in determining the data source or sources you would want to
select when creating a report with this as the primary object.
It is also useful in viewing the number of related objects to a primary object. You will view all calculated
fields associated with the business object as well if you have access to those fields.
CONFIGURABLE ALERTS
Workday enables you to generate configurable alerts based on a custom report. You can configure alerts
to send relevant business information to users based on virtually any condition for which you can create a
report in Workday. You use Configure Alert task to tie together an alert with a custom report. The filter
criteria in the custom report should define the conditions on which you want to alert. The alert can be
set to run immediately, once at a specified date/time in the future, daily, weekly or monthly. At the
specified time, the alert is then sent to the target worker’s Workfeed.
You can easily pass report parameters to a configurable alert. Additionally, you can associate a Workday
task with an alert, giving alert recipients the ability to act immediately on the subject of the alert.
The benefit of configurable alerts is that users who receive such alerts do not have to manually look up
information or run a report to obtain the related information; it simply appears in the their Workfeed.
Some possible uses for these types of alerts are as follows:
CUSTOM FIELDS
You have the ability to extend Workday business objects by creating custom fields and objects for your
tenant, so that you can persist and access data that is specific to your organization.
You can extend, or create custom objects, on the following business objects:
Applicant
Bank Account
Job Profile
Company
Cost Center
Customer
Location
Position Restriction
Purchase Order
Region
Supervisory Organization
Supplier
Supplier Contract
Worker: includes contingent worker, employee and implementer, but you cannot select these
objects individually
You can create up to 20 custom fields per business object. In order to create a custom object, you must
belong to a security group that is secured to the Custom Object Management security domain.
Custom fields can be used in both calculated fields and condition rules just as you would use Workday
delivered fields. You can use custom fields in all condition rules (including business process condition
rules) that can use calculated fields in their rule definitions.
Optionally, you can enable a custom object to have multiple instances; you can have up to 100 instances
of a custom object for each instance of a Workday business object. For example, if you create a
“certifications” custom object on the worker business object, you can store up to 100 certifications for
each worker.
A new task enables you to create custom field types. You can use custom field types to define fields
across any extendable business object.
Boolean Decimal
Currency Integer
Date Text
Once you have created a custom field type, you can then define a custom field of that type to use across
any extendable business object in Workday.
The new Create/Edit Custom Lists tasks enable you to create and edit your own custom lists of options
for your custom fields so that you can control the set of values that a custom field can contain.
Additionally, you can ensure that data entered for a custom field is valid by creating a validation rule
using Create Custom Object Validation Rule task. You can then link any rules you’ve created to the
custom object by using the Configure Custom Object Validations task. When selecting the condition
rule you’d like to use to evaluate the data for a specific custom object and custom field, you will also
have the ability to enter a custom validation message, specify the severity of the error and configure
whether the validation is evaluated immediately or after submitting.
You define the security policy on a custom object by securing the custom object to existing domains for
which you have enabled security policies. The union of all view, modify and integration permissions on
all of the security domains that secure the custom object control access to the view, modify, and
integration tasks on the custom object and its associated fields.
Integration permissions on the security domains control whether an integration can get or put data based
on the account that runs the integration. Your ability to build an integration is independent of integration
permissions on the domains to which the custom object is secured.
Inactivated custom fields are read-only and do not appear in view and edit tasks. You cannot inactivate
an entire custom object.
You can also add an additional data page to any profile group using the Configure Profile Group task.
Once configured, you can view custom fields on the additional data page of the profile view for a worker,
job profile or position restriction.
You can only edit custom fields from the related actions menu on the extended business object. When
you edit a custom field, the edit takes place immediately.
To view or edit a custom field, you must have view or modify permissions to at least one of the security
domains to which the custom object that contains the custom field is secured. In addition, you cannot
display or edit inactive or deleted custom fields.
We deliver a new Delete Custom Object task to enable you to delete custom objects from Workday. You
can only delete custom objects if:
No customer data has been stored in any of the custom object's custom fields at any point in
time.
None of the custom object's custom fields are used in a calculated field, condition rule or custom
report.
Workday provides two new custom field reports:
1. The Custom Fields Status report enables you to quickly view all the custom fields that have been
defined for a business object.
