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Workday Basics for Everyone

Contents

Workday Overview

Getting Started in Workday

Employee Self-Service Processes

Summary & Helpful hints

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Overview

Workday is a modern, mobile, user-friendly platform that will

eventually replace Banner

It is a web-based design that’s easy-to-use, much like your favorite

web site

Navigation is simple so you can quickly manage your personal

information

Starting December 19 (for the first pay period of 2017 (enter time,

direct deposit elections, tax elections) you will access Workday to enter

time.

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Starting January 3 you will access all of Workday

anywhere, anytime – 24/7.

From a laptop, smartphone or a tablet. Just download the

Workday app to your mobile device

Workday Project Timeline

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Workday Human Capital Management (HCM) and Payroll are the first two Workday systems we will introduce. HCM is the human resources part of the Workday system and will transform how we work in areas like payroll, benefits, reporting time, and requesting time-off.

What systems are affected at Go-Live

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Activity System Used Today System Used After January Go-Live

Benefit Information (Medical, Dental, Vision, Insurance)

MyBentley (Banner) View only

Workday View & maintain

Direct Deposit InformationMyBentleyView only

WorkdayView & maintain

Payroll / View Pay slip* MyBentley Workday

Personal Information (Preferred name, home phone, emergency

contacts)

Paper / MyBentley / BannerView only

WorkdayView & maintain

W-2 (Federal/State)Paper / MyBentley / Banner

View only Workday

View

Manage time sheets Paper / Banner Workday

*2016 information will continue to be accessed through MyBentley. The 2017 pay and taxes will be found in WorkdayThere will be certain actions you will continue using MyBentley

Getting Started in Workday

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How do I access Workday

Your Workday home page & setting preferences

Self-Service Worklets

Time & time-off

Benefit Elections

Pay Elections

Today we will introduce you to basic Workday navigation, the

Workday Worklet, how to set your favorites and just how easy it is

to view and update information!

How do I access Workday?

You will need:

Access to a computer or device with internet connection

The Workday URL

Workday does not have a preferred browser*. Any browser will work to access Workday (Internet Explorer (IE), Safari, Firefox, Google Chrome, etc.)

Your Bentley login credentials: your Bentley email address and password

*If you use a specific configuration for IE, which is a necessary part of your job, you should try using another browser running a more up-to-date version (Safari, Google Chrome, Firefox, etc.) for Workday access.

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How do I access Workday?

Today, you can access Workday by visiting:

https://impl.workday.com/bentley4/d/home.htmld

This Workday system is not the final Workday environment we will

use at Go-Live

You will be prompted to enter your Bentley credentials/email:

i.e. name@Bentley.edu

At Go-Live you will find the Workday login on MyBentley

You can also download the app on your tablet or smartphone and

access Workday there!

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Your Workday Home Page

The first time you log in, this is what you will see – Click Let’s get started!

Your Workday Home page is configurable and houses all of your important information.

The header (home, search bar, Workday logo, your name) stays constant in Workday on any

page.

To return to your home page at any time, just click the Workday logo in the middle of the header.

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Self-service Worklets

When you first log in, Workday will display a set of Worklets or icons.

When you select a Workday Worklet you can see the available action for

that worklet.

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WorkdayWorklet oricons

View/update personal info

In Workday, you can update your personal information including preferred

name, contact information and emergency contacts.

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In order to change any of your

information, start by typing “change

my” in the search bar on the

Workday homepage.

This will display an action list of the

different tasks you can use to

update your personal information

Personal Information Worklet

Enter Time and Requesting Time Off

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One of the biggest changes for most will be where to go to

enter time and request time-off.

Time Worklet

Time off Worklet

You will find both of these Workday

Worklets on your Workday home page.

Enter Time in Workday

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When you select the Time Worklet the following menu opens where you can choose to Enter Time or View: your schedule, time off, time off balance and history.

Select This Week and an interactive calendar launches

Enter Time in Workday

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Select a day in the calendar to launch time block window

When time is entered for the pay period, hit submit and the notification gets sent to your manager to approve

You can also choose Auto-fill and Quick Add to enter time.

Request Time-off in Workday

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When you select the Time-off Worklet the following menu

opens where you can choose to Request or View the

following:

You can also see what your available balance is for PersonalSick &Vacation

Request Time-off in Workday

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Select the day(s) you would like to request in the calendar, they’re highlighted & number of days requested appear ready to submit.

Request Time-off

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The time-off type must be selected before submitting to your manager

Employees requested time-off goes immediately to their manager, who receives a notification they have an action to complete in Workday.

View Benefit Elections

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In Workday you will be able to view your benefit elections.

And clearly see what you can change and view.

Benefits Worklet

Pay Election, Tax Withholdings & pay slips

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In order to update your current federal withholdings, you will

log into Workday and locate the Withholding Elections link

from your Pay Worklet.

To view or update your current payment elections, like direct

deposit, click the Payment Elections shortcut

Pay Worklet

Summary

Accessing Workday enables you to:

Beginning December 19 you will enter time & time-off requests in

Workday

January 3 you will access Workday for managing personal information,

benefits, payroll, entering time and requesting time off

Navigate through Workday to access personal information

Maintain your preferences, favorites, and notification preferences

Workday allows for employee self-service you can view and update

personal information

REMEMBER: We are not training on live data so your information will

not be 100% accurate across the Workday environment

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Helpful Hints

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Related Actions You’ll find them throughout Workday. Click the Related Actions button to access more actions/options

On any screen, when

a pop-up dialogue box

is on screen. Click

anywhere else on the

screen to get the pop-

up dialogue box to

close

Inbox: you’ll be notified

when you have an

action in your inbox that

requires your attention.

Notifications: are sent to

you just as an FYI

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Resources

Workday Program Web site – www.Bentley.edu/workday

Workday Program email – GA_Workday@Bentley.edu

Countdown to Workday Go-Live!

Getting Started on Workday – accessing your personal profile

https://www.brainshark.com/bentley/personalprofile

Getting Started on Workday

https://www.brainshark.com/bentley/GS-worklets

https://www.brainshark.com/bentley/GS-Search

https://www.brainshark.com/bentley/GS-Org-chart

Employee actions on Workday

https://www.brainshark.com/bentley/enter-time

https://www.brainshark.com/bentley/Rpt-bene-event

https://www.brainshark.com/bentley/Request-TO (time-off)

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Appendix

Additional ways to make Workday work for you!

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Your inbox

Your inbox displays the action items that require your attention to complete and the notifications you have received. You can also view the processes you have previously completed in archives.

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Your worker profile

You can view Worker Profile by clicking your picture/name in the upper

right corner and then select View Profile.

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Your profile displays your personal

information including job details,

compensation, benefits and pay. You can

also view your job history, support roles,

worker history, etc.

Your Worker profile

Your Worker Profile displays information about you and your job across

multiple tabs.

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The Search bar

You can use the Workday search bar to navigate many different

functions.

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You can search for people,

organizations, initiate tasks, run

reports and much more. You can

also locate any information to

which you have access.

For example: you can type

“address” in the search field to

bring up multiple tasks

pertaining to addresses – home,

work and email addresses.

Configure Workday

Workday gives you the ability to configure your own favorites, preferences,

and inbox filters, allowing you to organize and prioritize notifications and

actions to fit your individual needs.

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Click Favorites Worklet

Configure Workday

Build preferences into your Workday Home page

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Click the gear icon to configure the Worklets that appear on your home page