2. View Custom Field Types report enables you to quickly view all the custom field types that have been
defined for a specific metadata type.
You can use the Edit Custom Object task to inactivate and reactivate custom fields.
a. None
b. Gluten Intolerant
c. Kosher
d. Lactose Intolerant
e. Pescatarian
f. Vegan
g. Vegetarian
11. Review the general settings and click the double arrow on the right hand side of your screen to
advance to field definitions
12. Under Proposed fields, click the green + sign to add a row.
13. Enter Dietary Restrictions as your Field Label
16. Select the double arrow on the right hand side of your screen to advance to permissions.
17. Enter the following security domains to secure view, modify, and integration access to your new
custom object: Self Service: Personal Data and Worker Data: Personal Data
18. Click the double arrow on the right hand side of your screen to be taken to the Summary Editor
WORKER TRENDING
In Workday 19, we allow our customers the ability to trend up to 36 months of worker data, such as
headcount or hires, and generate charts and analytics based on this data.
We offer you ten delivered reports (to be used as examples) which you can pull in the system to both
view, and then edit and customize your own trending reports around subjects like headcount and
attrition.
Headcount
o Headcount and FTE by Month
o Hire and Termination Counts by Quarter
Turnover
o Hire and Termination Counts by Quarter
o Turnover Rate by Supervisory Hierarchy and Quarter
o Termination Count by Type by Quarter
o Termination Count by Performance Rating by Quarter
Compensation
o Average Total Compensation by Country
o Average Compa-Ratio by Job Profile
Other
o Span of Control By Quarter
o Worker Trending Audit
What was the average total compensation in the Ireland in 2012 Q4? ____________
Is this higher or lower than the total compensation in Singapore at the same time?_________
CHAPTER REVIEW
Reviewed the steps in creating a report.
Reviewed Workday standard reports and demonstrated how to copy them to a custom report.
Discussed security and how it is enforced in Report Writer.
Reviewed the ten delivered trending reports.
Reviewed and created custom objects and fields that will allow you to store critical business data
in Workday
3. Accessing the system, list the data sources available for the primary business object of employee:
__________________________________________________________________________________
4. If you were a manager wanting to see only your own workers which data source(s) might you use?
__________________________________________________________________________________
5. Find a data source that has a built in prompt for date:
__________________________________________________________________________________
2. Do you need to create your own reports? If so, what kind? What information will they include?
3. What custom information will you need to capture? What Workday business object do you need to
extend to store this information?
OVERVIEW
After reviewing this chapter you should be familiar with the following:
Documentation
Management Self Service (MSS) and Employee Self Service (ESS) Kits
Workday Community
DOCUMENTATION
Workday documentation is product documentation written by Workday's documentation team and
reviewed and approved by various members of Workday's development organization. This
documentation resource is available by simply clicking on the hyperlink located towards the
top of any page in Workday. You may refer to this standard material which is updated with each update
of the Workday system.
Workday documentation can be used to obtain information on some attributes of objects, system or
procedures. It is an organized collection of sections that describe the structure, purpose, operation,
maintenance and data requirements for Workday.
The Workday documentation is organized into the following major sections:
In addition, documentation is updated with each new release. Each section is updated and continues to
address topics that span the various areas of Workday, such as tenant setup, security, organizations and
business processes.
Click to see an HTML version formatted for printing. This link appears beneath
section titles, near the top but when you get to a specific page, it appears at the bottom of the page. If
you have a PDF printer driver, you can create your own PDF file of the printer-friendly version.
By default, access to the Workday documentation is granted to the All Users security group. However,
you can control who can access through the security domain Workday Documentation Link in the System
functional area.
KIT COMPONENTS
Component Definition
Activity Workbook A companion set of sample activities for the Facilitator Guide.
Gleaned from our product expertise and classroom experience, the FAQ
Frequently Asked
contains visual step-by-step answers to the most frequently asked
Questions – FAQs
questions, from an employee or manager perspective.
Resources to help you tell your people about Workday. This folder
Messaging Materials contains sample documents, flyers, posters and graphics that can be
re-tooled for internal consumption.
WORKDAY COMMUNITY
Welcome to the Workday Community! There are tons of things to see and learn here and you should be
prepared to get involved. The strength of the Community is based on the strength of our customers,
partners and employees who all contribute to making this an open forum.
When you log in for the first time you may want to start by navigating to the Workday Community
Overview page to watch a six-minute introduction demo and the community policy document which
outlines basic reminders of security and online courtesy. To get to this page, click:
Now that you are in the Workday Community, what are some of the things you will want to do first?
Here's a quick check list:
My Account: Tell us who you are. Click on your user name in the top right corner of any page.
Then click on the Edit tab to update your information including an optional photo, your company
affiliation and areas of expertise.
Join a Group: Click on the Groups link under the Collaborate menu item on the navigation bar at
the of any page to see a list of all the public groups and select some to join and participate in.
Upcoming Events: The Calendar lists all events, but check out the Upcoming Webinars section
on the Home page to find out what's coming up. It could be a Workgroup on Payroll
enhancements that asks for your thoughts or a "Coffee Break" session with HCM Product
Strategy that discusses the Workday development plans. This is your opportunity to connect
directly with Workday all year round.
SUPPORT
You have not gone live yet but you are wondering about how to get help once you are live, in production.
The Workday Customer Center is your support line. It is easy to access the Workday Customer Center
through the Workday Community by clicking on the Support link from the Updates menu on the
navigation bar at the top of any page.
Not everyone in your company or in the Workday Community will use the Support link; access is limited
to a designated support contact. This allows you to properly funnel support requests through those
responsible for logging possible issues. Links are available on this page if you have questions regarding
access.
BRAINSTORM
The Brainstorm is all about customers: what you think, what you need and the direction you think the
Workday products should go. You can start by reviewing some of the brainstorm ideas that other
customers have already suggested and vote for the ones you consider high priorities for development.
Your vote counts! Workday's product managers and development take your priorities into consideration
for each and every update.
Search filters are available to help you find existing ideas. Search for Payroll or Talent, reports or
Benefits and check to see if someone has already identified a need of functionality that you are interested
in voting for or entering additional comments.
FORUM
The Forum is a great place to share information, present questions and find links to documentation. To
find it, simply click on the Forum link from the Collaborate menu on the navigation bar at the top of any
page. The navigation bar is also where you'll find the Brainstorm, Groups, Library and Calendar.
The Customer Forum: A general forum for discussions between Workday customers and
partners and the occasional Workday employee.
The Developer Forum: A collaboration tool for people writing integrations and uploading
programs for Workday deployments. This forum tends to contain more technical information
than the Customer Forum.
SOLUTION CATALOG
The Solution Catalog is a place for Community members to share different types of solutions they have
configured themselves. Some of the types of shared solutions are:
Studio Projects
The Solution Catalog is a great place to start when you need to create a complex report or integration,
but it is important to keep in mind that a solution that works for one customer may not work for you.
Always test in your sandbox first before deploying anything to your production environment!!
TRAINING CATALOG
The Training Catalog provides a list of current training offerings, including instructor led, virtual on-line
and on-demand recorded courses. In addition, you can find information on training rates, the Manager
and Employee Self Service Kits, free training videos about new features and contact information.
The Workday Training Catalog is grouped according to the phases of your deployment to make it easy for
you to find the right training at the right time. The groupings are:
Workday Basics: Are you a new Workday user? This collection of courses will provide you with
the foundation you need to be familiar with the basic functions of Workday before you begin your
deployment.
Deploying Workday: As you begin to deploy Workday in your organization, this collection of
courses will provide you with the knowledge needed to be successful.
Life in Production: Once you have successfully deployed Workday, where do you go from there?
This collection of courses will expose you to other aspects of Workday to maximize the full
potential of this powerful tool.
Subscription Libraries: These On-Demand Education Libraries are subscription-based offerings
and are dispersed throughout the training catalog. These courses are a cost effective alternative
to traditional education delivery, providing access to training 24/7 from any computer. Created in
short, targeted segments, On-Demand Education is perfectly suited for system administrators
who need immediate access to specific training. To inquire about a subscription, email
[email protected].
Enroll in training
Access recorded on-demand training
CHAPTER REVIEW
Remember that you can access the Workday documentation to obtain information on some
attributes of objects, system or procedures.
In addition, documentation is organized into a collection of sections that describe the structure,
purpose, operation, maintenance and data requirements for Workday.
MSS/ESS kits are a great resource to help with the change management of your organization.
After joining the community, users should update their profile, join some groups and check out
the upcoming events.
The Brainstorm in the Workday Community is one of the most popular customer tools and can be
used to search for functionality enhancement requests that have already been created, vote for
requests about which you feel strongly and add your comments.
The Workday Community includes links to product support and Workday training.
Workday's Learning Management System contains all Workday training content for a "one stop
shop" experience.
__________________________________________________________________________________
4. What is the best way to get development to make one new feature or enhancement a high priority?
a. Check out Brainstorm and vote for everything.
b. Check out Brainstorm and vote only for what matters most to you.
c. Check out Brainstorm and make a comment on a request with details on your business
requirements.
d. Check out your horoscope and find out if development is in your future.
Make decisions to approve, deny or send back business process items. Your actions are recorded
instantly by Workday, just as if you were using a full desktop browser.
Mark notifications as "read". Simply touch the Workfeed's refresh button to see your changes.
Filter the Workfeed with the same filters available to you in the full desktop browser version of
Workday, including favorites
Workforce Planning
Financials
The dashboards can display Workday-delivered or custom Worklets. Charts are highly interactive,
enabling you to drill down, display legend information directly on charts by touching the legend icons and
toggle between table and chart views (in the table view, you can drill on totals). If you perform a series
of drill downs, your recent drill down windows are shown in a reduced size on the left side of the current
chart when in landscape mode (or at the bottom when in portrait mode), making it easy to see related
charts and maximize them again if you'd like.
You also have the ability to comment on charts by touching the annotate button. You then can email the
annotated chart to other individuals directly from the chart view.
Other actions you can take with charts include:
Rotate pie charts and drill down on any segment of the chart.
View any analytic indicators that are part of a worklet.
Exclusively for Workday for iPad, we deliver a Team Profile for managers that includes an actionable
display of the team members and a calendar, as well as configurable compensation, talent and stats
reporting tabs. We deliver the Team profile with several new standard reports. Like other profiles, this
new composite view can be configured using the Configure Profile Groups tasks.
With the Team profile, managers have convenient views and access to:
A Team profile group that Workday delivers preconfigured with worker cards for each team
member. From here, managers have convenient access to all their direct reports, including
navigation to individual worker profiles as well as selected actions, such as feedback, notes, and
bookmarks.
A consolidated Calendar view of birthdays, anniversaries, leave events, and time off.
3 configurable team analytic profile groups: Stats, Compensation, and Talent & Performance.
Expand organization levels by touching the photo associated with a manager. If the worker's
photo appears to have a stack of additional photos beneath it, then you can expand their
organization to see the workers within it.
Create a new email addressed to the user whose email address you touch.
Automatically transfer a worker's contact information from Workday into your iPad's contacts
app.
Expand the view of a worker to see additional details about their current job, compensation and
job history, as well as talent data.
Return to the Workday home page by touching the Workday logo at the top of the Workday for
iPad app.
SETUP
Follow the instructions below to install and configure Workday for iPad:
1. Install the Workday for iPad application from the Apple App Store or directly from your phone using
the App Store icon.
2. Launch the iPad's Settings application. Scroll down and touch Workday to open the Workday
settings, where you can configure the service's web address and your tenant.
a. The web address defaults to https://www.myworkday.com, which is used for production tenants.
You can change this for testing other environments like Sandbox.
b. Enter your Tenant name. If you don't know it, simply follow the instructions on iPad.
3. Launch Workday for iPad and sign-in with your normal Workday user name and password.
CONFIGURATION
There are several considerations to keep in mind when developing custom reports and Worklets that
might be accessed via Workday for iPad.
To configure the iPad in your tenant, you must belong to a security group that can:
Configure security
Access tenant setup tasks
Author and configure custom reports (if you are going to use custom reports)
Access to Workday for iPad content is controlled by the Mobile Usage-iPad security domain, and
its sub-domain:
Workfeed – iPad: This sub-domain specifically controls access to the Workfeed on the iPad.
Access to the organization swirl is controlled by the Report: Navigate Organization domain.
Access to the dashboards is controlled by the Worklet: Dashboard domain and its associated sub-
domains. This is the same domain that controls access to the dashboards in the full desktop
browser application. Therefore you will have exactly the same access to dashboards on the iPad
as you do when you access Workday via a desktop browser. The sub-domains of the Worklet:
Dashboard domain control access to the dashboards:
BlackBerrys with a BlackBerry application that provides an icon to launch the Workday Mobile
Web (basic website)
Features are streamlined and optimized for mobile devices. All features are delivered in English only.
Some features include functionality exclusive to mobile devices, while others do not include all of the
detail or functionality of the feature in the Workday browser application.
Below is a chart that shows what features are available for different mobile solutions.
REVIEW QUESTIONS
DAY ONE
1. True or False: Search allows you to use partial searches, abbreviations and misspelled words.
__________________________________________________________________________________
2. There are four landing pages. Which one is designed specifically with managers in mind?
__________________________________________________________________________________
3. What is the primary organization type within Workday HCM?
__________________________________________________________________________________
__________________________________________________________________________________
5. True or False: You cannot hire into a supervisory organization prior to the organization availability
date.
__________________________________________________________________________________
6. Which of the following is NOT a reorganization task
a. Inactivate Organization
b. Create Superior
c. Create Subordinate
d. Move Workers
e. Divide Organization
7. Name two Workday delivered organization types other than supervisory.
__________________________________________________________________________________
__________________________________________________________________________________
11. Which staffing model does each of the supervisory organizations you created have?
__________________________________________________________________________________
12. Did we make hiring restrictions for the supervisory organization Course Development? If yes, what
were they?
__________________________________________________________________________________
DAY TWO
1. True or False: Once you close a position you can easily re-open it.
__________________________________________________________________________________
2. True or False: A job profile must have a one to one relationship to a position.
__________________________________________________________________________________
3. What must you do if you choose to have no hiring restrictions on a position/headcount/job?
__________________________________________________________________________________
4. What are two of the seven compensation adjustment processes that can be initiated?
__________________________________________________________________________________
5. Name two types of compensation plans.
__________________________________________________________________________________
6. Workday has divided the system into securable parts called ___________ and then divided that even
further into _________ and ____________.
__________________________________________________________________________________
7. Navigate to the domain security policies for the functional area of "Staffing." What is the one
securable action in the "Set Up: Staffing Model" domain?
__________________________________________________________________________________
8. Find the compensation grade "Management." What is the Minimum and Segment 4 Top for China
(give answer in USD).
__________________________________________________________________________________
9. List at least three business processes you will use in Workday HCM:
__________________________________________________________________________________
10. What is the name of the task you must perform after making any changes to security?
__________________________________________________________________________________
PART ONE
To start, you will first want to login as Logan McNeil.
JOB PROFILE
1. Create a Job Profile = “C-level” and use when creating positions within the Acme Textiles supervisory
organization.
2. Create a Production Manager job profile.
NOTE: Do not put these job profiles in a job family unless you have created a job family.
CREATE POSITIONS
1. Create positions within the organizations (this is a BP and will require approvals)
a. Create a C-Level position in the Acme Textiles supervisory organization using the hiring restriction
of the C-Level job profile and any other restrictions you choose.
b. Create a Production Manager position in the Acme Textiles Organization using the Production
Manager job profile and any other restrictions you choose.
COMPENSATION
1. Create a compensation package and all compensation components within the package
a. Create a compensation eligibility rule using the job profiles you created as eligibility criteria and
use it at all levels of compensation, with the exception of the grade profile.
b. Compensation Package: For your Acme employees (remember to take note of the hint written at
the beginning of the lab)
c. Grade (currency USD and Annual Frequency)
BUSINESS PROCESSES
You will now configure a hire BP for Acme Textiles. Before you begin, take a moment to think of some
steps and condition rules that you think your enterprise will use once live with Workday. Feel free to use
the system and your guide as a reference. Below, list at least five steps as well as two condition rules
you think your enterprise will utilize.
1. Steps:
a. _______________________________________________________________________________
b. _______________________________________________________________________________
c. _______________________________________________________________________________
d. _______________________________________________________________________________
e. _______________________________________________________________________________
2. Conditions:
a. _______________________________________________________________________________
b. _______________________________________________________________________________
Once your supervisory structure has been created, your profile and positions made, your compensation
components, package and rules created, navigate to your Acme textiles supervisory organization. Use
the related action to create a new definition for hire.
Business Process > Create, Copy or Link Definition
Select the business process type of Hire and then click OK.
You will now be in edit mode and can configure your business process.
Your hire definition needs to have at least five steps (one of which needs to be a to do step and one a
service step), two condition rules and one notification. Make sure you assign your steps to security
groups that you have supporting your organization.
Once you have created your hire definition you can continue with the steps below.
HIRE EMPLOYEES
Run the All Applicants for Contract/Hire report. Pick one of those applicants to hire into either of the
positions you just created. Work through the Hire business process. Remember to check the status of
the process to see what the next awaiting action is.
When it comes to propose compensation, confirm the package you created has defaulted and enter the
salary amount.
You will need to sign in as several other people during the hire process. The user
name will always utilize the same naming convention that we have used in class and
the password will be the same as well.
PART TWO
REPORTS:
Run a few of the below reports:
Termination Details: View a detailed list of terminated workers in one or more organizations.
Enables you to analyze turnover by organization and to view termination data for regulatory
reporting. Details include each worker's hire date and termination date, length of service,
termination category and reason, cost center, manager and compensation.
Headcount Report: View a list of worker headcount in an organization. Enables you to drill down
on the numbers to create summarizations by category. Details include summary counts of
workers, positions, hours and jobs.
Turnover Summary: View a summary of employee attrition in an organization for a given time
period or date range. Details include starting and ending headcount, total terminations, total
turnover percentage and a breakdown of voluntary and involuntary totals and percentages.
Enables you to view and analyze turnover statistics by date. You can also perform related
actions on the numbers to create data summaries, such as headcount by ethnicity or
terminations by location.
View Open Positions: View a summary of open positions in an organization. Enables you to
audit the total number of available positions and hours, as well as the number of applicants for
each position. Details include the organization, manager, position group, earliest hire date,
position count and number of applicants. If the organization uses headcount management, the
number of available hours is also displayed.
Benefit Events Status Report: View workers with benefit events and their status. Details include:
the benefit event type, event date, initiation date and submission date. Enables you to manage
benefit events on a day-to-day basis. On this report there is also a link to enroll workers in their
benefit elections or to cancel the benefit event.
SECURITY
Find the business process for Terminate (default definition) as well as the business process for Hire
(default definition). Look at the business process security policy and answer the below questions:
__________________________________________________________________________________
BUSINESS PROCESS
Run the Business Process Configuration report for the Hire business process. Answer the following
questions.
1. True or False: You can add the action of Request Budget Approval at any time during hire process.
__________________________________________________________________________________
2. True or False: The Propose Base Pay task does not initiate a sub-process.
__________________________________________________________________________________
3. True or False: You can only approve or deny from the Request One Time Payment action.
__________________________________________________________________________________
APPENDIX
DEPLOYMENT OVERVIEW
This is a high level look at Workday’s deployment process. It is Workday’s goal to deploy customers as
quickly and effectively as possible using as many features and functionality as possible without sacrificing
customer satisfaction.
Plan Stage: Set the overall project direction and administration while setting customer
expectations.
Configure and Prototype Stage: Provide an iterative approach to configuring Workday based on
the customer's needs.
Test Stage: Validate configuration decisions and system and user readiness.
Deploy Stage: Effectively transition customer to Production Support and Optimization Services.
Phases typically represent the deployment of net new product lines, like HCM, Payroll and Financials, as
opposed to just rolling out additional product functions. For example, Phase One may consist of core HR,
Benefits and Manager Self Service. Phase Two may include the deployment of Financials. Phases are
determined initially in the Statement of Work, but are revisited for accuracy and approach during the Plan
stage of a deployment. The stages of the methodology should remain the same regardless of phase.
WORKDAY STREAMLINED
The tables below show several tips and shortcuts that you may find useful when working in the Workday
system.
Cut Text CTRL+X (works in any field in which you can enter text)
Paste Text CTRL+V (works in any field in which you can enter text)
Use your mouse scroll wheel as a shortcut (it scrolls the active
Scroll Up or Down
scroll bar, when there is more than one)
Application Search
Tabs
Grids
ENTER (Does not work if the control that is inside the current
Move to Next Row
cell handles itself)
SHIFT + ENTER (Does not work if the control that is inside the
Move to Previous Row
current cell handles itself)
Promptable Fields
Prompt Lists
SHIFT+UP ARROW
Select Multiple Items in List SHIFT+DOWN ARROW
(When Allowed) SHIFT+HOME
SHIFT+END
Buttons
Use the tab key to move from field to field on the page. When the focus gets to a button, use the
spacebar to trigger the button.
Radio Buttons
Hyperlinks
Hyperlinks appear as blue text and become underlined when you rest the pointer on them.
Clicking a hyperlink displays a new page showing details about that item.
You can view more detail about aggregate numbers in reports and Worklets by clicking the hyperlink
for a sum, average or count value. Workday displays a secondary window with details about the
selected number. The drill down functionality also allows you to view data by dimension. Objects in
the drill down window have related actions menus that enable additional actions.
When you right-click on some hyperlinks, including the related actions menu, you get a menu of
options such as export to excel, see in new window, copy url and others. The menu varies depending
on the nature of the link. The see in new window option opens the target page in a new browser
window and is available when the link takes you to a view page. You can open up to six new windows
this way.
Set Favorites
You can designate any task, report, view or business object (organization, employee, position and so
on) as a favorite. Favorites then appear on your favorites page so you don't have to search for them
each time you want to access them.
You access your favorite items on the favorites tab in the navigate slide-out tab. Favorites are also
available as a Worklet on the My Workday landing page.
To add items to your favorites, click Manage Favorites on the favorites tab. To add a business object
to favorites, find the object and select Favorite > Add from the related actions menu.
Set Preferences
Access your user preferences by selecting My Account > Change Preferences from the related actions
menu on your worker page. You can use this task to:
Set your preferred locale
Enable or disable the preferred currency reference view (if enabled by your organization)
Set your preferred currency
Set the number of rows to display in Inbox slide-out tabs
Set the number of days to leave completed tasks in the My Requests tab
Set your preference for whether to generate email alerts for business processes and
notifications
Note: If your organization has enabled the Currency Reference View, you will see the Enable Preferred
Currency Reference View option. Enabling this view results in the simultaneous display of both the
foreign currency value and your preferred currency value for certain currency fields in Workday
delivered reports. Setting your preferred currency makes your preferred currency available for display
in other cases in which the "user's preferred currency" field is used (typically within custom reports).
Managing Worklets
You can configure the actions and reports that a Worklet shows by following these steps:
Access the Configure Worklet task.
Select the Worklet you want to configure. You can configure only the new navigational
Worklets for the My Team and All About Me pages.
In the actions area, custom reports area or system reports area, click the plus icon to add another
entry. Only actions that are allowed for this Worklet appear for the actions and system reports.
Note: You can add a link to any custom reports you have created.
Use the arrow icons to move the selected items to the desired order.
You can specify your Worklet preferences for your My Workday, All About Me and My Team landing
pages. You cannot change your required Worklets. However, you can add or delete optional Worklets
and change the order in which they appear, as follows:
From the My Workday, All About Me, or My Team landing page, click the Configure This Page
link at the bottom of the page.
Click the “+” sign to add a new row or click "x" to delete an existing row. Each row
corresponds to a single Worklet. If adding a row, click the search prompt button to the right of
the empty row and select a Worklet from the list of optional Worklets presented.
Use the up and down arrows next to the "+" and "x" signs to move the currently selected row
up or down. Doing so changes the position of the corresponding Worklet on the page.
Click OK to confirm the selection of Worklets.
NOTES
NOTES